Receive Materials in Purchase Order Edit

There are two ways to receive line items on a purchase order: use the buttons on the Line Items tab of the purchase order record, or issue a Material Receipt via the Materials module. To use the first method, using the buttons on the Line Items tab, follow these steps.

Receive a Single Line Item

On the Line Items tab of a purchase order record, you will see two buttons: Receive Item and Receive All. The Allow Receipt from PO option must be enabled on the Purchase Order Option Setup screen for these buttons to be visible.)

The first button allows you to receive a single line item.

1. Retrieve a purchase order from the system by going to Purchasing > Purchasing > Edit, or Purchasing > Purchasing > Query and search for the PO.

2. On the Purchase Order Edit screen, click the Line Items tab.

3. Select a line item.

4. Click the Receive Item button.

   The Material Receipt window opens.

5. There are four panes in the Material Receipt window, only two of which can be edited.

   • The Vendor pane in the upper-left of the window shows the information about the vendor associated with the PO. This information cannot be changed here.

   • The Charge pane in the lower-right of the window shows the Issue To value that was established in the line item record. This cannot be changed here.

   • In the Item pane, in the upper-right of the window, the Unit Cost and Quantity fields are required and can be edited. All other fields in the pane are pulled from the line item record and the material's record, and these cannot be edited.

   • Start with Unit Cost. This is established in the line item record on this purchase order, but if it is necessary, you can change this value.

6. In the Quantity field, if it is necessary, update the quantity of this item that you are receiving into the system. This value does not have to be the value that was ordered, if less than the number ordered or more than the number ordered was received by you.

   The Total Cost field will automatically update, based on the quantity of the item that you are receiving.

7. Next, in the Details pane in the lower-left of the window, you can add information to the External Purchase Order, Catalog Number, and Notes fields, if necessary. Only the Purchase Number cannot be modified in this pane.

8. When you are done filling in the required and optional information, click Save.

The Qty Received column on the Line Items tab will be updated with the amount entered in the Quantity field of the Material Receipt screen.

Receive All of the Line Items

If you want to receive quantities for more all of the line items on the PO at once, you can use the Receive All button. To receive all the line items, follow these steps.

1. Retrieve a purchase order from the system by going to Purchasing > Purchasing > Edit, or Purchasing > Purchasing > Query and search for the PO.

2. On the Purchase Order Edit screen, click the Line Items tab.

3. Click Receive All.

   The Receive All window opens.

4. In the Quantity Received column, you will see the quantity of each item already received, if a material receipt was already performed on any of the line items. For each line item, enter the number of line items you received.

5. Click Save.

The material receipts are automatically created in TMS for each of the line items, and the Qty Received column on the Line Items tab is updated with the values you entered in the Receive All window.