Material Receipt
Material Receipts are used to enter any materials received by the maintenance organization into a warehouse. When entering a receipt, you must enter certain required information (marked with a red asterisk) such as the number of material items, warehouse that is receiving the materials, the vendor from which the materials were received, and the date when they were received.
A material must be placed in a warehouse before it can be issued or received.
Some receipts are made against a purchase order. If you are receiving materials against a purchase order, you can enter purchase order information, for example, the PO or External PO number and TMS fills in the vendor information for you. If you aren't receiving materials against a purchase order, you can enter the vendor information directly and skip the fields concerning purchase orders.
If you receive the wrong materials or damaged materials, you can return the items. In this process you can enter notes and information about problems encountered which you can review for action and follow-up.
Enter a Material Receipt
To enter a material receipt, follow these steps:
-
From the Materials menu, select Material Receipt.
-
From the Warehouse drop-down menu, select the warehouse you want to enter a receipt for.
Existing material receipts for the current date for the selected warehouse appear.
-
In the Date list, select the date for the receipt.
-
In the Transactions area, click the New button.
The Material Receipt window opens.
-
In the Vendor field, enter the vendor for this item.
You can click the Lookup button to locate a vendor. Once a vendor is selected, the vendor's address information appears.
If the vendor doesn't exist in the system, click the Group Toggle button to enter the vendor's Name, Address, and Phone Number.
If you select a Purchase Order number in the Details area, the vendor information is automatically filled in.
-
The Warehouse field displays the warehouse you selected and cannot be modified.
-
In the Receipt Item field, enter the item number for the items being received.
You can click the Lookup button to locate the item number. Once you enter an item number, the Item Description is automatically filled in.
-
In the Unit Cost field, enter the cost of the item you are receiving.
-
In the Quantity field, enter the quantity of items you are receiving.
-
From the Unit of Measure drop-down menu, select the unit of measure for the item.
A default value corresponding to the information in the material item record for the selected item is displayed, however, you can change this value, if needed.
-
From the Issue To drop-down menu, select a value to indicate who the items are being issued to.
By default, TMS sets the value to Warehouse. However, you can select a different value you want to directly issue an item to an account, asset, resource, or work order.
-
Account – Select this value to issue the item directly to an account and then select an account number.
-
Asset – Select this value to issue the item directly to an asset. You can either enter the asset number or use the Lookup button to locate the appropriate asset.
-
Resource – Select this value to issue the item directly to a person and then select the resource's name.
-
Work Order – Select this value to issue the item directly to a work order. You can either enter the work order number or use the Lookup button to locate the appropriate work order.
-
-
In the Notes field, enter any notes about the receipt.
- Click Save to accept the material receipt.
Return an Item to a Vendor
If a vendor sends you an incorrect or damaged item, you will want to return the item. To log the return of these items, you can enter a material receipt with a negative quantity to indicate that the received items are being returned to the vendor.
To enter a return, follow these steps:
-
From the Materials menu, select Material Receipt.
-
From the Warehouse drop-down menu, select the warehouse you want to enter a return receipt for.
Existing material receipts for the current date for the selected warehouse appear.
-
In the Date list, select the date for the return receipt.
-
In the Transactions area, click the New button.
The Material Receipt window opens.
-
In the Vendor field, enter the vendor for this item.
You can click the Lookup button to locate a vendor. Once a vendor is selected, the vendor's address information appears.
If the vendor doesn't exist in the system, click the Group Toggle button to enter the vendor's Name, Address, and Phone Number.
If you select a Purchase Order number in the Details area, the vendor information is automatically filled in.
-
The Warehouse field displays the warehouse you selected and cannot be modified.
-
In the Receipt Item field, enter the item number for the items being returned.
You can click the Lookup button to locate the item number. Once you enter an item number, the Item Description is automatically filled in.
-
In the Unit Cost field, enter the cost of the item you are returning.
-
In the Quantity field, enter a negative number to indicate the quantity of items you are returning.
-
From the Unit of Measure drop-down menu, select the unit of measure for the item.
A default value corresponding to the information in the material item record for the selected item is displayed, however, you can change this value, if needed.
-
From the Issue To drop-down menu, select a value to indicate who the items were issued to.
By default, TMS sets the value to Warehouse. However, you can select a different value if needed.
-
Account – Select this value to return the item from an account and then select an account number.
-
Asset – Select this value to return the item from an asset. You can either enter the asset number or use the Lookup button to locate the appropriate asset.
-
Resource – Select this value to return the item from a person and then select the resource's name.
-
Work Order – Select this value to return the item from a work order. You can either enter the work order number or use the Lookup button to locate the appropriate work order.
-
-
In the Notes field, enter any notes about the return.
You might want to describe the problem with the items and any follow-up actions required.
- Click Save to accept the material return receipt.
