Purchase Order Receipt

Menu Path: None

To use Purchase Order Receipt, click the Receipt button in the ribbon in Receiving Entry.

Purpose

Receive products.
Add additional line items to receipts.
Add additional charges at the time of receiving.

Overview

Use Purchase Order Receipt to complete the receiving process for orders, containers, or releases selected in Receiving Entry. For details of how to process receipts, see Processing Receipts.

Note For set up information required to use directed putaway during the receiving process, see Directed Putaway Setups FAQ.

For more information, see Receiving Labels Print.

Ribbon Home Tab Buttons

Button	Description
OK	Click this button to close the Purchase Order Receipt window and enter the receipt. Note If you are entering a receipt for a container that is in a shipment that has shipment-level additional charges, and the received quantity is less than expected, the Question dialog box appears, and asks you if you want to cancel and edit the receipt. If you click the No button in this dialog box, you will distribute the additional charges to the quantity you receive instead of the expected quantity. If you want to adjust the charges, you should click the Yes button, and make the adjustments.
Cancel	Click this button to close the Purchase Order Receipt window without entering a receipt.
Show Data	Click this button to refresh data in the Receipts grid.
Print	Click this button to display, output, email, or print a receiving entry report for selected purchase orders.
As Is	Click this button if the received quantity equals the expected quantity. When you click this button, values in the Received Qty column are set to the values in the Expected Qty column for all line items the Line Items grid. For lot-tracked products, if lot information was entered for a container, the lot information is copied to the receipt record when you click this button.
Receipt Status	Click this button to display PO Receiving Status, which allows you to view the receiving status.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected receipt.
Remarks	Click this button to display Remark Entry, which allows you to view and enter remarks to be placed on documents related to a selected receipt. Note You cannot create standard remarks for a purchase order receipt. When you click the Remarks button, no available documents are listed in Remark Entry. Specific notations regarding the purchase order receipt should be made as notes in Notes Entry by clicking the Notes button in the ribbon.

Items Tab Fields and Buttons

Field or Button	Description
BOL	Enter a bill of lading number for the receipt. This field is informational only.
Receipt Date	Enter the date of the receipt, or click the drop-down arrow to select a date.
Receipt Time	Enter the time of the receipt, and click the Lookup button to select AM or PM.
Line Items	This grid displays line items for the receipt. You can double-click a line item to receive it, or you can select it, and then click Receive Item.
Receiving Image	Enter the receiving image, or click the Lookup button to navigate to and select the image. Note If a file or image upload directory is set up for the system ID, the file is copied to the Receiving_Images folder in the file or image upload directory when you select the file. If no file or image upload directory is set up, the file remains in the original location.
View Image	Click this button to display the image entered in the Receiving Image field.
Delete	Click this button to delete the image entered in the Receiving Image field.
Receive Item	Click this button to display PO Item Receipt, which allows you to receive the selected line item in the Line Items grid.
Add Items	Click this button to display PO Receipt Item Entry, which allows you to enter additional products to a receipt. This button is only available if the Can Enter Additional Receipt Items check box is selected for your user ID in User Extended Options. Note Adding products to a receipt also adds the products to the purchase order.
Close Transfer	Click this button to close a transfer order that was not shipped complete. This button is only available for transfer orders that have already been received.
Primary Receipt	This check box is selected if this is the primary receipt.

Additional Charges Tab Fields and Buttons

Field or Button	Description
PO #	This field displays the purchase order number.
Type	Enter the type of additional charge, or click the Lookup button to select an additional charge type. For information on setting up additional charge types, see Purchase Additional Charge Maintenance. Note You can only select additional charge types for which the Updateable in Warehouse check box is selected in Purchase Additional Charge Maintenance.
Amount Type	These radio buttons indicate how the additional charge is calculated, and is based on how the additional charge is set up in Purchase Additional Charge Maintenance.
+/-	Select whether the amount will be added to or subtracted from the line item.
Amount/Percentage	Enter a monetary value or percentage of the additional charge. You can enter an amount, percentage, per unit charge, per unit weight charge, per receipt charge, first receipt charge, or total receipt charge based on how the additional charge is set up in Purchase Additional Charge Maintenance.
VAT Taxable	Select this check box if VAT is assessed for the additional charge.
VAT Supplier	If the additional charge is VAT taxable, enter the supplier code or name of the supplier collecting VAT for the additional charge, or click one of the Lookup buttons to select the supplier code or name.
VAT Exempt Reason Code	If the additional charge is not VAT taxable and the products are being received in a VAT-taxable country, enter a VAT exempt reason code to explain why the additional charge is exempt from VAT, or click the Lookup button to select a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance.
VAT Class Code	If the additional charge is VAT taxable, enter a VAT class code associated with the additional charge, or click the Lookup button to select a VAT class code. For information on setting up VAT class codes, see VAT Class Maintenance.
VAT Rate/Amount	This field displays the VAT rate/amount for the additional charge. The rate/amount is calculated based on the current rate for the VAT class entered in the VAT Class Code field.
VAT-Inclusive Amount	This field displays the sum of the additional charge amount and the VAT amount.
Supplier Code	This field displays the supplier code for the additional charge.
Supplier Name	This field displays the supplier name for the additional charge.
Comment	Enter a comment for the additional charge.
Enter	Click this button to add the additional charge to the line item. After you add the charge, it displays in the Additional Charges grid.
Delete	Click this button to delete the additional charge selected in the Additional Charges grid.
Additional Charges	This grid displays all additional charges entered for a receipt.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.