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Purchase Receipts

This screen allows you to receive goods or services with, or without, a prior Purchase Order. The process for Purchase Order Receipts comprises the following Steps

 

Note: Until a Batch is ‘Posted’ the movements will not be recorded against the included Items or Descriptors.

 

List Tab

 

This shows Receipt Batches.  By default it displays only batches that are in progress.  You can click on the ‘Include Updated Status’ checkbox at the bottom of the screen to also include batches that have been ‘posted’.

 

Display fields

 

The displayed fields are taken from Purchase Receipt information entered into the ‘Detail’ tab.  The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customise List Fields’.  On the displayed panel you can:

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Updated Status - By default the display will only show Batches that have not been updated.   If you wish to see all batches including those that have been updated then ‘check’ this checkbox.

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Purchase Receipt screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the ‘Detail’ tab for entry of a new Receipt Batch.

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This only becomes ‘active’ when linked to a Receipt Batch with status ‘In Progress’.  In this instance it enables you to delete the selected Batch.

 

Related: This will bring up a list of functions that are related to Purchase Receipts.  You may open and maintain information in those screens whilst still remaining in the Purchase Receipts screen.

 

Reports: This will bring up a list of Reports that are related to Purchase Receipts.  You can immediately run the report whilst still remaining in the Purchase Receipts screen.

 

Detail Tab

 

This tab enables you to create and maintain a Purchase Receipt Batch Header.   After creation of a Batch Header it must be saved (click on the ‘Save’ Button) before Lines can be added

 

Entry and Display fields

 

Receipt Batch No:  This is a unique number automatically allocated by the program.  It cannot be amended.

 

Status: This is the status of the Receipt Batch and is maintained by the program.  The displayed variants are:

In Progress - The Receipt Batch is still being worked on

Updated - The Receipt Batch has been ‘Posted’ and a receipt Stock movement created for the included Items

 

Reference: Enter a brief description of the Receipt Batch.  No validation checks will be carried out on this field.

 

Receipt Style: This is prefilled with ‘Receipts for Order’.  If the receipt does not have an originating Purchase Order then select ‘Receipts No Order’ from the drop-down list

 

Purchase Order Number: This becomes ‘active’ if the previous field’s selection is ‘Receipts for Order’.  From the drop-down list select the Purchase Order against which the receipt is being made.  If you do not know the originating Purchase Order then refer to the next field (Supplier)

 

Supplier: This is prefilled with the Supplier of the Purchase Order selected in the previous field.  If you don't know the originating Purchase Order then click on the drop-down list against this field.  This will display all outstanding Purchase Orders for all Suppliers.  If you click on a specific Purchase Order then all lines in that order will be displayed.

 

Create Purchase Invoice for this Receipt on Posting: If this is 'checked' then Ostendo will automatically create an Invoice to match the Receipts.

 

Currency Code: This is only visible if the Supplier uses a Foreign Currency.  When displayed it shows the Currency Code taken from the Purchase Order record.  It is for information only and cannot be changed

 

Exchange Rate: This is only visible if the Supplier uses a Foreign Currency.  When displayed it is prefilled with the Exchange Rate held against the Purchase Order.  It can be amended here, if required, and made specific to this Purchase Receipt.

 

Packing Slip No: This is an optional entry field for you to enter the number of the Supplier’s Packing Slip

 

Receipt Date: This is the date of the Receipt and is prefilled with the system date.  It can be amended at any time up to Posting the Batch by entering the date or by clicking on the drop-down menu and selecting the date.

 

Receipt Total: This is a display only field that shows the current total value of the Lines in this receipt

 

Post All Purchase Receipt Entries: If this button is selected then all the Receipts contained in the ‘Lines’ panel will be actioned as follows.   If the receipt Line has an ‘Allocation Type’ of:

 

The status of this Batch will then be amended to ‘Updated’

 

Note: If the Purchase Receipt has status 'Updated' then the caption on this button will change to 'Un-Post All Purchase receipt Entries'.  If it is selected then a confirmation panel will be presented which, if confirmed, will reverse the Purchase receipts.  If the Purchase Receipt has already been matched against a Supplier Invoice then you cannot reverse the Receipt. In this case you will need to delete the Purchase Invoice and then you will be able to un-post the Receipt batch. Further to this, if any traced items (eg: Serial or Batch Tracked etc..) in the receipt batch do not exist in inventory, you will be prevented from Un-Posting the batch. 

Un-Posting of receipt batches is designed principally for when you realise 'soon' after posting of the batch that there is an incorrect entry. You should not be attempting to Un-Post Receipt batches where those goods have since been issued or invoiced or where subsequent receipts have been made for these items. By doing so, you may affect the Inventory As At Reporting values.

 

Automatically Post the Purchase Invoice: If this is 'checked' then you must also enter a Supplier Invoice reference in the next field.  Upon accepting the Receipt Ostendo will also create a matched Supplier Invoice

 

Supplier Invoice No: If the previous field is 'checked' then you must enter a Supplier Invoice reference in this field

 

 

Notes Tab

 

Notes: Extended Notes for your own information can be attached to this Purchase Receipt Batch.   Whenever you click on this field an icon will appear in the top-right.   By clicking on this Icon you can bring up the Frequently Used Text table.   Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Overrides Tab

 

Override Locations: If this is 'checked' then you may override the Warehouse/Location that will apply to this receipt

 

Warehouse: This is prefilled with the default Receipt Warehouse for this Receipt.  You can amend this by clicking on the drop-down list to select the Warehouse into which the Items are to be received. 

 

Location: This is prefilled with the default Receipt Location - within the above Warehouse for this Receipt.  You can amend this by clicking on the drop-down list to select the specific Location into which the Items are to be received. 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Receipt (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

Financial Tab

 

       Financial Category: If required, select the Financial Category applicable. If left blank, it will use the Financial Category (if any) linked to the associated Cost Centre. (Used in linked General Ledger system)

 

Buttons

 

Close: This will close the Purchase Receipt screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a blank ‘Detail’ screen for entry of a new Receipt Batch.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made to the current Receipt Batch Header record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Purchase Receipt.  You may open and maintain information in those screens whilst still remaining in the Purchase Receipt screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Receipt.  You can immediately run the report whilst still remaining in the Purchase Receipt screen.

 

Lines Tab

 

This tab enables you to maintain Receipt lines.  The following information is shown at the top of this panel:

 

A button ‘Prefill Receipt Quantities’ is available which, when pressed, will fill the outstanding quantities against each line shown in the lower part of the screen.

 

Entry and Display fields

 

All the fields in the upper panel are taken from Purchase Receipt information entered into the ‘Detail’ tab.  If you ‘right mouse’ in the main panel and select ‘Customize List Fields’ you can define the sort sequence of the records by dragging the field from ‘Available Fields’ to ‘Sort By’.   You can also move the field position by dragging the column heading left or right to the position where you want it to appear.

 

The Purchase Receipts Line Grid displays the following fields for each Receipt Line:

 

- Line No.

- Type

- Code

- Unit

- Unit Price

- Receipt Qty

- Receipt Unit Price

- Description

- Tax Code

- Ext. Receipt Price

- Line Allocations (Allocations summary)

- Additional Fields (dynamically added if available)

 

 

Within this upper panel the following fields can be accessed for ‘quick entry’ of receipt information.

 

Receipt Qty: Enter the quantity being received.  No checks are made on this entry.

 

Receipt Unit Price: This is prefilled with the Purchase Order Line’s Unit Price.   It can be amended here to reflect the actual Unit Price.

 

Receipts Tab

 

This tab shows details of a specific line selected in the upper panel.

 

Line No: Display only field showing the Line Number within the Purchase Order

 

Line Type: Display only field showing the Type of line being ordered in the Purchase Order

 

Code: Display only field showing the Code being ordered in the Purchase Order

 

Unit: Display only field showing the Unit of Measure of the line

 

Remaining Qty: Display only field showing the remaining quantity to be receipted.

 

Order Unit Price: Display only field showing the Order Unit Price.

 

Description: Display only field showing a description of the Code.

 

Tax Code: This is prefilled with the Tax Code held against this Purchase Order Line.   It can be amended for this receipt by clicking on the drop-down menu and selecting the appropriate Tax Code.

 

Receipted Qty: Enter the quantity being received.     No checks are made on this entry and you can over-receive, under-receive, or even return the goods (negative quantity).

 

Receipt Unit Price: This is prefilled with the Purchase Order Line’s Unit Price.   It can be amended here to reflect the actual Units Price.  Alternatively you may click on the adjacent button and enter the Line's total price.  Ostendo will automatically evaluate the Unit Price by dividing this Total by the Receipt Quantity.

 

 

Allocations Tab

 

This tab shows details of allocations against the selected line. 

 

Allocation Type: From the drop-down list select the allocation type.  The options are:

 

Allocation Reference: The specific Reference relating to the Allocation Type.  For all Allocation Types except Inventory the drop-down list will reflect the Allocation Type choice made above.

 

Allocation Quantity: This is the quantity that is allocated to the reference.

 

Receipt Quantity: This is the quantity received against this Allocation.

 

Warehouse: If the Allocation is for an Inventory Item then select a Warehouse from the drop-down list.

 

Location: If the Allocation is for an Inventory Item then select the Location within the above Warehouse from the drop-down list.

 

Batch No.:  Item Batch Number.

 

Revision: Item Revision number.

 

Task or Step: This is a display-only field showing the allocated Job Task name or Assembly Step name.

 

Supply Batch No.:  Supply Batch number. This optional entry represents the Suppliers Batch No which maybe different to your own Item Batch. This information is displayed on the Item Batches screen for this item.

 

ContainerID: Displayed only if this is a containerised item. Select the Container.

 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Purchase Receipt Lines (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

Buttons

 

Close: This will close the Purchase Receipt screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will send the cursor to a new line for creation of a new Receipt record.

 

Save: This will save the current line’s data without exiting the screen

 

Cancel: Any changes made to the current line record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This will delete the selected Receipt Line

 

Related: This will bring up a list of functions that are related to the Purchase Receipt.  You may open and maintain information in those screens whilst still remaining in the Purchase Receipt screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Receipt.  You can immediately run the report whilst still remaining in the Purchase Receipt screen.