Receiving Methods

The receiving type code describes the way the receiving process will be done and what steps it will contain.  Each line of a purchase order may have a different receiving type code.

When a purchase order line is created during purchase order maintenance, the receiving type code is retrieved from the item/vendor relationship.  This value can be manually overridden by the user.  Valid receiving type codes are defined on the Reference File.

Users may define as many codes as they want.  For each code, the following data must be entered:

·     A description.

·     A quantity control flag, indicating if a quantity control phase is required.

·     A quality control flag, indicating if a quality control phase is required.

·     A quality control location utilized flag, indicating, in case a quality control phase is required, whether a specific quality control location will be used.

The receiving type code cannot be changed during receipt transaction processing.

Receiving types may be used as selection criteria for receiving reports.

Note:    The receiving type chosen depends on the organization's receiving policy, historical vendor performance, and characteristics of the ordered part.

One-Step Receiving Process

In one-step processing, goods are received directly into inventory without going through further quantity or quality control processes.

1.   Select the Receipt Quantity Control option.  The Receipt Quantity Control Function Select screen is displayed.

2.   Fill in the purchase order number of the receipt and the receipt number.

·     If automatic numbering is being used, leave the receipt number field blank; the system will automatically assign the next available receipt number.  If you would rather have receipt numbers manually assigned, enter a valid receipt number.

3.   Choose maintenance code 1 - Receipt Entry and Quantity Control.  Press Enter.  The Recap screen is displayed.

4.   Type an 'X' in the Select field and press F5 - Detail to access the Detail screen or F7 - Header to access the Header screen.

5.   The Detail screen is used to enter the quantity received and classify it for Inventory Control.

·     Enter the amount listed on the vendor's shipping document in the listed quantity field.

·     Enter the amount(s) counted by your receiving staff as a number of parcels and quantity per parcel at the bottom of the screen.  Press F14 - Accumulate Total to total these amounts and display the total in the counted quantity field.

·     Enter the balance type and stock location.  Although the primary stock location for a part defaults from the Part Master File to the stock location field, you may change the value to another stock location.  If there is no primary stock location for the part, the Location field is formatted with blanks.  If lot control is in effect, enter the appropriate lot control information.  If automatic lot number assignment is being used, you may either allow the lot number to be assigned automatically, or you may enter a specific lot number.  Automatic lot number assignment is defined on Reference File category Y34.

·     Enter other fields as appropriate.

6.   If you want to record comments for the receipt line, enter 'Y' in the Comments field and press Enter.  The Comment screen is displayed.  Enter the comments and the associated print codes, and press Enter.  The Recap screen is redisplayed.

7.   If you enter a receipt quantity that is greater than the scheduled quantity, a warning message will be displayed.  The warning message is displayed if the cumulative quantities in all the parcels exceed the total amount in the Balance Due field.

8.   If you access the Header screen, enter the carrier name, if desired.  You may be required to enter the bill of lading number and date depending on the values of the Bill of Lading flags on Reference File categories D32 and 233.  If you wish to record comments for the receipt, enter Y in the comments field and press Enter.  The Comments screen is displayed.  If you wish this transaction to be recorded by the Inventory Accounting application for a date other than today's (system) date, enter the date in the transaction date field.  Enter the ID tags release code to indicate if and when you wish ID tags to be printed.

5.   Press the Enter key.  The Recap screen is redisplayed.

6.   Press F10 - Function Select to redisplay the Function Select screen.

Two-Step Receiving Process

In two-step receiving, the first step is used to simply record that goods have been received by entering the information from the vendor's shipping document.  Later, the goods are counted by receiving personnel, and a separate conversation is used to record the results of their counting.  Inventory Control information is also recorded during this second step.

Receipt Entry

1.   Choose the Receipt Administration option.  The Receipt Administration Function Select screen is displayed.

2.   Fill in the purchase order number of the receipt and the receipt number.

·     If automatic numbering is being used, leave the receipt number field blank; the system will automatically assign the next available receipt number.  If you would rather have receipt numbers manually assigned, enter a valid receipt number.

3.   Choose maintenance code 1 - Add A Receipt.  Press the Enter key.  The Multi-Line screen is displayed.

4.   On the multi-Line screen, enter a line for every shipment received for the purchase order.  In add mode, the items on the purchase order are displayed to receive against.

·     Enter the quantity listed on the vendor's shipping document in the listed quantity field, and enter the unit of measure.

·     If the shipment arrived in multiple lots, a separate receipt line may be recorded by entering the purchase order line number, vendor item description, or item number.

·     Enter other fields as appropriate.

·     Press F7 - Header to access the Header screen.

5.   Enter the carrier name, if desired.  You may be required to enter the bill of lading number and date depending on the values of the Bill of Lading flags on Reference File categories D32 and 233.  If you wish to record comments for the release, enter Y in the Comments field.  If you wish to print receipt paperwork, enter the appropriate receipt release code.

6.   Press Enter.  If you typed 'Y' in the Comments field, the Comment screen is displayed.  Enter the comments and the associated print codes, and press Enter.  The Multi-Line screen is redisplayed.

7.   Press F10 - Function Select to return to the Function Select screen.

Quantity Control

1.   Choose the Receipt Quantity Control option.  The Receipt Quantity Control Function Select screen is displayed.

2.   Fill in the receipt number.

3.   Choose maintenance code 2 - Quantity Control.  Press the Enter key.  The Recap screen is displayed.  If a receipt line number was also entered on the Function Select screen, the Detail screen is displayed instead.

4.   Enter an X beside the receipt line that you wish to receive into inventory and press F5 - Detail.  If you want to process all the receipt lines in order, press F5 - Detail without entering an X; the first receipt line will be displayed.

5.   The Detail screen is used to enter the quantity received and classify it for Inventory Control.

·     Enter the amount(s) counted by your receiving staff as a number of parcels and quantity per parcel at the bottom of the screen.  Press F14 - Accumulate Total to total these amounts and display the total in the counted quantity field.

·     Enter the balance type and stock location.  Although the primary stock location for a part defaults from the Part Master File to the stock location field, you may change the value to another stock location.  If there is no primary stock location for the part, the Location field is formatted with blanks.  If lot control is in effect, enter the appropriate lot control information.  If automatic lot number assignment is being used, you may either allow the lot number to be assigned automatically, or you may enter a specific lot number.  Automatic lot number assignment is defined on Reference File category Y34.

·     Enter other fields as appropriate.

6.   Press Enter.  If you enter a receipt quantity that is greater than the scheduled quantity a warning message will be displayed.  The warning message is displayed if the cumulative quantities in all the parcels exceed the total amount in the Balance Due field. 

7.   If you typed 'Y' in the Comments field, the Comment screen is displayed.  Enter the comments and the associated print codes, and press Enter.  The Recap screen is redisplayed.  If you did not type 'Y' in the Comments field, the Recap screen will be redisplayed.

If you typed 'Y' in the Close PO field and press F10, the program will send a message to the purchasing asynchronous monitor to initiate the processing to close the purchase order.  (This processing will not occur if you press Enter.)  The asynchronous monitor will attempt to close the related requisition(s) if the requisition quantity was fully covered and no other purchase order covered the requisition(s).  If the purchase order and requisition(s) are closed, a warning message will be sent to the workstation.

8.   Information entered during Receipt Entry may be displayed by pressing F7 - Display Header.  If you wish to record comments for the release, enter Y in the comments field.  Enter the ID tags release code to indicate if and when you wish ID tags to be printed.