Receipts Entry

The Receipts Entry program allows you to receive goods into the warehouse. Receiving can be performed with or without a purchase order. A batch number will be created automatically by the system based on the current date and the warehouse period start and end dates defined in the WIS calendar database. The batch type code will be 'REC'. This is a reference only, no actual batch is created. The batch number created will be displayed in the upper left corner of the screen. Use your cursor to move from field to field during entry.

Order

If you are receiving goods ordered on a PO created by the purchasing system, enter the purchase order number. The purchase order number will be validated and the related vendor number and vendor name from the purchase order will display. You will proceed to the warehouse prompt.
If you are receiving goods that were not ordered on a purchase order, press Enter.

Vendor

If you are receiving goods for which no PO exists, enter the vendor number for the vendor the goods were received from. Use lookup to select from a list of valid vendor numbers. The vendor name will display at the bottom of the screen.
Entry of a blank vendor number will exit the program.

Warehouse

Enter the warehouse number where the goods have been received. The warehouse number must exist in the Warehouse Database. The Master Warehouse as defined in option #2 of the WIS Master Profile will be displayed as the default. Use lookup to select from a list of valid warehouses. The warehouse name will display at the bottom of the screen.

Pack Slip

Enter the packing slip number sent with the goods received. If you have already recorded the receipt of the goods in the Receiving Log Maintenance program, the packing slip number entered will display as the default. This field is optional and is a maximum of 10 characters in length.
*NOTE*
If a PO number was entered, refer to ORDER BASED RECEIVING instructions.
If no PO number was entered, refer to VENDOR BASED RECEIVING instructions.

Order Based Receiving

When entering receipts against a purchase order the program will load all purchase order detail lines and display the fields related to receiving. Fields displayed include ordered quantity, stock number, unit of measure, receiving conversion factor, price and balance. The purchase order line description for the line currently highlighted will be displayed in the window at the bottom of the screen. A running total of the quantity ordered, balance and received will be displayed above the description window.
You must match the items listed on the packing slip to the purchase order lines displayed on the screen. If the packing slip lines are in the same order as the purchase order lines this task will be simple. In most cases however, the lines will not be in the same order and an alternative method must be used to match them. You can use cursor keys to move through the list until you find the PO line that matches the item you are receiving. If the PO is very large, this can become a very time consuming process.
Another method involves the use of Home key to enter specific text and allow the program to perform a search to locate the PO line item. For example, if you received some hammers and you want to locate the related PO line, use lookup, and enter 'Hammer'. The program will search for the first PO line with 'Hammer' in its description. If it is not the correct line, you can use lookup again, Enter and the program will search for the next purchase order line with the word 'Hammer' embedded.
Still another facility that can be used to simplify matching of the packing slip to the PO is the use of the manufacturers part numbers. You can specify the manufacturer part numbers for a particular stock item in Stock File Maintenance. These part numbers can then be assigned to the PO line items during Purchase Order Entry or Change to help identify the exact stock item you wish to purchase. During receiving, use lookup at the packing slip prompt and enter the manufacturers part number from the packing slip. The program will try to find the purchase order line with the matching manufacturers part number. This facility requires a great deal of communication and coordination between the purchasing and warehouse departments to be successful.
To finish entering receipts, press <GOLD>O or Enter on the last line in the list and the Order Based Receipts Entry Menu will be displayed.

ORDER : 7046 WAREHOUSE : 0000

VENDOR : 10000 PACK SLIP: P123456789

Received

Enter the quantity of goods received. The quantity cannot be negative; returns must be entered from the Return To Supplier Entry program. If PO Notes exist for the line, they will display in a window. If back orders exist for the stock item, a window will appear displaying a summary of the back ordered requisitions. If outstanding returns exist for the stock item and vendor, a message will display. If the goods being received are identified as replacement goods for an outstanding return, you should run the Outstanding Return Processing program and flag the return as completed.

Factor/Price

If WIS master profile option #17 - Receiving Price/Factor Entry is set to 'Y', the following message <INSERT> = Factor/Price will display in the bottom left corner of the screen.
You can change the receiving factor and/or price by pressing <INSERT> at the received quantity prompt. This will prompt you for the receiving factor and price.
The receiving factor should only be changed if the goods are received in a unit that differs from the unit specified on the purchase order. The receiving factor refers to the actual number of units in the container received. A change in factor will likely require a change in price as the old price was based on the original purchase factor. If the cost per unit for the stock item changes due to a change in the receiving factor, the following window will be displayed asking you if the new cost per unit is correct.
For example, if you have a stock item which you purchase in cases of 12 and issue individually, the conversion factor on your stock item will be 12.
If you ordered in cases of 12 and receive your shipment repackaged in cases of 6, you must change the receiving factor from 12 to 6. Generally you would not pay the same price for a case of 6 as you would for 12; therefore, the price should also be changed. If you usually pay $13.00 per case, the price a case of 6 should be about half or $6.50.
Dealing with the same example, if you receive a case of 24, you must change the receiving factor from 12 to 24. This should also cause a change in price as you would likely pay double for a case of 24 resulting in a price change from $13.00 to $26.00.
Further to this example, if the vendor who ships you the order suddenly changes their case size from 12 to 11 but still wants to charge you $13.00 per case you must change the receiving factor from 12 to 11. This will cause a change in the cost per unit; however, the new cost per unit is correct as it reflects the smaller case size.
The receiving price must be positive. The receiving price refers to the actual price per unit quantity of goods received. The price per unit will be displayed on the packing slip related to the received goods.
NOTE: You will be forced to re-enter the price and/or factor if either of these were entered as a negative value on the original purchase order.

Multiple Distributions

If you are receiving against a purchase order line with multiple distributions and the POM master profile #14 - Issue Distribution At Receiving is set to 'Y' and POM master profile #15 - Display Full Issue Distribution is set to 'Y', a Multiple Distribution Issue Entry screen will be displayed requiring you to distribute the received quantity. The description of the GL account currently highlighted will display in a window at the bottom of the screen and running totals of the quantity received, issued, and outstanding will display above the description window.
NOTE: Inventoried items cannot have multiple GL distributions.

001 110251005800 5.00 3.00 0.00 _

002 110251005800 5.00 1.00 0.00

New Issue

Enter the quantity issued to the associated GL account. Use your cursor keys to move through the list of distributions or use lookup to locate specific text. To finish entering issues, press <GOLD>O or Enter on the last line in the list and the Multiple Distribution Issue Entry Menu will be displayed.

Multiple Distribution Issue Entry Menu

Accept Enter 'A' to save the distribution and return to Receipts Entry.
Cancel Enter 'C' to cancel return to Receipts Entry.
Resume Enter 'R' to resume entry of distributions at the line highlighted.
Note: You will not be allowed to continue receiving until the received quantity entered for the line is fully distributed.
If you are authorized to enter distributions, the message Select = Distributions appears at the bottom right corner of the screen for every PO detail line with multiple distributions. To modify a distribution, press Select and the
Multiple Distribution Issue Entry Screen will display allowing you to make any modifications necessary.

Order Based Receipts Entry Menu

Accept Enter 'A' to save the receipts entered for this PO. A message will display as it updates the related files. Once complete you will proceed to the order prompt.
The following is a summary of all the transactions that occur when Accept is selected.
Cancel Enter 'C' if you do not wish to save the receipts entered. You will proceed to the order prompt.
Resume Enter 'R' to resume receipts entry at the line currently highlighted.

Vendor Based Receiving

When entering receipts without a PO you will be prompted for the stock number you are receiving and the quantity received. Fields related to the stock number such as unit of measure and conversion factor will display. The price displayed will be the vendor's last purchase price for the stock item entered. The stock description for the line currently highlighted will display in the window at the bottom of the screen. A running total of the quantity received displays above the description window. Due to the fact that no PO number was entered, the program automatically creates a unique vendor receipt number during update. This number include 'V' (for vendor) followed by a nine-digit number. The program will display the vendor receipt number after the files have been updated. This number can be referenced later for inquiry and reporting purposes.

Stock

Enter a valid stock number from the stock file. Use lookup to locate a stock number by stock description. The purchase measure, conversion factor and last purchase price will be displayed. The description of the stock item will display in the description window at the bottom of the screen.
Entry of a blank stock number will terminate entry and display the Vendor Based Receiving Menu.

Factor

Enter a receiving factor or Enter to accept the default. The receiving factor should only be changed if the goods are received in a unit that differs from the unit specified on the purchase order. The receiving factor refers to the actual number of units in the container received. A change in factor will more than likely also require a change in price as the old price was based on the original purchase factor. If the cost per unit for the stock item changes due to a change in the receiving factor, a window will be displayed asking you if the new cost per unit is correct.
The receiving price MUST be positive. The receiving price refers to the actual price per unit quantity of goods received. The price per unit will display on the packing slip related to the received goods.
NOTE: You will be forced to enter the price and/or factor if either contain a negative value in the stock file.

Price

Enter the unit price paid for the received goods.
The price printed on the PO will display as the default. Enter to accept the default.

Received

Enter the quantity of goods received. The quantity cannot be negative. Returns must be entered in the Return To Supplier Entry program. If back orders exist for the stock item, a window will appear displaying a summary of the back ordered requisitions. If outstanding returns exist for the stock item and vendor, a message will display. If the goods being received are identified as replacement goods for an outstanding return, you should run the Outstanding Return Processing program and flag the return as completed.

Vendor Based Receipts Entry Menu

Accept Enter 'A' to save the receipts entered. The program will display a message as it updates the related files. You will proceed to the order prompt.
The Following Transactions Occur When 'A'ccept Is Selected
Cancel Enter 'C' if you do not wish to save the receipts entered. You will proceed to the order prompt.
Insert Enter 'I' to enter another receipt line above the line currently highlighted. Modify Enter 'M' to modify the fields related to the line currently highlighted.
Delete Enter 'D' to delete the receipts line currently highlighted.