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(301) Receive Parts

  • Updated

After a PO has been created and the part(s) has been delivered by the supplier, this document shows you how to receive the part(s) into inventory.

Create Receiving Ticket from the PO

Create Receiving Ticket from Menu Tree

Enter the Quantities

Back Order 

Adjust Quantity

Receive Parts into Inventory

Create Receiving Ticket From the PO

Creating the Receiving ticket from the PO will populate the PO number, Entity Information, Part Number, and other information automatically for you on the receiver.

  1. Open the Parts & Service module.
  2. Search and open the Purchase Order.
  3. Select the New Receiver button towards the bottom right of the PO. Creating the Receiving ticket from the PO will populate the PO number, Entity Information, Part Number, and other information automatically for you on the receiver.
  4. Clicking New Receiver will open a new window that allows the user to receive parts into inventory and have it reflect accounting and total on-hand.
  5. Progress to the Entering the Quantities section.

p_po_receive.png

(301) New Receiving Ticket From Menu Tree 

  1. Open the Parts & Service module.
  2. Select the (301) New Receiving Ticket from the menu tree. This will create a blank Receiving ticket. We recommend creating the receiving ticket from the PO because this will populate information into the receiver. 
  3. Progress to the Entering the Quantities section.

p_menutree_receivingnew.png

Enter the Quantities

When the part(s) have arrived, begin by opening a new receiver ticket.

  1. Enter an Entity Reference Number. This is the Invoice Number used by the supplier to represent this shipment of parts. If the invoice number is not available, you can use the packing slip number.
  2. Choose the PO in the PO Number dropdown. The most recent PO will always be listed at the very top of the import drop down. This will be automatically populated if you created the receiver from a purchase order. 
  3. Search for the supplier in the Entity Information section at the top of the receiver. If you created the receiver from a purchase order, the entity will already be selected.
  4. Enter the amount of each part in the Qty Receive column of the receiving ticket. The system is able to Back Order or Adjust Quantity for any parts that did not come in on the order.
  5. Update the part's individual cost and retail price.

p_receiving_receivecolumn.png

Back Order

If you order a part but only some of them are received and the rest are to be placed on back order:

A.  Enter amount received in the Qty Receive column.

B.  Enter the number of parts to be placed on Back Order in the Back Order Qty column.

C.  The system will mark that PO as Partially fulfilled. This way you can import the PO again once the rest of the parts come in for that order. 

p_receiving_backordercolumn.png

Adjust Quantity

To keep Master Inventory total on order correct if you ordered a part and that part is no longer provided by the supplier, use the Adj Qty column. 

A.  Enter the number of parts you received in the Qty Receive column.

B.  Enter the number of parts to be adjusted off in Master Inventory in the Adj Qty column.

C.  This will make sure that the PO is marked “Fulfilled”, and allow you to Post to Acct.

p_receiving_adjcolumn.png

You can also use the adjust column to clear parts on backorder that you will not receive.

A.  Enter a negative number equal to the quantity on backorder.

B.  Enter the same, positive number in the Adj Qty column.

p_receiving_adjbackorder.png

Receive the Parts into Inventory

Once the quantities for each part have been recorded, you can click the “Receive Now” button to receive the parts into the master inventory.

  1. Click the Receive Now button.

p_receiving_receivenow.png

  1. You will receive a popup asking “Are sure you would like to receive this entire receiving ticket at this time?” even if you have parts on Back Order or Adjusted Quantity. Select Yes on the popup. 
  2. You will receive a popup asking “Do you want to print barcode labels?”. Choose whichever option you wish on this popup.
  3. At this point you can now post the receiving ticket to accounting. The Post to Acct button will replace the Receive Now button in the lower right. Click the Post to Acct button.

When the receiving ticket posts to accounting, it will debit your parts inventory GL acct and credit Accounts Payable, creating the payable to the Pay To supplier of the receiving ticket.

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