Internal Receive Orders

The Internal Receive Orders screen allows users to view information from the original purchase order and mark items as received. Once received, users can also release items for payment, as well as partial release for a portion of item received. Users can enter the number of items returned, if applicable.

Receive Orders

See Setup > Settings > Accounts Payable for information on settings as they pertain to receiving and releasing purchase order items.

1. From the Purchasing/Accounts Payable menu, click Internal Receive Orders.

Internal Receive Orders

2. Select the purchase order for which items are being received from the Purchase Orders pull-down.

Internal Receive Orders

Selecting the PO from the pull-down pulls the Request Information from the original PO completed via Purchasing/Accounts Payable > Internal Purchase Requests/Orders.

Here you can review the Name, PO #, Author, Vendor, Bids, Vendor Contact, Deadline Date, Request Type, Request Date, Order Contact, School Contact, Deliver To, etc.

Internal Receive Orders

3. The Close PO check box is selected by default. Clear the check box to keep the purchase order open even after you've received the applicable items. The Close PO check box is typically cleared to keep the PO open for blanket POs or when you are still awaited items to be received.

Internal Receive Orders

The Close PO check box displays when the setting "Auto-Close Non-Blanket PO's Upon Invoice Posting" is enabled via Setup > Settings > Accounts Payable.

The Line Items section displays the line items from the original PO and includes the Item #, Description, Price, Qty Ordered, QTY Remaining, Current Receiving, Current Returning, the number Received, the number Returned, Qty Released for payment, the Received Date, and the Receivers.

Receive Orders

If receiving items from a stock warehouse purchase order, and if the Add Asile and Bin data to receiving setting is enabled via Setup > Settings > Accounts Payable, the Aisle and Bin information displays for applicable items.

4. Click Receive to receive all items or a specified number of items received.

Receive Orders

a. Clicking Receive activates the Current Receiving and Current Returning fields. Enter the number of items received of the number ordered. If some of the items received are being returned due to damages or other reasons, enter the number of items being returned. In the example displayed, 3 items of 3 ordered were received. 1 of those 3 are being returned.

Receive Orders

b. Instead of clicking Receive, you can enter the Current Receiving and/or Current Returning items in the fields which automatically marks the item as received once you click Save.

Receive Orders

5. Select the Partial Release check box if some of the items have been received but you are still waiting for items to be received as indicated in the Qty Remaining column. Selecting Partial Release allows payment to be sent for the items received even though you are still waiting for the rest of the items. In the example displayed, 23 shirts have been ordered but only 20 have been received; therefore, 3 shirts are remaining. This is also applicable if items have been returned.

Receive Orders

6. If the item has been received in entirety, select the Release check box in order to send payment for all items in the PO.

Receive Orders

7. Click Save.

Receive Orders

8. If all items in the PO have been received and are ready to be released for payment, click Receive and Release All.

Receive Orders

If you click Receive and Release All, all items are automatically received and released. You cannot edit the Current Receiving or Current Returning fields.

Files uploaded in the original PO are displayed.

Receive Orders

9. Click the attached file link to open and view or download the file.

10. Click the delete button (red minus sign) to remove an attached file.

11. To attach additional files, as indicated in the Files section, drag files directly into the box or click the Select button to browse for files. There is also a Scan File button next to the Select button for direct scanning. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

Finder

12. Review comments made in the original PO. To add a comment, type the comment in the provided text box. Then, click Post.

Receive Orders
Receiving History

1. From the Purchasing/Accounts Payable menu, click Internal Receive Orders.

Internal Receive Orders

2. Click the Receiving History tab.

Internal Receive Orders

3. Select the applicable fiscal year from the pull-down. The pull-down defaults to the current fiscal year.

The Receiving History report displays the PO#, PO name, and Vendor.

4. Click View to review details about the purchase order and receiving transactions.

To view details regrading a different purchase order, select the PO from the Purchase Orders pull-down.

Click the PO # to open the original purchase order in Internal Purchase Requests/Orders.

Review attached Files. Click the attached files to download them to you computer and save or open them.

Review Comments added. To post your own comment, type the comment in the provided text box and click Post.

Internal Receive Orders
Additional Features

To quickly open a purchase order by the purchase order number, type the number in the Look up PO # text box and press the Enter key.

Receive Orders

Use the Filter text box located in select pull-downs to quickly find a selection. Begin typing the name or number of the data in question in the Filter text box to pull it to the beginning of the list.

Internal Receive Orders

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.

Receive Orders