PO Receipt Transactions

Overview

PO Receipt Transactions are created during the Purchase Order Receipt process and are updated as part of PO-AP Match and Purchase Order Receipt Reversal processes.  PO Receipts apply to Direct Material, Subcontract Items, and Indirect Items.  Service Items are not received but, instead, are approved.

Application

PO Receipt Transactions are used in the PO-AP Match process to complete the "3-Way Match" between the Purchase Order, packing slip document, and the Vendors' Invoice before paying the vendor. If there is no PO Receipt Transaction, the PO-AP match cannot be done.

When the payment for a PO Receipt has been made outside, for those PO Receipt Transactions the user may want to skip the PO-AP Match process. Those transactions can be excluded from the PO-AP Match process by setting the 'AP Match Indicator' to 'Manual Match'.

Navigation

PO Receipt Transactions

The PO Receipt Transactions ‘List View’ displays summary information for all PO Receipt Transactions. The user can select an existing PO Receipt Transaction to view data.

Fields
 

Name:  System-assigned name for this transaction, which includes Purchase Order Line number.

Purchase Order:  The Purchase Order received on this transaction. It is a lookup field to Purchase Order.

PO Line Number:  The Purchase Order Line number received on this transaction.

Vendor Invoice Number:  The Vendor's Invoice Number.

Receipt Unit Price:  The Unit Price for this PO Receipt from the Purchase Order Line.

Receipt Vendor Unit Price:  The Unit Price for this PO Receipt in the Vendor's Currency.

Quantity Complete:  The quantity reported as received on this transaction.

Amount Complete (Maint Currency):  Receipt amount in Maintenance currency.

Amount Complete:  Receipt amount in local currency.

Amount Complete (Vendor Currency):  Receipt amount in Vendor's currency.

Vendor Invoice Unit Price (Home Currency):  Vendor Invoice Unit Price in Home Currency.

Vendor Invoice Unit Price (Vendor Currency):  Vendor Invoice Unit Price in Vendor's Currency.

Vendor Invoice Quantity:  The Vendor's Invoice Quantity.

Vendor Invoice Amount:  The Vendor's Invoice amount.

Vendor Invoice Amount (Maint Currency):  The total Vendor's Invoice amount stated in the Maintenance Currency.

Vendor Invoice Amount (Vendor Currency):  The total Vendor's Invoice amount stated in the Vendor's Currency.

AP Unit Price:  The AP Invoice Unit Price.

Unit Add on VAT (Home Currency):  If Purchase Item Type of the Purchase Order Line is 'Indirect Material' or 'Service', and Quantity Complete and Quantity Not Authorized are equal, it holds the value of VAT Add-On Amount (Home Currency). If Purchase Item Type of the Purchase Order Line is 'Indirect Material' or 'Service', and Quantity Complete and Quantity Not Authorized are not equal, it holds the value of VAT Add-On Amount (Home Currency) divided by the difference of Quantity Complete and Quantity Not Authorized. Else if the Purchase Item Type of the Purchase Order Line is not 'Indirect Material' or 'Service', and VAT Calculations Bypassed is False and PO Price Excludes VAT is True, it holds Unit VAT Amount (Home Currency) of Purchase Order Line.

Unit Add On VAT (Maint Currency):  If Purchase Item Type of the Purchase Order Line is 'Indirect Material' or 'Service', and Quantity Complete and Quantity Not Authorized are equal, it holds the value of VAT Add-On Amount (Maint Currency). If Purchase Item Type of the Purchase Order Line is 'Indirect Material' or 'Service', and Quantity Complete and Quantity Not Authorized are not equal, it holds the value of VAT Add-On Amount (Maint Currency) divided by the difference of Quantity Complete and Quantity Not Authorized. Else if the Purchase Item Type of the Purchase Order Line is not 'Indirect Material' or 'Service', and VAT Calculations Bypassed is False and PO Price Excludes VAT is True, it holds Unit VAT Amount (Maint Currency) of Purchase Order Line.

VAT Add-On Amount (Home Currency):  This is the VAT Amount (Home Currency) if PO Price Excludes VAT is true in the Purchase Order Line associated with the PO Receipt Transaction.

VAT Add-On Amount (Maint Currency):  This is the VAT Amount (Maint Currency) if PO Price Excludes VAT is true in the Purchase Order Line associated with the PO Receipt Transaction.

VAT Amount (Home Currency):  The VAT Amount of the Receipt in the Home currency, if used.

VAT Amount (Maint Currency):  The VAT Amount of the Receipt in the Maintenance currency, if used. 

Formula Receipt Amount (Maint Currency):  This is the 'Quantity Complete' multiplied by 'Formula Receipt Unit Price Maint Currency'.

Formula Receipt Unit Price Maint Currency:  If the Purchase Order Maintenance Currency is equal to Home Currency, then it holds the value of Purchase Order Line Unit VAT Amount (Home Currency) added to Receipt Unit Price. Else, if the Maintenance Currency is equal to Vendor Currency, then it holds the value of Purchase Order Line Unit VAT Amount (Maint Currency) added to Receipt Vendor Unit Price.

AP Unit Price (Vendor Currency):  The AP Invoice Unit Price in the Vendor's currency.

AP Quantity:  The Quantity on the AP Invoice.

AP Invoice Amount:  The amount to be paid on the AP invoice.

Amount Not Authorized:  Service Item amount that has not yet been authorized for payment.

AP Batch Number:  The current AP Batch number. The PO-AP Match record-setting determines the number sequence.

AP Comments:  Free-form comments associated with this receipt transaction.

AP Due Date:  The AP Due Date.

AP Invoice Amount (Maint Currency):  The amount to be paid in the Maintenance currency.

AP Invoice Amount (Vendor Currency):  The amount to be paid in the Vendor's currency.

Company Number:  The Company Number for this transaction.

Division:  The Division associated with this record.

Invoice Header:  The corresponding Invoice Header.

PO Match Qty:  The quantity to be used for PO Match.

Quantity RTV:  The quantity returned to the vendor.

Invoice Line:  The corresponding Invoice line.

PO Receipt Cost:  The cost of the item for the given PO Receipt associated with this invoice.

Item Vendor Master:  The Item Vendor Master record associated with the given Purchase receipt and the Vendor from which it was purchased.

Purchase Item Master:  The Purchase Item Master record for the Purchase Item received.

Receipt Inventory / Expense Account:  This field carries the Inventory Account (for Direct Material) or the Expense Account (for Indirect Material / Services) that was used on this receipt transaction.

  NOTE 

• For Direct Material, the system verifies if any Inventory Item by Project record exists.

  • If found, this account defaults to the 'Inventory Account' on that Inventory Item by Project.

  • If not found, the system verifies the field 'Account Source' on the Division Master.

    • If it is set as 'Project', this account defaults to 'Account, Inventory' on the Project Master.

    • Else, this account defaults to the 'Account, Inventory' on the Inventory Item Accounts record associated with the Purchase Item Master.

• For Indirect Material / Service Item, the system verifies the field 'Expense Account' on the PO Line.

  • If not blank, this account defaults to 'Expense Account' on the PO Line.

  • If blank, the system then verifies the field 'Expense Account' on the Item Vendor Master.

    • If not blank, this account defaults to 'Expense Account' on the Item Vendor Master.

    • If blank, this account defaults to 'Account, General Expense' on the Inv Division associated with the PO Line.

Exchange Rate Schedule:  This Schedule contains the period of currency exchange between Home Currency and Vendor Currency.

  NOTE  The system will set the 'Exchange Rate Schedule' and 'Exchange Rate' from the Override or Locked-In Commitment Rate (if any) specified by the user on the Purchase Order Line instead of getting the Current Spot Rate.

Anticipated AP Entry Price:  This is the anticipated unit price on the A/P invoice.

Anticipated AP Entry Quantity:  This is the anticipated entry quantity on the A/P invoice.

Anticipated Invoice Price:  This is the anticipated amount to be paid.

Anticipated Invoice Quantity:  This is the anticipated quantity on the Invoice.

Exchange Rate (At Invoice Entry):  The currency exchange rate at the time of Invoice Entry.

Exchange Rate (At PO Receipt):  The currency exchange rate at the time of PO Receipt.

FF Invoice PIN Number:  The FinancialForce Pin Number for this transaction.

Invoice Date:  The Invoice Due Date.

Packing Slip Number:  The Packing Slip Number entered during the receipt transaction.

Pay Authorization-Invoice indicator:  This indicates whether this Invoice has been authorized for Payment.

PO Line:  The Purchase Order Line Number for this receipt transaction.

Quantity Not Authorized:  The quantity that is NOT Authorized.

Receipt Date:  The date of the PO receipt.

Receipt Maint Unit Price:  Unit price in the Maintenance Currency.

PO Receipt Number:  System-assigned receipt number.

Seq No:  The Receipt Sequence Number (auto-generated).

Receipt Site:  This field carries the Site where the Receipt occurred. It defaults to the 'Receipt Site' on the Purchase Order Line associated with this PO Receipt.

Order Site:  The Site for which the Purchase Order was placed.

Vendor:  The Vendor associated with the Purchase Order.

AP Match Indicator:  This determines how an AP Match will be performed. Options are:

• Automatic Match

• Manual Match

  NOTE  The picklist field value can only be changed between 'Blank' and 'Manual Match'.

AP Program:  Program creating the receipt record.

AP User No:  The User Number for this AP match.

Authorized (Y/N):  The Authorization (Y = authorized, N = not authorized).

Authorization ID:  The Authorization ID.

Authorizing User:  The Authorizing User's Number.

Authorizing User Comments:  Any comments associated with this Authorization.

Date Authorized:  The Authorization Date.