Purchase Order Receipts

Overview

This function creates the transaction that records the receipt of the material against the Purchase Order, which was previously communicated to the vendor.
 

• Purchase Order Receipts are also used in the PO Match process.

• Purchased Receipts are processed on the PO Receipt page.

• The page is used to process the Receipt of a Purchase Order line item (Direct and Indirect Material).

  NOTE  Service Items are not received but rather are Authorized for Payment in another process called PO Authorization.

Processing Notes

When the Purchase Order Receipt transaction is initiated from a Visualforce (VF) Page, the system creates the custom setting 'POReceipt_RunAsQueueableClass' with a default value of True if it doesn't exist.

Salesforce has a limitation that only a maximum of 5 concurrent Batch Apex processes can run simultaneously.

The Purchase Order Receipt transaction initiated from the VF page is processed based on the value of the custom setting 'POReceipt_RunAsQueueableClass' as mentioned below:

• When the custom setting is True, a Queueable job will be created for the transaction using Salesforce Flex Queue. If 5 batch processes are running concurrently, this job will remain in the queue and will be processed when a batch is available for processing.

• When the custom setting is False, the system processes the transaction based on the quantity to be processed:

  • If the quantity to be processed is less (i.e., < 25), the system processes it synchronously.

  • If more quantity is to be processed and a batch is available for processing, the system processes it as an asynchronous Batch Apex. If 5 batch processes are running concurrently, an error message will be displayed, indicating that the Salesforce server is currently unavailable to process the job.

  NOTE  The VF page will keep loading until the system processes the job.

Navigation

Purchasing > Purchase Order Receipts

Only PO’s with a Status = ‘Vendor Notified’ or partial receipts already processed are candidates for receipt. However, if the approval process is turned on, it is possible that one or more lines may be approved and submitted to the vendor, thus ready for receipt, while other lines are not yet approved and, thus, not available for receipt.

Fields
 

Order Number:  Select Purchase Order number.

Packing Slip Number:  Enter the Vendor-supplied Packing Slip Number.

Vendor:  Vendor Name.

Ship to Address:  This is the Address where the Purchase Order is Shipped and is defaulted from the Purchase Order.

Receipt Number:  System will create the number automatically.

Initialize Lot Number with Receipt Number:  When checked for a lot-controlled line item, the lot number is initialized with the receipt number.

Initialize Location Comment with Rcpt No:  When checked, the receipt number is also copied to the “Comments” field on the line item.

Receive All PO Lines:  Receive all lines by checking this checkbox. To receive individual lines, simply check the “Receive” checkbox for those lines with this checkbox unchecked.

Line Item Receipt Fields - (The following fields apply to individual lines on the purchase order)
 

Receipt Qty:  The quantity being received in this shipment.

Location ID:  This value is defaulted from the “Inventory Item Master” or the “Item-Vendor Master” record and can be overridden as needed.

Location Number:  This value is defaulted from the “Inventory Item Master” or the “Item-Vendor Master” record and can be overridden as needed.

Lot Numbers:  The lot number for a lot-controlled item. This number can be auto-assigned if the 'Purchase Lot Auto Number Method' field on the Division Master Auto Numbering Tab is enabled or if the 'Initialize Lot Number with Receipt Number' on the PO Receipts page is checked (this will override the 'Purchase Lot Auto Number Method' setting).

Multiple Lots:  For lot-tracked-only Purchase Items (not serialized), multiple lots can be added to a single Purchase Order Line, thus enabling the user to split the receiving quantity and enter different lot numbers as needed with a single save. For each of the Purchase Order Lines to be received, after values are entered but not yet processed, a link labeled 'edit Lot Nos' is visible for qualifying Purchase Lines if the user is to amend the values before receiving. This pop-up window is compatible with our lot auto-numbering functionality for PO receipts. For details, see the Division Master Auto Numbering Tab.

Lot Expiration Date:  The expiration date for a Lot controlled item. If 'Expiration Date is required' is checked on the Inventory Item Master Misc CC Override tab, then an expiration date greater than the day when the transaction is being processed must be entered.

Lot Reference:  Text field to record additional information related to a lot.

Serial Numbers:  For serialized items, the serial numbers can be entered individually, or for faster data entry of sequential serial numbers, the starting number can be entered and the system will generate the serial numbers.

  NOTE  When serial numbers are entered manually, they are entered sequentially in the box, separated by a comma, or numbers can be entered, followed by pressing the enter key, placing one on each line.

• To generate a number series, enter the first number of the series, and the system will generate serial numbers corresponding to the quantity being received.

• A maximum of 400 serial numbers can be processed in one receipt. If the user attempts to process more than 400 serial numbers, the page will enforce the 400 serial number limit.

  NOTE 

• Location ID and Location ID Number are required fields for the PO Receipt.

• Lot or Serial Controlled items must have the lot number or the serial number(s) assigned at this time. Multiple serial numbers are entered with a comma separating each number.

• PO Reversals are handled in the PO Receipt Reversals page.

Click the Perform Receipt button to receive the PO Line(s) into the selected location.

SEE ALSO