Inventory/PO Receipt Journal

WARNING: Un-receiving and Re-receiving Items received to Jobs / Work Orders:
If it is necessary to ‘un-receive’ an item (by zeroing out the received quantity) in order to change the underlying purchase order, always re-receive the item to a NEW Inventory Receipts Journal entry. Reusing an existing entry can lead to problems in JCH.

Create a transaction logging the receipt of 3 widgets ordered on PO 1044.
Correct a transaction that incorrectly logged the receipt of 5 gizmos (instead of 6) ordered on PO 1023.

Usage:

Un-receipted lines are no longer displayed in existing journal entries to prevent the user from re-receipting in the same entry. This enforces the requirement to create a new Inventory Receipt entry to re-receipt the items.

The Inventory Receipts Journal and the history records it generates assume the Security Id of the Purchase Order used to generate them.

Items received are automatically posted to Inventory as On Hand unless Quality Control is specified in which case the status is set to In Testing. If you receive a partial shipment, a new transaction should be created when the remaining items are received.

Serialized Items: When un-receiving a serialized item, validation ensures that the item is at the original receiving location; the user will be warned that the line’s quantity cannot be changed if it is not there. In order to successfully ‘unreceive’ the item, an inventory adjustment journal entry must first be made, transferring it back to its original receiving location.

2. Create a new Inventory Receipt entry to re-receive the item. You will be warned that the serial number already existed but you will be allowed to save the Inventory Receipt.

Changes to Previously Vouchered Items: Validation prevents vouchered items from being ‘unreceived’. The system will not let you change the received quantity of a vouchered item.

Users are allowed to un-receive partially vouchered purchases as long as a line’s total received is not less than the total vouchered.

Click for Details for used this function when Unvouchered AP is enabled in the Accounting Period.

Since G/L entries post at the time of P.O. Receipt, it is important that the P.O. is vouchered in A/P with information that consistently reflects what the P.O. was at the time of receipt. To ensure that this is the case, system validations enforce the following procedures.

1. A P.O. Line may not be changed once receipts have occurred for the item on the line. Edits may be done to lines that have not had receipt transactions recorded to them.

2. If an A/P invoice reflects pricing that is different from the P.O the edit should be performed in A/P Journal at the time of vouchering. The postings for such edits is properly handled by the A/P Journal.

3. If it is determined that received items were ordered to an incorrect G/L account this edit should also occur in A/P Journal. The procedure to this edit will be to:
- Import the P.O. to the A/P Journal
- ACCEPT the G/L value from the P.O.
- ADD the transactions, then edit the G/L Account and
- SAVE the edited transaction

4. In cases where the P.O. MUST be changed, the receipt transaction may be "undone" prior to editing the P.O. Line as long as no A/P transactions have been recorded for the item.

Note: in order for Unvouchered Payables to be handled correctly when quantities are received, the Unvouchered Payable GL accounts must be entered in all applicable Inventory Group records.

Registry:

See the Inventory Receipts Registry for entries to control how PO lines are added, adjust the date or period for automated TechAnywhere entries, disable the Summary Tab, and more.

Important Fields:

This viewer is divided into two sections. The upper section contains the basic transaction header information. The lower section displays the transaction item detail.

Note: this Help Topic lists the standard configuration of all fields that may be included in this record. If you are using a customized system, the fields displayed on your screen may not exactly match the order or status (required, optional, default, display-only, hidden, etc.) of the fields described in this Topic.

Purchase Order Id:
If you are creating a new transaction, enter the PO Id for the items received or press Alt-F7 (or double-click on this field) to select from a list of PO's. This field is required. When you select a PO, items and quantities Ordered and Previously Received for this PO will appear in the lower section of the screen.

Note: if you are adjusting an existing transaction, the PO Id field will be filled in when you select a Transaction Id to adjust.

Date Received:
This field defaults to today’s date. It must fall within the Start and End Dates of the Accounting Period.

Period Id:
The Accounting Period is required. The Date Received must fall within the Accounting Period Start and End Dates.

Transaction Description
Optional. Briefly describes this transaction for internal use.

Import Entry #:
If these items were imported, complete this field. For Lot Controlled items, the Import Entry Number field is copied into the new Lot Master record when it is created.

Transaction Id:
The system will generate a transaction Id for you when you save or change this record. If an order is received in several partial shipments, each partial shipment should be handled as a new transaction.

If you are changing an existing transaction to correct an error, the correcting transaction will be assigned a consecutive number based on the original number when it is saved (e.g., 1012 and 1012-01). The display-only Previous Id and Next Id fields indicate if correcting entries exist for the current transaction.

Billable Freight:
COP Invoicing has been enhanced to obtain the freight charge from this field, if completed. It will appear on the COP Invoice Registry entries (see Global Registry Receive Drop-shipped COP Orders) are required to receive COP Dropship Orders is this journal.

Clicking the Auto Set Quantity Received button sets the Received quantity for all items still on order. The Received quantity field may then be adjusted by the user if needed. Serialized items with a PO quantity of greater than one must be manually adjusted.

This button calls Report Purchasing Packing Slip (RPOPCKNGSLP.rpt). Note that this report must be installed and assigned to the appropriate user groups. The input fields Beginning / Ending Date and Inventory Receipt Id will be automatically completed by the system.

Entered By: Date Entered: Time Entered:
These display only fields are maintained by the system when this transaction is saved.

Ordered By: Vendor Id: Ship To Id: Location Id:
Extended Description: Job Id: WorkOrder Id:
These display-only fields default from the PO.

PO Id: Vendor Id: Tax Group Id:
These display-only fields default from the Purchase Order's Main tab. Note that the Tax Group Id will only be completed if it is completed in the Purchase Order's Main tab.

Subtotal:
This field displays the expected Vendor Invoice cost total based on this Inventory Receipt.

Tax:
This field displays the tax anticipated to be assessed on vendor's invoice from this Inventory Receipt. This field will ONLY be completed if a Sales Tax Group with "job costed" authorities exists on the Purchase Order Main Tab. If a Tax Group is not specified on the PO Main Tab, or if one is specified but it is NOT "job costed", this field will NOT display the calculated tax.

Ord'd
This display-only field lists the quantity of this item on the purchase or change order. The message "warning: quantity received exceeds quantity on order" appears if you generate an additional entry for a PO that was already received. Exiting the entry at this point will prevent over-receiving.

OnOrder:
The quantity of this item yet to be received for this PO. This display-only field is maintained by the system and does not reflect the quantity received in this current transaction.

Rcv'd:
If this is a new transaction, simply record the quantity of this item you are receiving at this time. In the case of serialized inventory, one line (with a Ord'd quantity of 1) will be created for each item not yet received. Each serialized item received would be assigned a Rcv'd: quantity of 1, and its Serial Number recorded.

If you are correcting a previous transaction where the quantity received was entered incorrectly, enter the quantity that was actually received (as it should have been entered in the first place).

If it is necessary to ‘un-receive’ an item in order to change the underlying purchase order (e.g., such as the cost or cost category), always re-receive the item to a NEW Inventory Receipts Journal entry. Reusing an existing entry can lead to problems in JCH.

Import Entry #
If this item was imported, record its entry number. For Lot Controlled items, the Import Entry Number field is copied into the new Lot Master record when it is created.

Receiving Serial/Lot#:
The Serial Number or Lot Number as it appears on the item or lot.

U-M: Inventory Item Id: Description: Vendor's Part #:
These display-only fields default from the PO.

Complete
Checking this field enables you to under-receive and close a PO for buying stock to inventory that is essentially complete (e.g., 990 out of 1000 items received).

The Completed flag may not be set for PO lines associated with Jobs or Work Orders.

New Lot?
Display-only. If this item is Lot Controlled and you enter a Serial Lot number, the system will check for a corresponding Vendor Lot number. If a matching Vendor lot number is not found, the system will later use this information to create a new Lot Master record and allocate the inventory as needed.

Job Qty Received:
This display-only is maintained by the system based on the Job Quantity ordered in the PO, and the Quantity Received. If the user wishes to change it, the Job Quantity Ordered may be changed in the originating PO.

Inventory / PO Receipt Journal

Purpose:

Usage:

Registry:

Important Fields: