Create an Order Receipt

When an item is received or services are obtained via a regular or blanket purchase order, you need to create an order receipt.

1. Select Order Receipt from the Purchasing menu. The Order Receipt window opens.

2. Select a Vendor from the pull-down list. This action will limit the number of POs in the list to those of the selected vendor. Note: If no POs  are displayed, then there are no issued POs for the vendor. That may be because the PO hasn't been issued; a change order was created but not issued; the purchase order was closed; or the PO number listed on the packing slip is in error.

3. Click the Add button at the bottom of the window, and the Order Receipt Detail window opens.

4. Select a PO to receive from the PO Number pull-down list. Note: This list includes all POs containing items that haven't been received.

5. Click Save. You're notified that the record was saved; the order receipt is now in the New state; and the window displays all items contained in the PO that haven't been received. Sample

6. Complete the fields as described below. Fields not listed here are read-only.

   • Description: Text entered in this field will be displayed in the Order Receipt list window.

   • Comments: Text entered in this field will be displayed in the Order Receipt list window. This field will also display notifications generated by the system — for example when items on a PO have been automatically received.

   • Distribution: This information is copied from the PO, if it was entered in the PO header. Otherwise you may enter information about where the purchased items are being sent.

   • Date Received: Defaults to today's date, but may be edited.

   • Transaction Date: This date is recorded in the general ledger. It defaults to today's date, but may be edited while the order receipt is New.

7. To receive one or more items on the PO, check the box(es) and click Edit.
   To receive all items on the PO, click Edit All. The Order Receipt Items popup opens.

8. Enter the quantity in the Qty. Received field.

9. Complete other fields as desired. Note: If there are no conditions in the Condition pull-down list, they haven't been set up in Purchasing Configuration.

10. If receiving a single item, skip to step 12.
    If receiving multiple items,click Save and Next, and continue with step 11.

11. Repeat steps 8-9 until you finish receiving items.

12. Click Save and you're returned to the Order Receipt Detail window.

If you're using the Capital Assets module and the items on the PO being received were designated as either capital or inventory, you're ready to assign asset numbers.

Otherwise you're now ready to receive the order receipt.

Return to Receiving Overview