Receiving Entries

Looking for information to better understand the PO Status and PO Origin fields? Check out this article.

Initial Receiving Entry

To receive an order, follow the steps listed below.

1. Select View > Receiving.

2. Select a Location if assigned to more than one.

   

3. Search for the purchase order > click the PO Number hyperlink.

   

4. Enter data in any fields that may be blank so they reflect the amounts invoiced when items were received. When a quantity received is less than the amount ordered or shipped, you must select a Comment from the dropdown, as shown.

   

5. If your order allows for GL Account selection, your GL Summary section total should equal the total of your order. If it does not, you will not be able to submit your Receiving entry. Any changes to quantities or GL Account at the line item level will affect your GL Summary total. If the two totals are not the same, use the Auto-Calculate GL Summary check box to trigger a recalculation. You can also manually adjust the GL Summary by changing values in the grid of this section.

   

6. Click Submit. You will be prompted if there are any form discrepancies. If there is an issue with the GL Account summary total not matching the order total, you will be prompted to have the summary recalculated automatically before the form is submitted by clicking the OK button.

   

Note

If the order you are receiving was created on the fly by an unmatched invoice, the Auto Calculate GL Summary check box will be checked by default; otherwise, the default is unchecked. This prevents any previous GL Summary coding during the ordering process from being lost

Additional Receiving Entries

If you receive multiple shipments for the same order, follow the steps below to add a new receiving entry to your order.

1. Select View > Receiving.

2. Select a Location if assigned to more than one.

   

3. Click the Include Reconciled Orders toggler.

   

4. Search for the purchase order.

5. Click the green plus sign to create a new receiving entry.

   

6. Enter data in any fields that may be blank so they reflect the amounts invoiced when items were received.

   

7. Click Submit.

   

Note

The Invoice Total and the GL Summary Total must match for the order to be received.

Match Invoice to Order

When a user places an order to a supplier that sends electronic invoices and that supplier sends an invoice that does not match up to the original order, the system creates an order (System Account). If the user clicks on this PO number on their Receiving screen, then the system will ask them if they would like to attempt to match to the original order.

For more information on matching an invoice to an order click here.

Create New Receiving Entry

Under certain circumstances, a user will have the option to add a new receiving entry. This icon will only appear if the following conditions are met.

• The new icon will only display next to the original transaction. Secondary receiving entries will not display a new icon.

• Status of the original transaction must be “Received”

• Supplier Account Settings Invoice Required to Receive must be “No”

• Supplier Account Settings Restrict Multiple Receiving Entries must be “No”