Receive Stock Page | PowerSchool ERP

Use this page to record the receipt of new stock at your warehouse locations. Running the Receive Stock option has the following effects:

Fills single and multiitem purchase orders.
Processes shipments that do not have purchase orders, depending on the Warehouse Inventory Profile.
Updates the Inventory Catalog to reflect new stock levels.
Allows you to change unit prices if the purchase order price differs from the price on the bill of lading.
Allows you to differentiate between a purchase order quantity and unit price and a dispersal quantity and price.

For additional information on these subjects, refer to the next section, Stock Processing and Pricing.

Important
If you have the Purchasing System installed, you must use Warehouse Inventory's Receive Stock option to process shipments rather than Purchasing's Receive Ordered Materials option. Warehouse Inventory updates the Inventory Catalog, while Purchasing does not.

Menu Path: Warehouse Inventory > Entry & Processing > Warehouse Inventory > Warehouse Administration > click Receive Stock

Action Bar Item

After you access the Stock Data section for processing incoming stock, the following item displays on the page's Action Bar:

New Price

Displays the New Price page, which includes two fields: Old Price and New Price, both of which display the current price. As needed, you can change the value in the New Price field. For the procedure on updating prices using the New Price page, refer below.

Note
The New Price item cannot be used if the stock item's Auto Recalc Price field in the Stock Number table is selected, since this setting allows the system to automatically update prices.

Following are the procedures for receiving stock and using the Action Bar's New Price item to update costs.

Receiving stock items

Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Warehouse Administration to display the Warehouse Administration page.
Click Receive Stock to display the Receive Stock page.
In the Search Criteria section, enter criteria identifying the catalog records you want to update, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the stock item being received, and then click OK.
In the Stock Data section, complete the fields.
- If no purchase order was issued, tab through the Purchase Order and Item fields.
- For a shipment originating from a purchase order, Purchase Order and Item numbers display and related information defaults into the following fields: Vendor, Ordered, Received to Date, and Purchase Order Unit Price.
  For additional details on the section's fields, including information on updating prices and reconciling quantities, refer to the Fields section below.
Click OK to save the record.
Depending on the Continuous checkbox:
- If you selected the box, you return to the Purchase Order field to process the next stock item in the list. Repeat Steps 5-6 to process this item, or click Back to return to the List section.
- If you left the box blank, you return to the List section. To process another item, repeat Steps 4-6, or click Back to return to the Search Criteria section.

Updating prices in the New Price page

Complete Steps 1-4 of the procedure for receiving stock items.
While completing fields in the Stock Data section, you can click New Price on the Action Bar at any point to display the New Price page.
You cannot use this Action Bar item if the stock item's Auto Recalc Price field in the Stock Number table is selected.
In the New Price field, change the displayed value as needed.
Click OK to save the new price and return to the Receive Stock page.
Note that a new field, New Price, displays to the right of the Purchase Unit Price field.
In the Warehouse Unit Cost field, enter the new price.
If you do not enter the new price in this field, the new price will update the price in the Inventory Catalog but not the Stock Number record's Last Cost field.
Click OK to save the record.

For additional information on the New Price page, refer to Stock Processing and Pricing.

Fields

Fieid	Description
Warehouse	Location where the catalog item is stored. Display only.
Stock Number	Code identifying the Stock Number Table record for the catalog item. The combination of the warehouse code and stock number forms the key to the Inventory Catalog record. Display only.
Purchase Order	Number of the purchase order that is being filled by the stock you received. This number references a PO created with the Purchasing System. Character/8 If no purchase order applies, leave this field and the Item field blank. If a PO number defaults, usually you should accept it. However, you can change the number to reference another purchase order if needed.
Item	Purchase order line number that is being filled by the stock you received. If there is no purchase order, leave the field blank. Integer/2
Vendor	Code identifying the vendor who supplied the received stock. If you enter a valid purchase order and line item, the appropriate vendor defaults from the Purchasing System. You can change the default if needed. If no purchase order was issued, identify the vendor by selecting a code from Fund Accounting’s Vendor List. While an entry is not required, you should identify the vendor for accounts payable purposes.
Ordered	Total number of items specified on the purchase order line item. Display only.
Received to Date	Number of units previously received for the purchase order line item. Display only.
Order Or Issue Factor	Dispersal quantity of a stock item. The value defaults from the Stock Number table and can be changed, if needed. This field is only used when receiving stock for a purchase order. It allows you to differentiate between the purchase order's quantity and unit price and the dispersal quantity and price. Decimal/12,4 To determine the amount that needs to be added to the Available field on the Inventory Catalog, the system multiplies the quantity in the Purchase Units Recvd field by the value in the Order/Issue Factor field on the Receive Stock page. The result displays in the Warehouse Units Recvd field. To determine the price of the stock in the Inventory Catalog, the system divides the value in the Purchase Unit Price field by the Order/Issue Factor field. The result displays in the Warehouse Unit Cost field.
Purchase Units Recvd	Number of items received with this shipment, using the unit of measure established in the Purchasing System for the catalog item. Decimal/12,4 In some cases, the purchase order measure may differ from the one in the Inventory Catalog, for example, if Purchasing’s Commodity table tracks the item by the carton but the catalog tracks by the items within each carton. You can clarify the variance using the Warehouse Units Recvd field or by using the Order/Issue Factor field.
Purchase Unit Price	Unit price of the stock item, as recorded in the Purchasing System. You can change the displayed price, but verify the new cost first. Entering the wrong amount could result in an erroneous payment to the vendor. Decimal/12,4 This field is used with the Order/Issue Factor field to calculate the Warehouse Unit Cost. The prices entered in this page can be reviewed using various report options in the Warehouse Inventory and Purchasing Systems. Prices of received items can also be viewed in the Inventory Transactions Page.
New Price	Displays the price entered in the New Price field of the New Price page. This field only displays if you clicked the New Price item on the page's Action Bar. If you entered a price in the New Price page that differs from the displayed Purchase Unit Price, the new price updates the Price field in the Inventory Catalog when you save the record in the Receive Stock page. However, to update the stock item's Last Cost field in the Stock Number table, you must enter the new price in the Warehouse Unit Cost field. For more information on the Action Bar's New Price item, refer to the Procedures above as well as to the next section, Stock Processing and Pricing.
Warehouse Units Recvd	Number of units being added to the catalog for this item and location. When you enter the units, the system calculates the total cost based on the value in the Warehouse Unit Cost field. Decimal/12,4 If a purchase order applies, the quantity defaults from the Purchase Units Recvd field. You can change the default if the warehouse measurement differs from the one used in the Purchasing System or the system will automatically calculate this field if using the Order/Issue Factor field. Example: Your purchasing department ordered 10 cases of ballpoint pens, but you store and distribute the pens by the box. If there are 50 boxes per case, enter 10 in the Purchase Units Recvd field, and then change the Warehouse Units Recvd field to 500 (50 x 10). The system adjusts the warehouse unit cost. If the purchase price per case is $250, the warehouse cost per box would be $5.00 (250 ÷ 50). For more information on reconciling quantities, refer to the next section, Stock Processing and Pricing.
Warehouse Unit Cost	Warehouse cost per unit for the catalog item you are receiving. The entry in this field depends on whether a purchase order was issued and also on the Auto Recalc Price field in the Stock Number record. This field is automatically updated if using the Order/Issue Factor field. Decimal/12,4 For more information on this field, refer to the Procedures above as well as to the next section, Stock Processing and Pricing.
Date Received	Date when the items were received. The current system date defaults, but you can change this if another date applies.
Total Cost	Total cost for the received items, based on the units received and their unit price. The system uses the following formula: Warehouse Units Recvd x Warehouse Unit Cost = Total Cost
Received By	ID number or name of the employee who received the stock. Character/35
Comments	Description of any special conditions regarding the shipment, for example, a brief note on a shortage or cost change. Character/35