Receive Ordered Materials

Use this option to record the receipt of purchase order items. You can enter partial shipments, full shipments, and shipments that exceed the units originally ordered.

Menu Path:  Purchasing > Entry & Processing > Miscellaneous > Receive Ordered Materials

Receiving Materials

When entering receiving information in the Receive Ordered Materials page, keep the following in mind:

• The units received and dates received are updated in the corresponding purchase order when you complete an entry.
• The system calculates the units received to date and updates the purchase order accordingly.
• The system updates Fixed Assets for purchase orders that have interface records. The interface record's Received flag in Fixed Assets is set to Y - Yes and the Acquisition Date is updated with the Date Received from the Receive Ordered Materials page.

Your use of this option depends on the following:

• If you are tracking commodities in Warehouse Inventory's Inventory Catalog, you must use Warehouse Inventory's Receive Stock option rather than Purchasing's Receive Ordered Materials option to update the Inventory Catalog.
• If the Warehouse Inventory Profile's Receive in Warehouse if PO Has Stock Number field is selected and the purchase order has a stock number, the system will not allow the purchase order to be received in Purchasing.

Recording a shipment of all items in a purchase order

1. Select Purchasing > Entry & Processing > Miscellaneous > Receive Ordered Materials to display the Receive Ordered Materials page.
2. In the PO Number field, enter the number identifying the purchase order. To look up a purchase order, click Lookup.
   After you enter the number and press <Tab>, the system displays the purchase order's vendor number and name, as well as the number of units ordered and received to date.
3. On the page's Action Bar, click Receive All.
4. If all items have been received, click Yes in the confirmation dialog. The system processes the transaction and returns you to the PO Number field.
5. To process all items in another purchase order, repeat Steps 2-5.

Recording a partial shipment of a purchase order's items

1. Select Purchasing > Entry & Processing > Miscellaneous > Receive Ordered Materials to display the Receive Ordered Materials page.
2. In the PO Number field, enter the number identifying the purchase order. To look up a purchase order, click Lookup.
   After you enter the number and press <Tab>, the system displays the purchase order's vendor number and name, as well as the number of units ordered and received to date.
3. In the Received field, enter the number of units received.
4. In the Date Received field, you may accept the default (system date) or enter a different date.
5. Repeat Steps 2-3 for each additional line item.
   When you complete the last line item, the message Transaction completed displays.
6. To process another purchase order, repeat Steps 2-5.