Purchase Order Receipts (PO Receipts) (PODE004A) (PODE004B) (PODE004C)

 

PO Receipts is found on the Purchase Order Data Entry menu, 1-4.  Any merchandise that is ordered from a vendor, when it is received into stock, must be input into inventory.  This provides the updating of the on hand quantities and cost.  The on order quantity is also reduced.  If the merchandise is a part of a purchase order, created through the Purchase Order module, the receiving in must be done in PO Receipts.  PO Receipts will perform all the necessary functions to update inventory, purchase order files and cost.  Any items that are received into inventory, but are not on a system generated purchase order, must be entered in the Inventory Receipts program in the LMS Inventory module.

 

Once again, any purchase order input through Direct PO or Generate PO From Worksheet, must have all merchandise received into inventory through the PO Receipts program.

 

Use of PO Receipts results in the following functions.

 

On Order inventory quantities are reduced in the warehouse that the item was assigned to on the purchase order.

 

On Hand inventory quantities are increased in the inputted PO Receipts warehouse.

 

The average and last cost are updated in the Item File for all items received.

 

The Item and Item Warehouse File are updated for last date received.

 

Serial numbered items create the Serial File, storing actual cost, date received, ID number, and manufacturer warranty date and purchase order number.

 

The Vendor Item File is updated with last cost and lead time.

 

When the Vendor Item File and Item File have different pack multiples and unit of measures all adjustments to the calculation of cost and quantities on hand are performed.  The ending result will be a conversion of the Vendor Item Files UM and PM to the Item File's UM and PM.

 

 

 

Introduction  (Contd)

 

A Pending File will be created or updated.  Prepaid purchase orders will have the Pending File updated.  Any non-prepaid purchase order, that has items received but no invoice entered, will be reflected on the Pending Invoice Report.  From this report you may monitor what merchandise has been received into inventory but not input as an Accounts Payable invoice.  Prepaid purchase orders that have been received will be removed from the Pending Receipt Report.  The Pending File also tracks variances between received cost and invoiced cost, which is reflected on the Variance Report.

 

When serial numbers are received, an A/P History File is created.  This will store the purchase order number and serial number that was received.  From this file an inquiry will provide the purchase orders that specific serial numbers were received on.  This will remain until the file is purged.  Knowing the purchase order number the serialized machine was received on will allow access to the Accounts Payable Invoice for the machine through the Accounts Payable Invoice Inquiry.  See Section III, pages 896 and 940 for information on the inquiries.

 

The Stock Activity Inventory Report, which is found in the LMS Inventory module, is updated by PO Receipts.  Any item received in is reflected on the report in the proper warehouse.  A PO Stocking Report is also available from the PO Report menu.  Both reports use the Imwactd File.  The PO Stocking Report may also be printed from within the PO Receipts program.  When the PO Stocking Report is printed from within the PO Receipts program, any serial numbered items will include the serial numbers that were received.  Both reports will include the old average and last cost prior to the receipt.  The newly calculated average cost and received last cost is also printed.

 

If the receiving warehouse is overridden and the item is not stocked in this warehouse, the option to stock the item is available.  The Item Warehouse File is than created.

 

 

 

Introduction  (Contd)

PO Receipts allows substitute items.  When the original item on the PO is substituted, the substitute item number is assigned to the purchase order, replacing the original item.  The original item number is written into a field in the PO Line Item File.  This will be accessed by the Accounts Payable Invoice Entry program and written to the APHist File.

Labels may also be printed for the received items.  There are 6 options to determine what is included on the labels.  One of the options is to print the labels as a bar code label.  All 6 options include the serial number on serial numbered items.  There are two options to determine the number of labels printed per received item.  The first is that the program automatically prints the same number of labels as the quantity received.  The second option is a label per line item option.  This allows the operator to input the number of labels to print for each item received.

 

Purchase orders may be accessed by the purchase order number, or selection through an inquiry by Vendor name or number.

 

The items on a purchase order may be displayed in item number order or the purchase order line number order, which is the order the items were entered on the purchase order.  When displaying the items on the purchase order in item number order, an option to perform an item number search or enter a specific item number is available.  This will than directly access the screen that the inputted item is on.

 

There is an automatic release function.  This will allow all of the items, with remaining quantities to be received, to be received without having to select each individual item.  Within the automatic release function, individual items can still be selected for individual changes or exclusion from the automatic release.

 

Once an item has been individually selected for a receipt or the automatic function has been performed, items can still be selected individually for additional changes or exclusion.  This includes serial numbers that were entered.  Thus until the operator enters an accept command, receipts on the items can be modified as many times as desired.

 

After the entry of the automatic release or individual selections, there is the ability to cancel the entry of the receipt.  Cancellation of the receipt means no files are updated and allows the operator the ability to redo the receipt.

 

 

 

Enter Data

 

Transaction Date

 

The transaction date, that is input after selecting the program, becomes the default date received.  This can be overridden per item received or on an automatic release.

 

The first prompt that appears, upon entry to the program, allows the operator to decide the order that the item numbers on the purchase order display.  Once this is determined, all of the purchase orders accessed, display their items in that selected order.  To change the selected order, the program must be exited.

 

Display Items In Item Number Order Or Line Number Order Or End

 

 

Enter an E to exit the program.  To display the items on the purchase order in item number order enter an I.  A line number will be temporarily assigned to each item for the display on the PO Receipts screen.  The actual line number of the item will not be changed.  Items that begin with a number display before items that begin with a letter.  Items that are on the purchase order more than once will display one after another.  The ability to enter a specific item number or an item number search is available with this sort option.  The screen that includes the designated item is than directly accessed.  To display the items on the purchase order in the order they were entered on the purchase order, enter a L for line number order.  The items than display on the screen in the line number order they were assigned when the items were added to the purchase order.  This will match the order the items are printed on the printed purchase order and also displayed in PO File Maintenance and the Individual PO Inquiry.

 

 

 

Enter Data  (Contd)

 

Sorting the Items on the Purchase Order  (Contd)

 

When the items are displayed in item number order an additional prompt will appear.

 

Include Messages (Y/N)

 

 

Enter a Y to include the messages assigned to the purchase order.  The messages display below the item number that they followed on the original purchase order line number order.  Enter N to not include the messages on the PO Receipts screen. 

 

Note, the messages are automatically included when selecting to display the items in the line number order.  Also when the item sort is selected the program will display the message Building Index while the program is rearranging the items on the purchase order.

 

See page 181-182 for two examples of the same purchase order.  The first example is the purchase order displayed in the PO line number order.  The second example is the purchase order displayed in item number order and including messages.  Note that the messages display after the item number that followed on the purchase order.  Also note with the item number sort, the renumbering of the items and messages on the purchase order.  Remember this is only for the display of the purchase order in item number order in the PO Receipts program.

 

 

 

Enter Data  (Contd)

 

Sorting the Items on the Purchase Order  (Contd)

Display in PO Line Item Order

 

 

 

 

Enter Data  (Contd)

 

Sorting the Items on the Purchase Order  (Contd)

Display in Item Number Order

 

 

 

 

Enter Data  (Contd)

 

After selecting the order the items display, input of the desired purchase order is next.

 

PO Number :

 

 

Input the purchase order number.  This is the PO number that was assigned by the system.  To exit the program input an E, or END or TOT.  If you are not sure of the purchase order number or vendor and would like to view a listing of all purchase orders, for a specific vendor, enter a carriage return.  The cursor will proceed to the next prompt. 

 

Vendor #/Name:

 

This prompt will allow input of a specific vendor number or a vendor name search to select a specific vendor.  All purchase orders assigned to the selected vendor display.  A carriage return or up arrow key ^ returns the cursor to the PO Number: prompt.  You may enter the desired vendor number.  If an invalid vendor number is input or at least 1 alpha character is entered, the program will enter the vendor name search.  The cursor is at one of the two following prompts.

 

 

 

Enter Data  (Contd)

 

Select Vendor Choice Or End

Display Next, Select Vendor Choice, Or End: N

 

 

 

 

 

Enter Data  (Contd)

 

Select Vendor Choice - E'nd

Display Next, Select Vendor Choice, Or End: N

 

The screen displays all vendors that have a name which begins with the inputted characters.  Each line contains the vendor number, complete name, and the first and last address lines from the Vendor File.  Only 17 characters display of the last address line.  This is due to space limitations on the screen.  A computer-assigned number is associated with each vendor.  The first prompt displays if there are less than 15 vendor selections.  The second prompt appears when there are more than 14 choices.  Enter the desired corresponding computer-assigned number.  Enter an E to exit the search.  The cursor returns to the Vendor #/Name: prompt.  Enter a N to view the next screen of choices.  When N for next is input the cursor is at one of the two following prompts.

 

Display Next, Previous, Select Vendor Choice, Or End

Display Previous, Select Vendor Choice, Or End

 

The first prompt displays until the last screen of choices is reached.  The second prompt appears when the last screen is accessed.  Enter N for next to view the next screen of selections.  Enter P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.  Enter the desired corresponding computer-assigned number.  Enter an E to exit the search and return to the Vendor #/Name prompt.

 

Once a valid vendor number is input or selected, the vendors name displays.  The following prompt appears.

 

Display Partial, Open, Closed Or All

 

 

 

 

Enter Data  (Contd)

 

There are three purchase order statuss.  A partial status means at least one item on the purchase order has had at least one receipt, but there are quantities left to be received.  An open status means there have been no item receipts on the purchase order.  A closed status means all of the items on the purchase order have been completely received.  If you only want a list of purchase orders that have had at least one item with an item received, enter a P for partial.  If you only want a list of purchase orders that have had no items on the purchase order received into inventory, enter an O for open.  If you only want a list of purchase orders that have all of the items on the purchase order fully received into inventory, enter a C for closed.  If you want a list of purchase orders regardless of the purchase order receiving status, enter an A for all.  Entering an up arrow key ^ returns the cursor to the Vendor #/Name prompt.

 

The list of purchase orders display for the selected vendor only.  The purchase orders display in purchase order number order, largest number to smallest.  Thus the most current purchase orders display first.

 

 

 

 

Enter Data  (Contd)

 

The following information is displayed for each purchase order.

 

PO No.  The purchase order number.

 

Order Dt  The order date of the purchase order.

 

Ship Dt  The ship date stored in the Purchase Order header.

 

Due Date  The due date stored in the Purchase Order header.

 

Ship To Name  The ship-to name from the Purchase Order header.

 

Order Type  The order type from the Purchase Order header.

 

Vendor Contact:  The Vendor Contact name from the Purchase Order header.

 

Requisition:  The requisition number from the Purchase Order header.

 

Status  If an A for all receiving statuss was input, an additional column, which displays the receiving status of the purchase order, displays.  This is Partial, Open or Closed.

 

While viewing the list of existing purchase orders, the cursor is at one of the two following prompts, to allow selection of an individual purchase order.

 

Enter Purchase Order No. Or End:

Display Next, Enter Purchase Order No., Or End: N

 

The first prompt displays if there are less than 8 purchase order selections.  The second prompt appears when there are more than 7 choices.  Enter the desired purchase order number.  If an invalid purchase order number is entered, the prompt  Purchase Order Number Not Found appears.  If a valid purchase order number is input but it is assigned to another vendor, the prompt Purchase Order Is Not Assigned To This Vendor Number appears.  In both cases the cursor will return for re-input.  Enter an E to exit the search.  The cursor will return to the Vendor #/Name: prompt.  Enter a N to view the next screen of choices.  When a N for next is input the cursor will be at one of the two following prompts.

 

 

 

Enter Data  (Contd)

 

Display Next, Previous, Enter Purchase Order No., Or End N

Display Previous, Enter Purchase Order No., Or End

 

The first prompt displays until the last screen of choices is reached.  The second prompt appears when the last screen is accessed.  Enter a N for next to view the next screen of selections.  Enter a P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.  Enter the desired purchase order  number.  If an invalid purchase order number is entered, the prompt Purchase Order Number Not Found appears.  If a valid purchase order number is input but it is assigned to another vendor, the prompt Purchase Order Is Not Assigned To This Vendor Number will appear.  In both cases the cursor will return for re-input.   Enter an E to exit the search and return to the Vendor #/Name prompt.

 

If a PO number is entered or selected, that has all of the items fully received, the following message displays.  The cursor returns for re-input.

 

PO Is A Closed Order - More Receipts Is Not Allowed

 

 

If a purchase order number is input that is being accessed on another terminal in the program PO File Maintenance, PO Receipts and the A/P Invoice Entry programs, the prompt Purchase Order In Use On Another Task! appears.  The cursor returns for re-input.  Until the purchase order is exited from on the other task, the purchase order cannot be accessed.  This is for data updating integrity.

 

 

If a PO number is input that has no item numbers the message, No Line Items On Order, appears.  The cursor returns for re-input.

 

 

 

Enter Data  (Contd)

 

Once a valid PO is entered the following PO Header information displays.

 

 

PO #  The purchase order number.

 

Vendor Number  

Vendor Phone Number  This is from the Vendor File.

Vendor Contact Name  This is the contact name entered on the PO

Vendor Name and Address  This is from the Vendor File.

 

Open or Partially Recd  There are three purchase order statuss.  A partial status means at least one item on the purchase order has had at least one receipt, but there are quantities left to be received.  An open status means there have been no item receipts on the purchase order.  A closed status means all of the items on the purchase order have been completely received, thus that PO cannot be accessed in PO Receipts.

 

Direct Ship-On Hand Not Updated  When a purchase order is input, with a ship via of direct ship, the items that are set as direct ship have the on order amount updated but not the on hand.  When the item is received into inventory the on order is reduced but the on hand is not increased.  Also note, on a direct ship, the items average and last cost is updated.  The last receipt date in the receiving warehouse is not updated.  Many operators have entered a receipt and than noticed the on hand amount has not increased.  Thus this message displays on a direct ship purchase order to remind the operator that items on the purchase order are direct ship.  Note, the message displays based on a ship via of direct ship stored in the PO Header.  It is possible that individual items may not have a ship via of direct ship.  This occurs if the header ship via is changed on an item. 

 

 

 

 

Enter Data  (Contd)

 

Display of Item Information Upon Entry To Program 

 

All of the items assigned to the purchase order are displayed.  PO messages also display when using the PO line item sort or the item sort including messages.  Each item and message is assigned a line number.  This line number is used to individually select or exclude the items.  For each item, that is on the PO, the following displays.  This is the information that appears when first accessing the PO  During the input of the receipt various fields are updated and additional information displays.

 

 

Line  The line number used to individually select or exclude an item.

 

Item Number and Description

 

Wh  The assigned warehouse number, from the PO Line Item File.  When the item is received the on order is reduced from this warehouse.

 

UM (Unit of Measure)  This is the UM that the product will be shipped from the vendor.

 

PM (Pack Multiple)  This is the PM that the product will be shipped from the vendor.

 

Qty Ord  This is the total quantity ordered and corresponds with the UM and PM.

 

Prior Rec'd  This is the quantity of any previous receipts made for this item on this purchase order.  If this equals the Qty Ord the item has been completely received.

 

 

 

Enter Data  (Contd)

 

Display of Item Information Upon Entry To Program  (Contd)

 

 

Current Recd  This is the amount that will be received on this transaction.  When first entering the purchase order this is always blank.

 

PO Quoted Cost  This is the original cost for the item, that was accepted when the item was added to the PO  The four decimal position cost is displayed.  This figure can only be changed in PO File Mt.  Changing the cost in PO Receipts will not change the quoted cost.

Extended Cost  This is the quantity ordered times the PO Quoted Cost.  This is always rounded to two decimal positions.

 

Vendor Item:  The Vendor Item Number assigned when the item was added to the PO

 

Bin Location:  The bin location for the item in the warehouse that is displayed.

 

 

 

Enter Data  (Contd)

 

Display of Item Information Upon Entry To Program  (Contd)

 

Prior Rec/Inv Cost  This only appears if there has been an earlier transaction for a receipt or the item has had an Accounts Payable invoice record applied to the item.  The received or invoiced cost, that the item was assigned on this earlier transaction, displays.  This is the cost for one.  The extended cost is not displayed.  This is the cost that is stored as the actual cost in the PO Line Item File.  The actual cost is updated when an item is received in PO Receipts or invoiced through Accounts Payable.  If there has been a prior receipt and invoice the actual cost that is displayed is the cost that was entered on whichever transaction was entered last.  Thus if the invoice was entered last that is the cost that would be displayed and vice versa.

 

 

In the above example, item toner 2 shows a prior rec/inv cost of 25.25.  Note that the PO Quoted cost is unchanged.  Also notice that there has been a prior receipt of a quantity of 5.  The assumption can be made that on the prior receipt the receiving cost was overridden to 25.25 or an invoice has been entered and the cost was overridden to 25.25.  When the remaining amount is received the operator probably should override the original cost of 25.00 to 25.25.  If you are not sure that 25.25 is the correct cost than you need to research the prior receipt or invoice.  You can enter the PO in the A/P Invoice Inquiry to search for any invoices for this item.  Item Toner 1 shows no prior quantity received but there is a prior rec/inv cost of 24.50.  An assumption can be made that the invoice for the item has already been entered and the PO Quoted Cost was overridden.  Once again you can research the invoice record in the A/P Invoice Inquiry or pull the hard copies.  The factor to remember is that if there has been a prior receipt or invoice, whatever transaction was entered last, the actual cost displays.  If this cost is different than the PO Quoted Cost an override of received cost may be necessary.

 

 

 

 

Enter Data  (Contd)

 

Labels Per Line Item

 

Many companies print a label for each item and quantity received.  These labels are attached to the items as they are physically being placed into the warehouse or car stocks.  On the first purchase order that is accessed, the first prompt that appears on the screen relates to label printing.  The prompt is as follows.

Do You Wish To Print Labels Per Line Item?  (Y/N)

 

 

The prompt only appears on the first PO that is accessed.  The response to the prompt applies to all purchase orders that are accessed.  To change the response to the label printing per line item option, the program must be exited.

 

Entering a Y for yes allows the operator the ability to decide how many labels per received item will be printed or to not print labels for specific items.  An item can be individually selected, and the default to print the number of labels that corresponds with the quantity received, can be overridden or for that individual item no labels can be printed.  Entering a N for no does not activate the labels per line item option.  The operator cannot determine the amount of labels to print per item.  You may still print labels based upon a later question that appears when exiting the PO  When the labels are printed the amount of labels printed per item will automatically correspond with the quantity received.

 

 

 

Enter Data  (Contd)

 

Labels Per Line Item  (Contd)

 

Do You Wish To Print Labels Per Line Item?  (Y/N)

 

When a Y for yes is input, to activate the labels per line item feature, the program will go to a label printing selection program.  This program allows selection of what is to be printed on the labels and selection of the printer used to print the labels.  Thus the printer selection screen appears to select the desired printer.  It is not recommended printing labels to a printer that is on the spooler.  The printer that is selected should be loaded with the labels.  For non bar code labels you may use labels that have different heights, from 1 to 5 inches.  The program will ask for the input of the height of the label.  The actual information that is printed prints on a 1 inch by 3-1/2 space on the label.  The width of the labels must be at least 3-1/2 and be one label across format.  The print size can be set at 10 or 17 CPI.  Bar code labels must be a specific size of either 2.3 X 1 die cut or 2.4 X 1 no gap between label squares.  Note, the bar code labels that are used are specific so please contact LMS for exact information.  Even though the labels will not actually be printed until each purchase order is exited, as soon as the printer is selected that printer is being used and no other program can be directed to print to that printer.  After the printer is selected the cursor goes to the following prompt.

 

Select Print Option Or End:

 

 

Enter an E to exit the label printing selection program.  When an E to end is entered the print labels per line item option is inactivated.  Thus it is like a N for no was entered at the Print Labels Per Line Item prompt.  The cursor returns to the display of the items that are on the purchase order. 

 

 

 

Enter Data  (Contd)

 

Labels Per Line Item  (Contd)

 

There are 6 different ways to print the information that is on the labels.  Options 1 to 5 print on 1 to 5 one across labels.  Option 6 prints as a bar code label on a bar code printer.  Enter a 1 to print the full item number and description of the item that has been received.  Enter a 2 to print the full item number, description, and list price from the Item File.  Enter a 3 to print the full item number, description and bin location of the warehouse that the item is received into.  Enter a 4 to print the full item number, description, bin location of the item in the received warehouse, and the list price from the Item File.  Enter a 5 to print the full item number, description, date received, and vendor number.  Enter a 6 to print bar code labels.  All 6 options print the serial number if a serial number is received in.

 

When options 1 to 5 are selected, the cursor continues on to the following prompt.

 

Enter Label Height In Inches  (1-5)

(1 = LMS Standard Label Format Size)

 

An up arrow key ^ returns the cursor to the Select Print Option prompt.  The default is 1 which is the standard label size used in the LMS label printing programs.  If you want to use a larger label you may specify the size in inches of 1 to 5.  For every inch input, the program feeds down 6 lines.  The actual data is printed on 6 lines or 1 inch.  As an example, if you enter 3 the program will go down 12 lines (6 lines are used for the data printed) between labels.  You will want to experiment with the alignment, but you should line up the label where the printing is to be started.  Also you may need to adjust the label to the right or left for the proper width.  Note, you may also experiment with this feature of label size in the program Item Number Labels found on the Inventory Report menu, 4-1-9.  (1-5)

 

 

 

Enter Data  (Contd)

 

Labels Per Line Item  (Contd)

 

After the size option is selected the alignment pattern prompt appears.  Labels should be loaded in the printer.

 

Print Alignment Pattern ? - Enter Proceed - Bypass - Cancel

 

Enter a C to cancel and exit the program.  When a C to cancel is entered the print labels per line item option is inactivated.  Thus it is like a N for no was entered at the Print Labels Per Line Item prompt.  The cursor returns to the display of the items that are on the purchase order.  Enter a B to bypass printing an alignment pattern.  The cursor returns to the display of the items that are on the purchase order.  Enter a P to print an alignment pattern.  Two alignment patterns are printed.  The following prompt appears.

 

Are Forms Aligned Correctly (Y/N)?

 

Enter a Y to accept the alignment.  Enter a N to reprint the alignment pattern.  Once the alignment is accepted, the cursor returns to the display of the items that are on the purchase order.  The selected print format is saved and used when the labels are printed after exiting each individual purchase order.

 

 

 

Enter Data  (Contd)

 

Labels Per Line Item  (Contd)

 

When the bar code labels are selected the following prompt appears.

 

       Select Bar Code Print Option Or E'nd:                         

                                                                    

   1.  Print Description, Item Number, Bin, Serial Number           

   2.  Print Description, Product Class, Model, Bin, Item Number    

   3.  Print Description, Product Class, Model, P/M, Bin, Item Number

 

 

When an E to end is entered the print labels per line item option is inactivated.  Thus it is like a N for no was entered at the Print Labels Per Line Item prompt.  The cursor will return to the display of the items that are on the purchase order.  There are three options to choose what to print on the bar code labels in English language.  Select 1 to include the item description, item number, bin, and serial number.  Note, any serial numbered item will automatically print in format 1 even when choosing options 2 or 3.  Select 2 to include item description, product class, model number from Item File, bin location and item number.  Select 3 to include item description, product class, model number from Item File, pack multiple from Item File, bin and item number.  The item number and serial numbers are printed in the bar code characters.

 

Print To A B'lazer Or E'ltron Printer

 

This prompt appears only if you are using both the Bar-Code Blazer and Eltron bar-code label printers to print bar-code labels.  This prompt allows you to select which printer will print the bar-code labels.  Enter B to select the Bar-Code Blazer printer.  Enter E to select the Eltron bar-code label printer.  If you are using only one of these printers to print bar-code labels, LMS sets up this printer as the default printer for you.  The Print To A Blazer Or Eltron Printer prompt does not appear.

 

Once the format is selected, the cursor will return to the display of the items that are on the purchase order.  The selected print format is saved and used when the labels are printed after exiting each individual purchase order.

 

 

 

Enter Data  (Contd)

 

Receiving the Items

There are two ways to receive items on purchase orders.  One is to individually select each item that is to be received.  This is useful when the purchase order has alot of items and only one or a few are to be received at this time.  The other method is to do an automatic release of the receipts.  This is very useful and time saving when the majority of the items on the purchase order are to be received with little changes.  The program will automatically receive the quantity of each item that has an order amount that has not been received.  The PO Quoted Cost will be used as the received cost.  A prompt appears to input the date received.  The program will automatically prompt for serial numbers on serial numbered items.  If an item has been completely received or a partial receipt those quantities will not be received again by the automatic function.  Within the automatic function individual items can be selected for changes, such as to change the cost, quantity received, warehouse, substitute item, and date received.  Items can also be excluded from the automatic release.  Thus if you had 11 items on a purchase order and 8 of the items can be received but 2 cannot, you will be able to do an automatic release of the 8 items and exclude the 2 items that have not been received.  Or you can individually select any of the 8 items that are being received and make specific changes and they will be released with the automatic function.  You also can cancel an item, that was selected individually or as an automatic release for a receipt, by excluding that item.

When releasing all of the items on the purchase order, individually or automatically, both functions allow items to be selected individually as many times as desired.  Thus if an item was selected individually and an error was made, the item can be reselected and the changes made.  You may even have entered the automatic release command or selected the item individually and than go back and exclude that item from the automatic release function.

Both release functions also have a final accept or cancel command.  Thus if a purchase order was received and than the operator decides that there were to many errors made or it was the wrong PO the transaction can be canceled, prior to accepting the receipt of the PO  Canceling the transaction means no files are updated.  Nothing is updated until the PO is accepted and exited.  The purchase order is just like it was, prior to entering the PO in PO Receipts.  The receipt information is temporarily stored by the program and when the PO Receipt transaction is accepted the actual updating of the files occur.  This includes the quantities, cost, Serial File, inventory stocking reports, and the actual Purchase Order and the Pending Files.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

There are four possible prompts, per purchase order, that are displayed on the first screen of items, for the use of receiving the items into inventory.  These will be referred to as the receiving prompts.  Which one of the four prompts displays is dependent upon which order the items on the purchase orders was chosen, the item or PO line number sort, and how many items and messages are on the purchase order.  The four possible receiving prompts are as follows.

 

Automatic R'eceipt, E'X'clude Lines, E'nd 

Enter Item # Search  Or Indiv. Line #:    

 

Automatic R'eceipt, E'X'clude Lines, E'nd       

Enter N'ext  Item # Search  Or Indiv. Line #:   N

 

Automatic R'eceipt, E'X'clude Lines, E'nd

Enter Indiv. Line #:                    

 

Automatic R'eceipt, E'X'clude Lines, E'nd

Enter N'ext  Or Indiv. Line #:  N       

 

The first prompt appears when the item sort is selected for the display of the items on the purchase order and there is only one screen of items and messages.  The second prompt appears when the item sort is selected for the display of the items on the purchase order and there is more than one screen of items and messages.  The third prompt appears when the PO line number sort is selected for the display of the items on the purchase order and there is only one screen of items and messages.  The fourth prompt appears when the PO line number sort is selected for the display of the items on the purchase order and there is more than one screen of items and messages. 

 

On all of the four prompts entering an E to end exits the entry of the transactions for the displayed purchase order.  On the two prompts, that display when the items on the purchase order exceed one screen, entering N for next accesses the next screen of items and messages.  When N for next is entered one of the four following prompts appears.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Automatic R'eceipt, E'X'clude Lines, E'nd                  

Enter N'ext  P'revious  Item # Search  Or Indiv. Line #:   N

 

Automatic R'eceipt, E'X'clude Lines, E'nd         

Enter  P'revious  Item # Search  Or Indiv. Line #:

 

Automatic R'eceipt, E'X'clude Lines, E'nd  

Enter N'ext  P'revious  Or Indiv. Line #:  N

 

Automatic R'eceipt, E'X'clude Lines, E'nd 

Enter  P'revious  Or Indiv. Line #:       

 

The first prompt appears when the item sort is selected for the display of the items on the purchase order and until the last screen of items and messages is reached.  The second prompt appears when the item sort is selected for the display of the items on the purchase order and the last screen of items and messages is accessed.  The third prompt appears when the PO line number sort is selected for the display of the items on the purchase order and until the last screen of items and messages is reached.  The fourth prompt appears when the PO line number sort is selected for the display of the items on the purchase order and the last screen of items and messages is accessed.

 

On all of the four prompts entering an E to end exits the entry of the transactions for the displayed purchase order.  Entering a N for next will access the next screen of items and messages.  Entering a P for previous goes back one screen of items and messages.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Automatic R'eceipt, E'X'clude Lines, E'nd 

Enter Item # Search  Or Indiv. Line #:    

 

Automatic R'eceipt, E'X'clude Lines, E'nd       

Enter N'ext  Item # Search  Or Indiv. Line #:   N

 

Automatic R'eceipt, E'X'clude Lines, E'nd                  

Enter N'ext  P'revious  Item # Search  Or Indiv. Line #:   N

 

Automatic R'eceipt, E'X'clude Lines, E'nd         

Enter  P'revious  Item # Search  Or Indiv. Line #:

 

The above prompts only appear when the item number sort is selected.  There is the ability to access an individual item by inputting the actual item number or entering the beginning characters of an item to perform an item number search.  This feature allows you to go to the screen the item number is on.  It does not actually select the item.  This is utilizing the Item # Search option in the above prompts.  This would be useful when accessing a large PO and only a few items were received and you do not have the original PO line number that was assigned to the items.  Thus you dont want to view the items in PO line number order and you want to go directly to specific items.  Or you might prefer the item number sort so that any item numbers that are repeated on the purchase order display consecutively.  You may also want to move through the items on the PO by item number and not line number.

To go to an individual item, by inputting the item number or the beginning characters of an item, enter the data at the above prompts.  Up to 18 alphanumeric characters can be input.  If an exact match is found, the screen that includes the item number that matched the input is accessed.  That item is displayed first on the screen.  Thus the positions of the items on the screen can be changed.  Once the item number input is utilized on a PO and the operator pages through the screens, they will notice the items are still in the same order but they appear at different positions on the screen.  If the operator enters previous and goes back to the first item on the purchase order the items will return to the original position on the screen.  There is never an invalid input at these prompts, as if there is no item found that matches the input the program finds the closest match.  Note, if a line number and an item number are the same, the line number takes priority.  See pages 202-204 for an example of how the positions of the items on the screen change when inputting a specific item or item search.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

This is the original display of the items on the purchase order when first accessing the PO and inputting a next to access the last screen of items on the purchase order.  No item search has been activated.  Note the positions of the specific items on the screen.

 

 

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

The next example shows the input of TONER on the first screen and the result.  The item search is activated.

 

 

Note that line 8 is now first on the screen and the cursor will be at that screen.  If there were other items that followed Toner they would also display and there would be a next option if another screen was needed to display all of the items on the purchase order.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

The last example is the screen of items that appears when a P for previous is input at the screen that item Toner was displayed.

 

 

If you compare the original positions of the items on page 202 with the above you will see the difference.  However, if a P for previous is input until the line number 1 is accessed, the original positions of the items on the screen will return.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting An Individual Item

 

Whether the items on the purchase order are to be received individually or with the automatic release function, you may still select an individual item line.  This is utilizing the Indiv. Line # part of the 8 possible prompts used to receive items.  If you do not plan on using the automatic release function on a PO than the only way to receive an item is to input the line number that corresponds with the item.  Thus all items that you plan on receiving must be selected.  If you plan on using the automatic release function than the only reason to select an item individually is to make a change on the default information.  This includes quantity received, receiving warehouse, receiving cost, enter a substitute item, date received and document number.  Changes may also be made on serial numbers that have been input during the PO Receipts transaction.  Thus to select an individual item, enter the corresponding line number at the displayed receiving prompts.

If an item is selected that has been completely received the following message occurs.

 

Line Number x Has Been Completely Received

 

The line number that was input is displayed.  The item is not accessed and the cursor returns to the prompt for re-input.  When using the PO line number sort and a line number is input that does not exist, the prompt Line Number # Is Not Found appears.  The cursor returns for re-input.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Once an item is individually selected the program will continue on.  The following documentation relates to the first time, in this PO Receipts transaction, an item is selected.  Various information is displayed for the item.  This is as follows.

 

 

Line  The line number used to individually select an item.

 

Item Number and Description

 

Wh  The assigned warehouse number, from the PO Line Item File.  When the item is received the on order is reduced from this warehouse.

 

UM (Unit of Measure)  This is the UM that the product is shipped from the vendor.

 

PM (Pack Multiple)  This is the PM that the product is shipped from the vendor.

 

Qty Ord  This is the total quantity ordered and corresponds with the UM and PM.

 

Prior Rec'd  This is the quantity of any previous receipts, made on other PO Receipts transactions, for this item on this purchase order. 

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Current Recd  This is the amount that is received on this transaction.  When first entering the item this is always blank.

 

PO Quoted Cost  This is the original cost for the item, that was accepted when the item was added to the PO  The four decimal cost is displayed.  This figure can only be changed in PO File Maintenance.  Changing the cost in PO Receipts will not change the quoted cost.

Extended Cost  This is the quantity ordered times the PO Quoted Cost.  This is always rounded to two decimals.

 

Vendor Item:  The Vendor Item Number assigned when the item was added to the PO

 

Bin Location:  The bin location for the item in the warehouse that is displayed.

Prior Rec/Inv Cost  This will only appear if there has been an earlier transaction for a receipt or the item has had an Accounts Payable invoice record applied to the item.  The received or invoiced cost, that the item was assigned on this earlier transaction, displays.  This is the cost for one.  The extended cost is not displayed.  This is the cost that is stored as the actual cost in the PO Line Item File.  The actual cost is updated when an item is received in PO Receipts or invoiced through Accounts Payable.  If there has been a prior receipt and invoice the actual cost that is displayed will be the cost that was entered on whichever transaction was entered last.  Thus if the invoice was entered last that is the cost that would be displayed and vice versa.  See page 192 for more information.

The cursor is at the following prompt.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Warehouse Number

A / slash may be input to exit the item.  The item is not changed.  The warehouse that was input when creating the purchase order displays.  A carriage return accepts the default.  If the item is to be received into another warehouse, input the desired warehouse.  The appropriate inventory adjustments are made.  The on order is reduced from the original warehouse and the on hand added to in the overridden warehouse.  Note, overriding the warehouse does not write back to the PO Line Item File.  Thus if this is a partial receipt the remaining amount to be received is still assigned to the original warehouse.  The only way to change the warehouse permanently is to change it in PO File Maint.  If an invalid warehouse is input, the prompt Invalid Warehouse, displays.  The cursor returns for re-input.  The cursor returns for re-input.  If a warehouse is entered and the item is not stocked in the warehouse, the following prompt appears. (1-9999)

Item Not Stocked In This Warehouse

Do You Wish To Stock This Item In This Warehouse (Y/N)

 

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Item Not Stocked In This Warehouse

Do You Wish To Stock This Item In This Warehouse (Y/N)

 

Enter a Y for yes to create an Item Warehouse record for the item in the indicated warehouse.  The item is now stocked in the warehouse and the on hand amount will be updated for the item in the warehouse.  Enter a N for no to not stock the item in the inputted warehouse and on the purchase order.  The cursor returns for re-input of a warehouse number for the item.  When a yes is input to stock the item, the prompt Enter A Y For Yes This Is A Non-Stock Item Or A N For No This Is Not A Non-Stock Item appears.  Enter a Y to set the non-stock indicator to yes or a N to set the non-stock indicator to no for the item in the inputted warehouse.  Note, if a slash is entered or is excluded, later in the input for this item, the item will still be stocked in the warehouse but the warehouse will not be updated with a receipt.

Warehouse Number:

 

There is the ability to substitute another item for the item that was originally assigned to the PO  The substitute item replaces the original item on the purchase order.  The new item is actually written into the PO Line Item File as the item on the PO, replacing the original item.  If there are receipts left to be made at a later date, the new item is accessed on the PO  Viewing or printing the PO reflects the new item.  At the same time the program writes the original item number into a field in the PO Line Item File, thus storing the original item number.  All items that are received have the item number written into the original item field, even when it is not substituted.  When the A/P invoice is input the invoice program writes whatever is in the original item number field into the APHist File which also stores an original item number field.  This allows the A/P Invoice Inquiry to reflect the original item number.  The on order will be reduced on the original item and the on hand is added to on the new item.  If there is an on order amount remaining that is transferred to the new item.  The Vendor Item Number is changed to reflect the new item, using that items Vendor Item File if one exists.  The average and last cost is updated for the new item.  Be careful when substituting, that the item that is being substituted has the same pack multiple and cost.  The PM and UM cannot be changed in PO Receipts.  Be sure that the PO Quoted Cost would be correct for the new item.  Another option, instead of substituting the item in PO Receipts, would be to delete the old item off the PO and add the new item, through PO File Maintenance.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

To enter the substitute item and replace the existing item, enter an up arrow key ^ at the Warehouse Number prompt.  The cursor goes to Item Number.  Enter the substitute or new item.  A carriage return leaves the item as is.  If an invalid item is input, the prompt Item Not On File appears.  A carriage return leaves the original item or rekey a valid item.  The cursor will than return to the Warehouse Number prompt.

 

Qty Received

 

The amount that was ordered during the creation of the purchase order displays.  This corresponds with the displayed UM and PM.  If a receipt has been previously made on an item, the remaining amount to be received displays.  A carriage return accepts the display.  If a partial shipment is being received input the amount received.  Always input a quantity that reflects the displayed unit of measure and pack multiple.  Breaking a pack is not allowed.  A negative number or zero is not allowed.  A / slash will cancel the transaction and exit the item.  An up arrow key ^ returns to the Warehouse Number prompt.  The original default warehouse redisplays.  ( 4 Digits)

 

You cannot receive in more than what was originally ordered or left to be received.  If an attempt is made to receive in more than what is left to be received, a message appears and re-input will be required.  The maximum number that can be received is displayed in the message.

 

Can Only Receive Maximum of #

 

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Quoted Cost

 

There are two costs stored for every item on a purchase order.  These are stored in the PO Line Item File.  The cost of the item, when the item was added to the purchase order, is the Quoted Cost.  The only way to change the Quoted Cost is to change the cost in PO File Maint.  Changing the cost in PO Receipts will not change the Quoted Cost.  The other cost that is stored for an item is the Actual Cost.  This is the cost that was accepted on any prior receipts of this item on this PO or any prior invoices of this item on this PO  Whatever is accepted as the received cost during the receipt is the new Actual Cost that is stored in the PO Line Item File.  Normally the receipt is input prior to the invoice, so the cost accepted in PO Receipts writes into the actual cost field and appears in the A/P invoicing programs as the cost of the item.  If the A/P invoice is entered prior to the receipt, than whatever cost is accepted becomes the actual cost.  Thus both programs write to the same field.

The cost that displays at this prompt is the Quoted Cost.  This is the cost for a quantity of one.  A carriage return accepts the displayed amount, thus the Quoted Cost is the cost written in as the Actual Cost.  If the item has had a costing change, input the new cost for one item.  The cost should always match the item's displayed UM and PM.  If there have been prior invoices or receipts of the item the actual cost that was accepted on the last transaction is displayed above the Bin Location field.  This is to aid you in changing the cost if needed.  If the prior rec/inv cost is different than the quoted than that is probably the cost that should be entered at this field.  An up arrow ^ returns to the Qty Received prompt.  The original default quantity received redisplays.  A / slash cancels the transaction and exits the item.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Quoted Cost

 

All of the price and cost fields in the Item File can have 4 digits after the decimal point.  This is useful for costs and prices for cabling and corona wire.  As an example the cost could be .0123 or 1.0123.  Because of this ability, the costs always display with 4 numbers after the decimal point.  As an example, $10.00 displays as 10.0000.  Because the majority of the prices and costs will only have 2 digits after the decimal point, PO Receipts is able to recognize entry of the number without a decimal point and the extra 2 decimal positions and convert to the 4 decimal point display.  Note, you may enter the decimal points if desired but it is not necessary.  As an example, to enter $10.00 as the cost, entering 1000 or 10.00 is automatically changed to 10.0000.  To enter 50 cents as the cost enter 50 or .50 and that displays as .5000.  This is to save the operator time, not having to enter decimal points.  However, if more than 2 digits, after the decimal point, is desired than you must enter the decimal point.  As an example the cost is .0150 or one and a half cents.  Than you must enter the cost in PO Receipts as .0150 or .015 and the cost is displayed as .0150.  If 0150 was input without the decimal point the resulting figure is 1.5000 not the .0150 that was desired.  Thus the rule is, if a price or cost only needs two decimal positions than do not enter a decimal point or the extra two decimal positions.  If a price or cost does need 3 or 4 decimal positions than a decimal point must be entered. 

 

Following are some examples.  The entry column is how the number should be keyed in.  The result column is how the number is displayed in PO Receipts.

 

Desired Amount                                         Entry                                      Result

$1000.00                                                       100000                                   1000.0000

$51.25                                                            5125                                       51.2500

$.0123                                                            .0123                                      .0123

$.10                                                                10                                            .1000

$.1234                                                            .1234                                      .1234

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Quoted Cost

 

In order to allow a four decimal position number, there is a limit on the highest number that can be entered in the cost field.  This number is 200000.00 or Two Hundred Thousand Dollars.  Note, this is not extended cost just unit or for a quantity of one.  If an attempt is made to enter a number larger than 200000.00, the prompt Number Can Not Be Greater Than 200,000.0000 appears.  The cursor returns for re-input.

 

 

If an attempt is made to enter a number that has more than 4 decimal positions, the prompt There Can Only Be 4 Decimal Positions appears.  The cursor returns for re-input.

 

Whatever cost is accepted at this field also updates cost in other files. . This is the cost that is used for the Item File's last cost field and is used to recalculate average cost.  This is also the received cost used for the Stock Activity Inventory and PO Stocking Reports.  This cost also updates the Vendor Item File if one exists.  If the item is a serial numbered item this cost is the default cost for the Serial File cost that will be updated when inputting the received serial numbers.  The extended cost (quantity received times the accepted cost) displays after input of the cost.  Note, the extended cost is always rounded to two decimal positions.  After entering the cost, the heading on the screen of Quoted Cost is changed to Received Cost.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Quoted Cost

 

When calculating the new average and last cost whatever is the POs pack multiple and cost is converted to match the Item Files PM and cost.  Thus the Item Files PM and the PM that was entered on the purchase order, are compared.  If they are different a calculation is made to convert the received quantity and POs pack multiple and received cost to the Item Files pack multiple.  The calculation is as follows.

 

To convert the Quantity Received - PO PM X Qty Received/Item Files PM

To convert the Received Cost - (Rec. Cost /PO PM) X Item PM

 

As an example, an item has an Item File PM of 2.  The PM on the PO, which is the Vendors pack multiple, is 1.  A quantity of 5 is received.  The received cost is 8.00.  The calculation is as follows.

 

Quantity Received = 1 X 5 = 5/2 = 2.5 = 2.

Received Cost = 8.00/1 = 8.00 X 2 = 16.00.  This is also the new last cost or the inputted unit cost.

 

These figures are than used in the calculation of average cost.  The formula for average cost is as follows.

 

A = Quantity Received X Inputted Unit Cost

B = Existing On Hand Amounts (In All Warehouses) X Old Average Cost

       Note, if a item has broken pack quantities or units on hand these are not counted.

C = A + B

New Average Cost = C/Total Quantity  (Total Quantity = Existing + Received)

 

The above sample will now be continued with the calculation of the new average cost.

The existing on hand amount is 12 and the old average cost is 16.65.  The calculation is as follows.

 

A = 2 X 16.00 = 32.00

B = 12 X 16.65 = 199.80

C = 32.00 + 199.80 = 231.80  Total Qty = 2 + 12 = 14

New Average Cost = 231.80/14 = 16.557 = 16.56

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

Another example of the calculation of average and last cost follows. 

 

An item has an Item File PM of 4.  The PM on the PO, which is the Vendors pack multiple, is 10.  A quantity of 4 is received.  The received cost is 14.50.  The calculation is as follows.

 

To convert the Quantity Received - PO PM X Qty Received/Item Files PM

To convert the Received Cost - (Rec. Cost /PO PM) X Item PM

 

Quantity Received = 10 X 4 = 40/4 = 10

Received Cost = 14.50/10 = 1.45 X 4 = 5.80  This is also the new last cost or the inputted unit cost.

 

These figures are than used in the calculation of average cost.  The formula for average cost is as follows.

 

A = Quantity Received X Inputted Unit Cost

B = Existing On Hand Amounts (In All Warehouses) X Old Average Cost

       Note, if a item has broken pack quantities or units on hand these are not counted.

C = A + B

New Average Cost = C/Total Quantity  (Total Quantity = Existing + Received)

 

The above sample will now be continued with the calculation of the new average cost.

The existing on hand amount is 90 and the old average cost is 5.73.  The calculation is as follows.

 

A = 10 X 5.80 = 58.00

B = 90 X 5.73 = 515.70

C = 58.00 + 515.70 = 573.70  Total Qty = 10 + 90 = 100

New Average Cost = 573.70/100 = 5.737 = 5.74

 

Items that have the same pack multiple on the PO as in the Item File will use the same calculation for average cost.  The first conversion calculation is not made.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

If the inputted received cost is only 2 decimal places the resulting average and last cost will also be two decimals as rounding will occur.  If the inputted received cost has 3 or 4 decimal positions the resulting calculation of new average and last cost will calculate the 4 decimal positions.  When the cost has more than two decimal positions the resulting figures, within the calculation of average cost, will carry through up to four decimals.  As an example, a quantity of 3 times a cost of 3.1555 equals 9.4665. 

 

When the PO has a different pack multiple than the Item File, the program always converts the quantity received to an each quantity for the updating of the on order and on hand.  Thus the calculation is PO PM X Qty Received.  All of the programs that display or print on hand and on order make a conversion to whole packs and units.  Thus in the previous examples the on hand quantity and on order quantity that is updated is 5 for the first example and 40 for the second.

 

Date Received

 

The transaction date, that was entered at the menu prompt when entering the program, displays.  This may be overridden.  If an invalid date is input, the prompt Invalid Date - Please Re-enter. appears.  The cursor returns for re-input.  The date received is used in the calculation of lead time, which is written back to the Vendor Item File if one exists.  The date received is also written into the Item or Item Warehouse File.  Warehouse 1 always updates the Item File.  Any other warehouse updates the Item Warehouse File.  This also becomes the date received in the Imwactd File, which is the file used by the PO Stocking Report and Stock Activity Inventory Report.  Entering an up arrow key  ^ to go back one space returns to the Quoted Cost field.  The original PO Quoted Cost returns as the default and the heading is changed back to Quoted Cost.  (MMDDYY)

 

Document Number

 

The Purchase Order number displays.  A carriage return accepts this as the document number.  The document number prints on the Stock Activity Inventory Report.  This may be overridden if desired. (12 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Item  (Contd)

 

If the print label per line item option was activated, additional prompts appear.

Print Label? (Y/N) Y

 

An up arrow ^ to go back one space is not allowed.  If you want labels to print for this item, enter a Y for yes or carriage return to accept the default of a Y for yes.  Enter a N for no to not print a label for this item.  When a yes is input the following prompt appears.

 

Enter Number Of Labels To Print #

 

The quantity received appears as the default.  Entering a carriage return accepts the default.  This may be overridden to whatever number of labels you desire, including a zero to print no labels.  An up arrow key ^ returns the cursor to the Print Label prompt.  Whatever is accepted is the number of labels that will be printed for the item.  Note, this number is stored by the program.  The actual labels are not printed until the individual PO is accepted and exited.  (8 Digits)

 

 

After the Document Number or label prompts are input, the item is exited and the screen that you were on when selecting the item is redisplayed. 

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Serialized Item

 

When individually selecting a serial numbered item, the same prompts as described on the preceding pages are accessed.  Operation and updating is the same.  After these prompts are entered the cursor accesses an additional screen.  Note, the item is considered a serial numbered item if a Y for yes is in field 37, Serial No., in Item File Maintenance.  This screen is for the purpose of entering the serial numbers of the item.  All of the inputted information is written into the Serial File for each individual serial number.  The prompts are repeated, allowing input of a Serial number, the same number of times as the entered quantity received.

Serial Number or N'one

 

 

An up arrow key ^ or a slash to cancel is not allowed.  Input the correct serial number.  If N for none is entered the Serial File is not updated and the cursor returns to the screen where the items are displayed.  A message Serial Record Was Not Created appears.  Note, the on hand is still updated.  (18 Alphanumeric)

 

If an attempt is made to input a serial number that already exists in the Serial File the message Serial Record Already Exists displays.  The cursor returns for re-input.  If a serial number is entered that has already been input during this PO Receipt transaction, the message Serial Number Already Entered During This Receipt displays.  The cursor returns for re-input.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Serialized Item  (Contd)

 

Machine's ID Number

 

Input an ID number if one exists.  This is stored in the Serial File.  Possible input would be to enter the PO number, or the A/P Invoice number.  Or if you are tagging each machine with a special internal number, that could be stored in this field.  Entering an ID number will write to the Serial.IX index.  This will allow the serial number to be accessed by ID number when doing a serial number search.  Note, it is not recommended to enter the serial number as the ID number.  This will cause the machine to display twice when using the serial number search.  (10 Alphanumeric)

 

Warranty Expiration Date

 

Input the machine's manufacturer's warranty expiration date.  This is written to the Serial File.  If an invalid date is input, the prompt Invalid DatePlease Re-enter appears.  The cursor returns for re-input.  If there is no manufacturers date, enter a carriage return.  A default number of days from date received to the manufacturers warranty expiration date can be stored in the Item File.  This is field 57, Mfg. Warr (Days) in Item File Maintenance.  If there is a default number in the Item File, a default manufacturers warranty expiration date is calculated and displays.  The Warranty Expiration Date is date received plus the defined number of days.  A carriage return accepts the default date.  This can be overridden to another valid date or zeroed out.  As an example, 90 days is the default number of days.  The received date is 08/12/96.  The default date is 11/10/96.  Note, weekends are included.  An up arrow key ^ to go back one space returns to the Enter Machines ID # prompt.  (MMDDYY)

 

Initial Meter Reading

 

If the initial meter reading is greater than zero input the reading.  This is stored in the Serial File.  The initial meter reading is used in the calculation of average monthly volume.  (8 Numeric)

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Serialized Item  (Contd)

 

Machine Cost

 

Whatever was accepted at the Quoted Cost prompt as the received cost displays as the default.  A carriage return accepts this as the Serial File cost.  This can be overridden if desired.  The Serial File cost is always only two decimals, thus the received cost is rounded to two decimals.  Also input of more than two decimals positions is not allowed.   Whatever cost is accepted as the machine cost is stored in the Serial File.  Inventory Valuation Reports use the Serial File cost.  When the machine is sold the Serial File cost is what is used for the sales cost of goods.  (7 Digits - No Decimals)

 

Used Machine (Y/N)

 

Input a Y for yes if this is a used machine.  Input a N for no if it is not a used machine.  A carriage return accepts the default of a N for no.  Used machine yes or no is stored in the Serial File.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Selecting an Individual Serialized Item  (Contd)

 

The prompts to enter a serial number will repeat the same number of times as the inputted quantity received.  If an N for none is input for a serial number there will be no more prompts for more serial numbers, even if there is more quantity received.  As an example, the quantity received is three.  One serial number is input and then on the second input for serial number a N for none is entered.  There will not be a prompt for a third serial number.  The on hand however is updated by the quantity of three.

If the print labels per line item feature has been activated the print labels and how many labels prompts display after entry of each serial number.

 

 

All of the label formats print the serial number.  If a N for no serial number is input a label will not be printed for that quantity.  As an example, if 2 are received but only 1 serial number is input and the option to print the one with the inputted serial number is input as yes, only 1 label is printed.

 

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

After an item is received the screen that displays the items reappears.  Some of the information that originally displayed is now changed or updated.  The following example shows two items that were individually selected and the receipt entered.