Receiving is the next step after creating and submitting a Purchase Order.  

In System setup/Purchase Setup it gives the user the option to use PO Dock Receiving.  If this box is checked, the purchases are received at the dock requiring the user to complete a   PO Dock Receiving record, listing the supplier’s packing list number and the quantities per that packing list.  An inspection report is printed.  The purchases are inspected and counted.  (If this box is left unchecked the user can skip the PO Dock Receiving step and go directly to the Purchase Order Receiving & Inspection record.

The user then is required to complete a PO Receiving & Inspection record. This module has a provision for rejected purchases.

For rejected materials, ManEx provides for a PO DMR (Discrepant Materials Receipt) module. The Discrepant Material Receiver is used to receive material which  does not meet the specifications for the purchased part or purchase order.  This module allows for review by the Materials Review Board.  Then, if not acceptable, the material may be returned to the supplier.  The user may reject in the Purchase & Receiving Management module OR may return an item From Inventory.  If an item is returned From Inventory, and the PO has been reconciled, a Debit Memo forwards into Accounting along with the appropriate journal entry. 

For the Highlighted Line Item:

Due Date	The date the item was due to the user’s dock.
Balance	The un-received balance of the order.
Accept Qty	The quantity accepted in Purchase Order Receiving.
Reject Qty	The quantity rejected which will be placed in the Material Review Board warehouse.
Distribute To	This is classification of the distribution of the item when received, either to regular Inventory Receiving or  to Allocate to a specific Work Order or Project.
Requestor	On MRO and Services Purchase Orders, the name of the requestor is indicated.
N/A	For future use.
WO Number	The number of the Work Order for which the item was purchased.
Warehouse	The name of the warehouse where the accepted quantity will be placed.
Location	The specific location within the warehouse.
Note	Schedule notes pertaining to that specific item and scheduled date.
Material Type	The material type listed is at the AVL level
Inspection Required	This will be visible ONLY when selected in the Inventory module.  Check box when complete.  If box is NOT checked user will NOT be able to save record.
Certificate Required	This will be visible ONLY when selected in the Inventory and/or PO module.  Check box when complete.  If box is NOT checked user will NOT be able to save.
First Article Required	This will be visible ONLY when selected in the Inventory module.  Check box when complete.  If box is NOT checked user will NOT be able to save record.
	Enter any special notes pertaining to the 1st article.
Lot Code	Lot Code number assigned to part.
Exp. Date	Expiration date of Lot Code.
Reference	User assigned number or code for reference
Lot Qty	Qty of parts lot includes.
Reject Qty	Qty of parts rejected out of lot.
Serial Number	Serial numbers assigned to parts.
Reject	Check box if that serial number is being rejected.
Insp Exception Note	This information is displayed as reference information for processing the Receipts through the system.
Insp Excep Doc.	This information is displayed as reference information for processing the Receipts through the system.

Directive Buttons:

The Item Inspection Note screen will be editable in the Add/Edit mode within the PO Receiving module (not editable when in view mode).  This button will turn Red when information has been entered.  The information added in the PO Receiving module will also be viewable in the Purchase Order module.

	If this button is displayed in Red related documents have been attached to this item in the ICM module and may be viewed by depressing the "View Inventory Item Related Documentation" button.  For further detail see Article #2396.
	Depress this button to view Item Master Notes for that specific part.  If there are Item Master Notes the button will be Red.
	Depress this button to view PO Item notes entered in the Purchase Order.  If there are PO Item notes the button will be Red.
	Depress this button to view PO notes entered in the Purchase Order.  If there are PO notes the button will be Red.
	Depressing this button will bring up the following screen. If shortages exist for the current line item the button will be Red.  For further detail see Article #105 .

The system shows all the shortages for the part that is received, if:

1. the WO is not closed or cancelled 
2. the WO balance is more than 0
3. the kit line "Ignore Kit" flag is not on
4. the Kit status is "Released"

It is up to the user to decide which receipt has to be applied to which shortage.

Work Order Shortage List field definitions:

Work Order Due Date	The date the Work Order was due to be completed and ready to ship.
Work Order Number	The number of the Work Order.
Customer	The name of the customer listed on the Work Order.
Product Number	The Product number listed on the Work Order.
Revision	The revision listed on the Work Order.
Shortage Quantity	The amount of the Work Order shortage.
Qty Issued	The quantity issued to the Work Order shortage. System does not allow you to issue quantities greater than the shortage quantity.  For more detail see Article #2479.
Balance	The balance of the shortage after issuing parts to WO.
Approved	This will be checked if the AVL that you are receiving is an approved AVL for that shortage.  This will give the users the needed information on screen to make the decision to use or not use a non-approved AVL to fulfill a shortage.

Incoming Receipts field definitions:

PO REC Due Date	The date the Purchase Order Receiving was completed.
Available Qty	The quantity accepted within Purchase Order Receiving.
Warehouse	The name of the warehouse where the accepted quantity will be placed.
Location	The specific location within the warehouse.
Part Mfgr	The manufacturer for the part.
MPN	The manufacturer part number.
Allocated To	If the parts have been allocated to a WO or project when PO was created.
Requestor	On MRO and Services Purchase Orders, the name of the requestor is indicated.
Lot Code	Lot Code number assigned to part.
Exp Date	Expiration date of Lot Code.
Reference	User assigned number or code for reference

Highlight WO Shortage and drag Incoming Receipt here to issue field defintions:

Work Order	The number of the Work Order.
PO Rec Due Date	The date the Purchase Order Receiving was completed.
Warehouse	The name of the warehouse where the accepted quantity will be placed.
Location	The specific location within the warehouse.
Part Mfgr	The manufacturer for the part.
MPN	The manufacturer part number.
Qty Issued	The quantity issued to Work Order Shortage
Lot Code	Lot Code number assigned to part.
Exp Date	Expiration date of Lot Code.
Reference	User assigned number or code for reference

 

Depress the Inventory Mgt/Purchase Order Receiving & DMR/Purchase & Receiving Management module

The following screen will appear:

1. Pressing the Find action button at the top of the main screen displays the following sequences: This allows the user to search by Purchase Order Number, Supplier, or Receiver Number.

2a. If the user selects to find by Purchase Order Number, a screen is presented listing all orders placed. Type the PO number into the red box or highlight the PO Number of choice and double click.The PO information will populate the screen.
2b. If the user selects to find by Supplier, a screen is presented listing all of the suppliers with all orders placed. Type the supplier into the red box or highlight the supplier of choice and double click.The PO information will populate the screen.
2c. If the user selects to find by Receiver Number, a screen is presented listing all of the receiver numbers with all orders placed. Type the receiver number into the red box or highlight the receiver number of choice and double click.The PO information will populate the screen.

3. The found information will populate the screen, as follows:

If system is setup for Dock Receiving follow a.  If system is setup for Inventory receiving ONLY follow b. 

1. 1. Print out the  Purchase Order Receipt Inspection Worksheet.
   2. You will go directly to step 3. 
2. Inspect the shipment received. 
3. Add a record.
4. The user will be prompted for the password. 
5. Find  a Purchase Order 
6. If Supplier Packing List Number is not already entered, enter it now.
7. Select the part to receive.
8. Enter the quantity accepted and/or rejected and reject reasons.  (When using the PO Dock, user has to either accept the entire Dock qty or reject the balance.  User can not accept only a partial PO Dock qty).   Note: Users must have special access in order to receive overages, receive early shipments,and/or receive banned MPNs.  There is a checkbox to allow user to receive overages, receive early shipments, and/or receive banned MPSs, within Security/User Rights for PO Receiving.   

    

   User will receive the following warning if the number of parts received is higher than the qty ordered. The overage is applied to the entire PO order qty - it does NOT go down to the schedule level.  Example:  If you have an order qty of 100 and an allowed overage of 5% the system will allow you to receive in a total overage of 105.  But if you have only scheduled a qty of 25 and go to receive in qty of 30 the system will allow you to do so, because it has not met the order overage yet.  Note:  A negative qty will appear in the balance column on the PO when an overage has been received. Note:  User must have special access in order to receive overages.   There is a checkbox to allow overages within Security/User Rights for PO Receiving.  If user does NOT have these rights, they will NOT be able to continue.

   User will receive the following warning if the receipt is before the PO due date and the early tolerance time allowed in the  Purchase Setup screen.  Note: Users must have special access in order to receive early shipments. There is a checkbox to allow early shipments within Security/User Rights for PO Receiving.  If user does not have these rights, they will NOT be able to continue.

    

    

9. If the “Allow auto creating location at receiving” box is checked in Inventory Control, AVL level & Warehouse Setup, this will allow the user to add or edit the location at time of receipt. User may also select an existing warehouse at receiving instead of having to create one before receiving.   For further information on the "Allow auto creating location at receiving" see Inventory Control & Warehouse setup.  If the Inspection Required, Certificate Required, and/or the First Article Required is setup in the Inventory Control Management module,   these boxes will be displayed in Red and the "DONE" boxes must be checked to continue the receiving process.  

    

10. In the system setup - Purchase Setup user can choose to allow receiver to change AVL at the receipt.   The pull down will display all the Mfgr and Mfgr PN's listed in the AVL screen in the ICM module.

11. Enter Serial Number and/or Lot Information if required.

12. Issue parts directly to Work Order Shortages.

13. Save the record.

Introduction

The users can receive components that require Lot Code Only, Serial Number Only, or both Serial Number and Lot Code, following the instructions listed below.  A part that requires a Lot Coded is setup in the Inventory Part Class set-up module.  A part that requires Serial numbers is set-up in Inventory Control Module.

1. Fill in accepted item quanitity as instructed in the Add a PO Receiving Inspection Record.
2. Depress the Add button next to the Lot Code section.

3. Type in the Lot Code. The expiration date, reference date and quantity will automatically update, (if the part class/type setup is set to auto update expiration date and reference for the lot code).   In order for a Lot Code to be unique, the system looks at four fields for comparison.  They are Lot Code, Reference, and PO Number.  So while a batch may have the same Lot Code as another batch, if it arrives in a different PO, the it will be classified as a different lot.  The expiration date is optional and is not required when creating a new lot.

   

4. Serial numbers will have to be assigned only if a part has the serial number box checked in the inventory module.
   1. Select either single or range.
   2. Enter the serial number in the red box and depress enter.
   3. The serial numbers will automatically update. (Serial numbers may or may not have lot codes).

       

Highlight the line item of interest on the PO Receiving and Inspection screen.

Depress the Work Order Shortage List and Issue button.

Highlight the work order shortage at top of screen. 

Drag Available Qty located in the middle of your screen under Incoming Receipt.

System will not allow user to issue quantities greater than the shortage quantity.  See Article #2479 for further detail.

The following messge will be displayed if user issues a quantity greater than the shortage quantity. 



NOTE:  If a user has the Work Order Checklist feature active and tries to use the PO Receiving shortage and issues feature within the PO Receiving, it will not recognize the shortages until the kit has been flagged as "Kit Complete".  It is designed this way because the user will not know if the parts are short until the kit is completed. 

You may have parts in the inventory and have not pulled them to the kit yet.  If you allow seeing the shortage (which may not be a shortage because parts are not pulled yet) from the PO receiving, the receiver may be trained to automatically issue to the shortages first, but it may not be a shortage because parts have not been pulled from inventory, so how would they know if it is a real shortage or just not pulled from inventory yet.

 

1. Highlight the PO item number located in the middle section of the PO Receiving and Inspection screen.
2. Type in the accepted quantity (if any).
3. Place the cursor in the next box (rej qty) and type in the rejected quantity.
4. Select a reject reason from the pull down in the top section of the screen.
5. If lot coded type in the accepted qty and rejected qty in the lot code screen.
6. If serial numbers are required check the serial numbers that have been rejected.
7. Continue this process until all items are either accepted or rejected.

   

8. Depress the Save button.   
9. If all items on the Purchase Order have been received it will be marked "CLOSED". 

1. If the Purchase Order has been processed through accounting:
   1. Transfer the discrepant material into the MRB (materials review board) warehouse via Inventory Handling.
   2. Enter the PO DMR module (discrepant material return).
   3. Add from Inventory. (This is called an INVENTORY DMR).
2. If the user has already pulled the kit associated with the part to be returned to the supplier.
   1.  Enter the Kitting module.
   2. Find the work order.
   3. Depress the Utility tab and depress the De Kit button.  This process will return the part into the inventory warehouse. (Please refer to the Kitting & Shortage Mgmt module).

Introduction

After the user has accepted all of the items on a Closed Purchase Order and then subsequently it’s discovered that the material received is discrepant, do the following if Accounting hasn’t already processed the Supplier’s Invoice for payment:

1. Enter the Purchase and Receiving Managment Module.
2. Find the closed PO, using the Find a Purchase Order.
3. Depress the Edit button.
4. Type in your password.
5. Highlight the discrepant Part Number Line Item in the top section of the screen.
6. In the middle section of the screen, enter the revised accepted quantity, and the rejected quantity.
7. Go back up to the top section of the screen and select a reject reason.
8. If there is Lot Code Tracking involved, also adjust the Lot accepted quantity and rejected quantity, and check the serial numbers that have been rejected.
9. Depress the Save button.

Select the appropriate radio for the output format you desire: Screen, Printer, XL File, TXT File, or PDF. Highlight the desired report and then depress the Option tab if applicable.

MATERIAL RECEIPT LABELS For the PO Receiving Material Receipt Labels, you can choose between the Avery label #5163 (laser Sheet 4x2) or the Zebra Printer.   Select PO Status - Open or Closed.  Select to pick PO # from List or Enter Single PO #.  Select the PO from the pull down. Depress the GO button.

The information will automatically fill in.  Enter the quantity of labels needed for each item.   Note:  The Mfgr and Mfgr PN info is being pulled from the PO Module and not the Receiving Module. Depress the OK button.

MATERIAL RECEIPT TRAVELER REPORT For the Material Receipt Traveler report, highlight that report. Go  to the Options screen, select the PO Items Type from the pull down screen.  Depress the OK button.

The following is printed.

MATERIAL RECEIPT HISTORY FOR ONE PART REPORT  For the Material Receipt History for One Part report, highlight that report. Go to the Options screen.  Enter the part number.  Enter the desired date range.  To clear the selection, check the Clear Selection box and re-enter the desired date range.   Check the box to Suppress leading "0" when printing serial numbers. Depress the OK button.

The following is printed:

MATERIAL RECEIPT HISTORY REPORT FOR ALL PARTS For the Material Receipt History Report for ALL Parts, highlight that report and make the appropriate selection at the bottom of the screen, By Part Number, By Warehouse or By Supplier. Go to the Options tab.  Enter the desired date range.  To clear the selection, check the Clear Selection box and re-enter the desired date range.   Check the box to Suppress leading "0" when printing serial numbers. Depress the OK button.

The following is printed:

PURCHASE ORDER RECEIPT INSPECTION WORKSHEET or PURCHASE ORDER RECEIPT INSPECTION WORKSHEET with REQUESTER For the Purchase Order Receipt Inspection Work Sheet, or Purchase Order Receipt Inspection Work Sheet with Requester, highlight that report. Go to the Options tab. Highlight the Purchase Order and depress the > button.  If you want all of the Purchase Orders listed, depress the >> button. Depress the OK button.

The following is printed:

Material Receipt History Report for PO For the Material Receipt History Report for PO, highlight that report. Go to the option tab. Choose Single PO or PO received in given Date Range by selecting the radial.  Enter date range.   Check the box to Suppress leading "0" when printing serial numbers.   The Project/Work Order Allocation information will be displayed on the report. NOTE: The report has to pull the allocation information from the Purchase Order Item Schedule, if the item schedule allocation is modified after receipts have already been made against this item, the report will also change to display what is currently assigned for allocation, not what they were received into the system as. Depress the OK button.

The following will print: