In Purchasing 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 PO Receiving and Inspection record.)

Fields & Definitions

Supplier Name	The Name of the supplier.
PO Number	The Purchase Order Number.
Supplier PL No	The Supplier’s Packing List number.
Receiver No	The user’s receiver number.
	Clicking on this button will bring up a screen listing any shortages for the part number highlighted.  If there are no shortages for this part a message will appear informing user that there are no shortages for this part.
Item	The item number per the Purchase Order.
Part Number	The number the user has assigned to the part.
Rev	The revision number related to the Part Number.
Balance Qty	The un-received quantity portion of the item.
Recv Qty	The quantity received per PO Dock Receiving.  See Article #1240 for more detail on why the system will not allow user to enter in a fraction of a number, and an alternative.  Note: Users must have special access in order to receive overages,  There is a checkbox to allow overages within Security/User Rights for PO Receiving.  Note: 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 recieve in qty of 30 the system will allow you to do so, because it has not met the order overage yet.
Part Class	The classification to which the part number belongs.
Part Type	The type within the class to which the part number belongs.
Description	The description of the Part Number.
Insp	Displays whether Inspection is required as set up in the Inventory Control Management module.
Cert	Displays whether Certificates are required per the Inventory Control Managment module.
Part Mfgr	The name of the manufacturer for listed part.
MPN (Mfgr Part No)	The manufacturers part number for listed part.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Inventory Management/Purchase Order Receiving & DMR/Purchase Order Dock Receiving

 

The Following screen will be displayed:

 

The user may edit the Dock Receiving record as long as a related PO Receiving has NOT been done.

1. Find  Dock Receiver.
2. Depress the Edit action button.
3. You’ll be prompted for your password.
4. User may edit the supplier's Packing List Number or the quantity received. The system does allow you to receive more then the PO quantity/Overage.   Note: Users must have special access in order to receive overages,  there is a checkbox to allow overages within Security/User Rights for PO Receiving. 
5. Depress the Save changes action button.

If you try to receive more than the PO quantity, you’ll receive the following warning message:

If you enter YES and depress the Save action button (and if you have exceeded the overage percentage from the Purchase Setup and\or PO line item) you will receive the following warning message.  Note: 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 recieve in qty of 30 the system will allow you to do so, because it has not met the order overage yet.

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

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Inventory Management/Purchase Order Receiving & DMR/Purchase & Receiving Management module

The following screen will be displayed:

1. To Find an existing PO Dock Receivier, depress the Find action button at the top of the main screen and the following selection screen will be displayed.    Select the desired Filter: by selecting the appropriate radio button - Open Receivers, Closed Receivers, or All. Select the desired Find: by selecting the appropriate radio button - PO No., Supplier, Receiver No., Inventory Part No., Inventory Mfgr Part No., All, MRO Part No., MRO Mfgr Part No., or MRO Description. Enter the information into the red box, depress the Enter key and the information will populate the screen.    If you do not know the exact number, Customer, etc you may enter in a partial number, letter, etc, then once you depress the enter key the system will pull up the matching record onto the screen or a list of all PO Receiving records that contain the partial number, letter, etc. entered, to select from. The user may exit the selection screen without a selection by selecting the Cancel button.

2.  If the user selects to find by ALL, the screen displayed will be shown listing all the PO Number's in numerical order, along with the Supplier name, and Receiver Number.    The user has the option to view the PO Receiving Recordr by either entering the Purchase Order number into the red box, or scrolling down the list, highlighting the desired record and double click on it.

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

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Inventory Management, Purchase Order Receiving & DMR, Purchase Receiving Management

The following screen will be displayed:

 

If system is setup for Dock Receiving a PO Dock receiver MUST be created before the PO will be available. 

1. Add a record.
2. The user will be prompted for the password. 
3. Find  a Purchase Order 
4. If Supplier Packing List Number is NOT already entered, enter it now.
5. Select the part to receive.
6. 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.

    

    

7. 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.  

    

8. 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.

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

10. Issue parts directly to Work Order Shortages.

11. 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 Type 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.

The following reports screen will display a list of reports that are available on the ManEx Desktop:  

MATERIAL RECEIPT LABELS  - Prints labels for receipt by part no, desc, whse locn, qty     

For the PO Receiving Material Receipt Labels, you can choose between the Avery label #5163 (laser Sheet 4x2) or the Zebra Printer   Depress the OK button.
Enter in a Purchase Order number.    Depress the OK button.   The information will automatically fill in. All labels will be displayed on screen, if users desire they can then determine which labels they want and using the printing dialog box select the label to print and/or the number of labels.   Note: The Mfgr and Mfgr PN info is being pulled from the PO Module and not the Receiving Module.

MATERIAL RECEIPT TRAVELER REPORT - This report will display requestor, par no, PO #, accept qty, receiver #                                                                                                                                                                                                        

For the Material Receipt Traveler report, highlight that report. Depress the OK button and the following report will be displayed.    Note:  This report will now display ALL receipt records that have been created and not yet printed on this report.  Records will only display once, as soon as you run this report the field IS_PRINTED will be flagged within the tables and the records will no longer display on this report again.

MATERIAL RECEIPT HISTORY FOR ONE PART REPORT - This report will display PO#, Supplier, requestor, date,  recd qty, rej qty      

For the Material Receipt History for One Part report, highlight that report. Depress the OK button Enter the part number and revison (if applicable) within the Single Quotes. Enter the desired date range.     Select 'Yes' or 'No' to Suppress leading "0" when printing serial numbers. Depress the OK button.

The following is printed:

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. Depress the OK button.

The following screen will be displayed. Enter the desired date range.    Select 'Yes' or 'No' to Suppress leading "0" when printing serial numbers. Depress the OK button.     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.   If a Serial Number has been rejected "Rejected" will be displayed on the report to the right of the serial number.  If a Lot Coded part has a reject qty it will display the Lot Code information on the receipt that had the items rejected.

The following is printed:

For the Purchase Order Receipt Inspection Work Sheet, or Purchase Order Receipt Inspection Work Sheet with Requester, highlight that report. Depress the OK button. Select a Purchase Order from the list by highlighting it then 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 -  This report displays the Item #, type, date, qty rec'd,. price, total $   

For the Material Receipt History Report for PO, highlight that report. Depress the OK button.   Enter a Purchase Order number. Enter a Date Range.   Enter 'Yes' or 'No' to Suppress leading "0" when printing serial numbers.   Depress the OK button.   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.   If a Serial Number has been rejected "Rejected" will be displayed on the report to the right of the serial number. If a Lot Coded part has a reject qty it will display the Lot Code information on the receipt that had the items rejected.

The following will print:

Discrepant Material Return is used to return material which is different than what was ordered, received late, over shipment, damaged, etc.

There are two ways to return discrepant materials.

1.                    The discrepancy is discovered in PO Inspection/Acceptance Receiving and rejected there.

2.                    The discrepancy is discovered after the Inventory has been placed into stock.  This module allows for review by the Materials Review Board.  Then, if not acceptable, the material may be returned to the supplier.  Once the DMR (discrepant material return) is created, information regarding the return is forwarded into Accounting where a Debit Memo and the accompanying accounting journal entry is created.

Once the Discrepant Material is added, the user may print out a DMR (discrepant material return) Packing List.

In Defect Code Entry we allow users to move product into FGI, when a part is transferred to FGI, the program will compare the total cost of components with the "material cost" of the assembly, then create the configuration variance. In addition to that, the system will create additional 4 records for "Labor", "Overhead", "Other Costs" and "User Defined" costs.

Fields & Definitions

Return Items tab field definitions

Field & Definitions

This procedure is used after accounting has Reconciled the Purchase Order.  If accounting has NOT yet reconciled the purchase order, see  Rejecting Items if Accounting hasn't Processed the Invoice.

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Inventory Management / Purchase Order Receiving & DMR (discrepant material return) / PO DMR (discrepant material return).

 

The following screen will be displayed:

 

 

Depress the  Add button and user will be prompt for a password.

The following screen will be displayed:

Enter in the Part Number and depress the OK button.  The following screen will appear (If there is more than one Purchase Order involved it will list them all)     



Highlight the Purchase Order of Choice, Depress the OK button. Information regarding that part number for the Purchase Order selected will display:

 

Enter in the returned qty in the "Return Qty" field, enter in the RMA number in the "RMA # field" and enter in your name, initials, etc in the "Confirm By" field.

 

 


Depress the Save button.  The following screen will be displayed:

 

 

 

Once the DMR (discrepant material return) has been added and saved, a Debit Memo will be created, if an AP invoice exists (in order for a AP Invoice to exist you have to have reconciled the PO and transferred it to AP).   If Debit memo numbering is manual, the user will be prompted for the number.  Additionally, the corresponding entry will be created and the balance in the Accounts Payable Aging will adjust as soon as the Debit Memo is printed.   If a PO DMR is created for parts "From Inventory" and the PO has NOT been reconciled and Transferred to AP the qty rejected will be put back on the PO. 

 

 

The following message will be displayed and the system will NOT be able to create a DMR from Inventory for a part that has been changed from being a Lot-Coded part to a Non-Lot Coded part or visa-versa after PO Receipt has been created.  

 

 

 

User should change lot code tracking status with caution.  If a part has lot code history and the lot code tracking is de-activated the entire lot code history is wiped out.

1.         

 

If accounting HAS reconciled the PO but HAS NOT transferred the reconciled invoice into AP Aging, the following message will appear:

 

 

If the invoice happens to be in a Saved Check batch the following warning will be displayed:

 

 

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Inventory Mgt / Purchase Order Receiving & DMR (discrepant material return) / PO DMR (discrepant material return).

The following screen will be displayed: