1. Purchase Order Dock Receiving
1.1. Prerequisties for PO Dock Receiver
Prerequisites Required for Entering a New RECEIVER

After activation, "Purchase Order & Dock Receiving" access for each user must be setup in the ManEx System Security module.  Users with “Supervisor Rights” will automatically have access.

Open Purchase Order

There must be an open purchase order for the receipt and the PO status MUST be "Approved".  If the PO is in "Edit" mode the PO Dock will not find receipt.

 

1.2. Introduction - PO Dock Receiver

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.)

 

 

 

1.3. Fields & Definitions for PO Dock Receiving

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.

1.4. How To ..... for PO Dock Receiver
1.4.1. Find Dock Receiver

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 Module

.

 

IF DOCK RECEIVING is DISABLED in Purchase Setup  user will receive the following message:




IF DOCK RECEIVING is ENABLED in Purchase Setup  the following screen will be displayed:

 

To Find an existing PO Dock Receiver, depress the Find record action button.  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 Docks 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.

  

If user selects ANY of the Filters and Find by All - a screen will appear listing all the PO Dock Receivers filtered by the PO Number in numerical order, along with the Supplier name, Receiver Number, date PO Dock Receiver was created and Status of PO.   


The user has the option to view the PO Dock Receiver 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.   

 		  

Once you have made your choice, the information will be displayed as follows:


 
1.4.2. Add a Dock Receiver

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 Module

.

 

IF DOCK RECEIVING is DISABLED in Purchase Setup  user will receive the following message:




IF DOCK RECEIVING is ENABLED in Purchase Setup  the following screen will be displayed:

 

 To add a new receiving record, depress the Add action button.  User will be prompted for their password.  The following selection screen will be displayed. 

Select the desired Find: by selecting the appropriate radio button -  PO No., Supplier, All, Inventory Part No., Inventory Mfgr Part No., MRO Part No., MRO Mfgr Part No., MRO Description.  

Enter the information into the red box, depress the Enter key and the information will populate the screen. 

The user may exit the selection screen without a selection by selecting the Cancel button.

  

If user selects  ALL, the following screen will appear:

Enter the PO number into the red box or highlight the PO Number of choice and double click.The PO information will populate the screen.

  

The purchase order selected will populate the Dock Receiving screen, as displayed:
 

Enter the Supplier’s Packing List Number into the red box. Fill in the Received Qty column.  (The qty entered in this field will have to either be accepted or rejected when completing the PO Receiver, user will not be allowed to create a PO receiver for only a Partial of this qty).  

 
Depress the Save changes action button.
 
 
If the "Shortage" button is RED that reminds the user that there are shortages for this part.  Depress the "Shortage" button and a screen will be displayed listing the shortage's for this specific part. 
 
 
 
User will receive the following warning if the qty received is larger than the PO balance.

Users 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.

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.   Note:  A negative qty will appear in the balance column on the PO when an overage has been received.
User will receive the following warning if  one or more of the items on the receipt is before the PO due date and the early tolerance time allowed in the  Purchase Setup screen. 

Note:   This warning will only display the item # of the first item found that the receipt is before the PO due date.  It will not display other item #'s' that have early deliveries on the same PO Dock receiver.  Depress OK to continue.  

Note: Users must have special access in order to receive early shipments. There is a checkbox to allow eary shipments within Security/User Rights for PO Receiving.  If user does NOT have these rights, they will NOT be able to continue.

Users that have the special access to receive early shipments or users with Supervisor rights will receive this reminder message if the receipt is before the PO due date and the early tolerance time allowed the  Purchase Setup screen.


The Complete PO Dock Receiving Screen will look like this:
 
 
 
1.4.3. Editing a Dock Receiver

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. 

 
  
 
 
 
 
 
 
 
1.5. Reports - PO Dock Receiving

To obtain the AP Aging Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477.


Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.   


Select the Report Type:  PO DOCK - A List of Reports will be displayed that are available on the Web for PO DOCK



To obtain the PO Dock Receiving reports, select the Print button from the ManEx action buttons at the top of the screen.



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

Highlight the desired report and then depress the OK button.


If you select the Purchase Order Receipt Inspection Work Sheet report, or Purchase Order Receipt Inspection Work Sheet with Requester report highlight that report. Depress the OK button. This screen appears:

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:

 

If you select the Open PO Dock Receiving Report, the following additional window will display at the bottom of the screen:

Select detail either by PO Number or by Received Date.

Depress the OK button.
 

The following is printed:
 
 

 

1.6. FAQs for PO Dock Receiver
Facts & Questions for the PO Receiving & DMR Module