Entering a Receiving

A receiving is entered using the Receiving option.  

How to enter a receiving:

Selecting a purchase order to receive:

1. Select the Receiving menu.

2. The Receiving screen displays, and by default, shows all the purchase orders (entered by all users) with an outstanding balance. If desired, change the filters to modify the purchase orders listed on the screen.

   Tip:  If needed, click the Outstanding Balance Only field to toggle it off to see all the purchase orders entered in the last six months (by default), including those without an outstanding balance.

   Note: If the user is assigned to one or more ship to addresses (in the User Security option), only the purchase orders tied to the designated ship to addresses appear and can be received.

3. Click the View/Edit link to the right of the purchase order for which to enter a receiving, or double-click on the purchase order.

4. The selected purchase order displays.

5. Enter the date to use as the default for when the items were received in the Received Date field located in the top left section of the screen.

6. In the Details section, the purchase order detail lines that had the Print on Purchase Order field selected display, including those with or without an outstanding balance. If desired, to view only the detail lines with an outstanding balance, change the filters.

Completing the receiving information:

7. Click the caret to the left of a detail line to expand the record.

   Tip: If applicable, the receiving lines previously entered for the line item appear. The receiving lines entered by different users and those that have been invoiced will be disabled and cannot be changed.

8. To enter a receiving for the detail line, complete the information in the blank line:

   Tip:  To receive all the detail lines at once if the purchase order is received in full, click the Process All Details as Received and Final button; receiving lines will automatically be added with Final as the status and for the applicable quantity for each detail line that does not already have a receiving with Final or Cancelled as the status.

   • In the Status field, enter the appropriate status:

     • Incomplete - If only part of the line item was received and the rest is still expected.

     • Final - If the line item was received in full.

     • Cancelled - If the line item was cancelled and will not be received.

   • Enter the number for the quantity received (or cancelled) for the line item in the Received Quantity field.

     Tip: For organizations with Fixed Asset Inventory, if the amount of the line item for the receiving is equal to or greater than the amount entered in the Minimum Inventory Amount field in the Accounts Payable System File (if applicable), a warning message briefly appears at the top of the screen if the Asset field is not yet completed.

   • If desired, enter any additional information to track for the receiving for the line item (and display when invoicing the purchase order) in the Comments field.

   • Enter the date the items on the detail line were received in the Received Date field. The date entered as the default at the top of the screen appears, but can be changed.

   • The Received By field will automatically display the name of the user entering the receiving and cannot be changed.

   • The Invoice Number field is disabled and will be updated once the receiving detail line on the purchase order has been invoiced (the invoice saved).

   • For organizations with Fixed Asset Inventory, to track the line item as an asset to be added (using the Add New Assets option), click in the Assets field; then on the Receiving Assets screen, enter the asset information and click the Close button when finished. To enter the asset information, complete the following:

     • Enter a unique tag number (ID number) for the asset in the Asset Tag field, or leave the field blank to assign the tag number once the asset is added in Fixed Asset Inventory.

     • Enter the description for the asset in the Asset Description field. The description for the detail line item appears as the default but can be changed.

       Tip:  To optimize sorting on reports, be sure to enter all descriptions consistently. For example, use the following descriptions to have all tables grouped together on reports:

       • "Table, cafeteria with benches, 10 foot" for a 10-foot cafeteria table with benches

       • "Table, conference, boat-shaped, 15 foot" for a 15-foot boat-shaped conference table

       • "Table, folding, 6 foot" for a 6-foot folding table

     • Enter the serial number of the asset in the Serial Number field, if applicable.

     • Enter the name of the manufacturer for the asset in the Manufacturer field, if known.

     • Enter the model number of the asset in the Model Number field, if applicable.

     • Enter the date the asset was purchased in the Purchase Date field. The date entered in the Received Date field for the line item appears by default, but can be changed.

     • Select the Purchased New field if the asset was purchased new; otherwise, unselect the field if the asset was previously used when purchased.

     • Enter the number for the quantity of the asset in the Quantity field. The number entered as the Quantity Received for the line item (except rounded to 2 decimal places) will appear as the default, but can be changed.

     • Enter the purchase cost of the asset in the Unit Cost field (if entering multiple assets with only one asset tag number, be sure to enter the unit cost rather than the total cost). The number entered as the Unit Price on the purchase order for the line item (except rounded to 2 decimal places) will appear as the default in the Unit Cost field, but can be changed. If there is not a Unit Price on the purchase order, but there is a Purchase Order Detail Quantity, then it defaults the Purchase Order Detail Amount divided by the Purchase Order Detail Quantity as the Unit Cost; otherwise, if there is neither a Unit Price nor a Purchase Order Detail Quantity, it defaults the Purchase Order Detail Amount as the Unit Cost.

     • Enter the owner of the asset in the Owner field, if desired.

     • Enter the department for which the asset is located or associated with in the Department field, if desired.  

     • Enter the room where the asset will be located in the Room field, or leave the field blank to assign the location once the asset is added in Fixed Asset Inventory.

     • Enter the condition of the asset in the Condition field, if desired.

     • Click the Close button.

     Note: By completing the Receiving Asset screen, when the purchase order is invoiced and the batch posted, the item will post to a pending file and then can be added to a batch within the Add New Assets option in Fixed Asset Inventory (using the View Accounts Payable Assets option).

     Tip:  If applicable, multiple assets can be entered for one detail line by repeating these steps. If needed, to delete an asset record, click the Delete button to the right of the desired line, and then click the Delete button when prompted.

9. If needed, repeat Step 8 to enter a receiving for additional detail lines for the selected purchase order.

Saving a receiving:

10. After all the receiving lines have been entered for the purchase order, click the Save button.

    Note:  If designated to do so in the Email Manager option, a receiving notification email will be sent at this time to the designated user. If a notification email did not go through, an error will be tracked in the Activity Log option (on the System Log tab) and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.

    Tip:  A notification email is not sent if the only changes made were to update the Receiving Status to Cancelled for one or more purchase order lines.

11. Click the X to close the entry screen.

12. Once all the receivings have been entered, print a listing if desired (if the user has rights to do so).

    Tip:  Print the Receiving Report-Detail or Receiving Report-Summary to view a listing of the receivings; if desired, to only print the receivings just entered, complete the Received by User ID and Received Date parameters. Print the Asset Details Report for Receiving to print the detail information for the line items tracked as assets for posting to Fixed Asset Inventory.