Use this screen to enter receipt information about items received against an existing purchase order. Receipts for subcontract POs are not allowed.
Enter a purchase order receipt ID containing up to 10 alphanumeric characters. This field is required and will be used throughout the system to identify the receipt. For non-Inventory users, if the Auto-Assign Receipt IDs checkbox is selected in the Receiving Settings screen, this field will be assigned when the record is saved. If you use Costpoint Inventory, auto-assign is determined in the Transaction IDs subtask of the Warehouses screen. The ID in this field cannot begin with a space.
Enter the date of the receipt. The system date will default but can be changed if necessary.
Enter a valid employee ID. This field is required and the employee must exist in the Basic Employee Info screen in Costpoint Employee as an active employee.
Use the fields in this group box to enter purchase order identification information.
Enter, or use Lookup to select, a valid purchase order number. Subcontract POs will be excluded. This purchase order ID must already exist in the Enter POs screen in Costpoint Purchasing. This is a required field.
If the entered purchase order is a blanket release, enter the release number that is to be received. If this purchase order is not a release, this field will default to zero and will not be maintainable. You can maintain blanket releases in the Create Blanket Releases screen in Costpoint Purchasing.
These fields default from the purchase order and cannot be edited.
Use the fields in this group box to enter the packing slip number, warehouse, and default location information.
Enter a packing slip ID containing up to 15 alphanumeric characters. This field is required if you selected the Require Packing Slip checkbox in the Receiving Settings screen.
Enter the offsite receiver identifier containing up to 12 alphanumeric characters. This field is for reference only.
If inventory parts are being received, enter, or use Lookup to select, the receiving warehouse. If Costpoint Inventory is not being used, this field is disabled. You can establish warehouses in the Warehouses screen in Costpoint Inventory.
Enter a default receiving location within the receiving warehouse, containing up to 15 alphanumeric characters.
Enter a default rejection location containing up to 15 alphanumeric characters.
Select the receipt traveler type to determine how receipts will be grouped on the receipt traveler. The setting in the Default Traveler Type field in the Receiving Settings screen defaults into this field. The system-defined types are as follows:
By Line - Select this option to group receipts by purchase order line number.
By Receipt - Select this option to group receipts by purchase order receipt ID.
Enter free-form comments, up to 254 alphanumeric characters, related to this purchase order receipt.
The system multiplies the Received Quantity (Received Qty (PO U/M)) by the Net Unit Cost on the purchase order for each line to determine the total received amount for this purchase order receipt. This is a calculated field and cannot be edited. This field is not displayed if Cost Suppression is in effect in the Maintain Users screen in Costpoint System Administration.
This field displays the purchase order line number and cannot be edited.
These fields display the item ID and item revision from the purchase order. If you selected the Allow Item Change in Receiving checkbox in the Receiving Settings screen, you can change these fields. If that same checkbox is left unchecked, these fields are display-only and cannot be edited.
This field displays the miscellaneous type code, if the purchase order line is for a miscellaneous item, and cannot be edited.
This field defaults from the purchase order. This field is editable if you have changed the Item or Rev fields. If you have changed either of these fields, this field defaults from the purchase order of the new item.
Enter the quantity being received, for this purchase order line item, in the ordering unit of measure. The system calculates this quantity if a quantity is entered in the Received Qty (Inventory U/M).
Enter the quantity being accepted, for this purchase order line item, in the ordering unit of measure. The total accepted quantity plus the total rejected quantity cannot exceed the total received quantity.
If you selected the Hard-Edit on QC Required PO Lines checkbox in the Receiving Settings screen and the QC Insp Reqd flag on the Purchase Order line is "Y," you cannot enter an accepted quantity in this field.
If the Receiving Settings Hard-Edit on QC Required PO Lines checkbox is left blank, and the QC Insp Reqd checkbox on the Purchase Order is "Y," the system will warn you that QC is required but will still allow entry of an accepted quantity in this field.
In all other cases, you can enter the accepted quantity. The system calculates this quantity if a quantity is entered in the Accepted Qty (Inventory U/M) field.
Enter the quantity being rejected, for this purchase order line item, in the ordering unit of measure. The total rejected quantity plus the total accepted quantity cannot exceed the total received quantity. Costpoint calculates this quantity if you enter a value in the Rejected Qty (Inventory U/M) field.
Costpoint automatically calculates the open quantity for this purchase order line item, in the ordering unit of measure. This non-editable column will display if you selected the Display Open/Order Quantities checkbox in the Receiving Settings screen. The calculation is as follows: quantity ordered minus quantity received for all receipts plus quantity rejected for all receipts, in the ordering unit of measure.
The purchase order's original order quantity is displayed in this non-editable field. This column will display if you selected the Display Open/Order Quantities checkbox in the Receiving Settings screen.
This field displays the total quantity received against this purchase order line. This is the sum of the Received Qty for all other receipts against this purchase order line.
This field defaults from the Def Receiving Loc field but can be changed.
Enter, or use Lookup to select, the location where the accepted quantity has been placed (required for inventory parts if there is an acceptance quantity). This location will default from the default warehouse QC acceptance location or the preferred location for that part/project or part, depending on the selection in the Acceptance Location Default group box in the Receiving Settings screen. If you use Lookup, all in-shipping and on-hand locations will display, as well as the current inventory for the received part and the inventory abbreviation from the inventory warehouse location.
Enter, or use Lookup to select, a valid rejection reason code. The code must already exist in the Vendor Rejection Reasons table. This field is required if you selected the Require Reason Codes for Rejections checkbox in the Receiving Settings screen and a rejected quantity exists.
Enter, or use Lookup to select, a valid disposition status code for this rejection line. This is a required field if you entered a Rejected Qty or amount. Valid options are:
"H" (On-Hold) - Rejected items will be placed on hold. Inventory parts will remain in inventory but will need to be moved to an on-hold location.
"R" (Return to Vendor) - Rejected items will be sent back to the vendor for repair/replacement. Credit inventory parts will be removed from inventory.
"S" (Scrap) - Rejected items will be destroyed. Inventory parts will be removed from inventory.
"U" (Use-as-is) - Rejected items will be used, despite their rejection. Inventory parts will remain in inventory.
"W" (Rework) - Rejected items will be repaired/modified on-site to correct the problem. Inventory parts will remain in inventory.
Enter the order/payment disposition status code for this rejection line; this is a required field if you entered a Rejected Qty or amount. Valid options are:
"C" (Credit Due) - The vendor will credit the amount owed by the rejected amount. This amount will not be considered an open quantity or amount for commitment purposes. The order quantity of the purchase order line will be reduced by this rejected quantity or amount.
"P" (Pay Anyway) - The company will pay for the items anyway. It will be considered accepted for invoice matching and commitment purposes but will still be considered a rejection for vendor performance reasons.
"R" (Repair/Replacement Required) - The vendor will repair or replace the item. The purchase order line will be considered open, pending eventual receipt of the replacement item.
This field defaults from the Def Rejection Loc field but can be changed.
Enter the vendor's Returned Material Authorization (RMA) number, if material is to be returned to vendor. This is an optional field.
This field defaults from the purchase order and cannot be edited. If you have changed the Item or Rev fields, this field defaults from the purchase order of the new item.
This non-editable field displays the inventory abbreviation associated with that purchase order line, if the purchase order line is for an inventory item. If this field is null when you receive the PO line, and the Require Location for Non-Inventory Receipts checkbox is unselected in the Receiving Settings screen, the default Receiving Location, Acceptance Location, and Rejection Location columns will not default. Inventory abbreviation information is established in the Inventory Projects screen in Costpoint Inventory.
This non-editable field defaults from the purchase order. The QC Insp Reqd field indicates whether or not this purchase order line requires a separate quality control inspection. If this field is "Y" (Yes), you must use the Enter QC Inspections screen.
This display column displays whether a source inspection was required on this item.
A "Y" (Yes) or "N" (No) in this column indicates whether certificate of conformance was required on this item.
This non-editable field defaults from the purchase order. This field indicates whether or not overshipments will be allowed for this purchase order line.
This non-editable field defaults from the purchase order. This percentage determines the excess quantity that can be accepted if overshipments are allowed.
This non-editable field displays whether or not this purchase order is for a drop shipment.
This field displays the received amount, which is automatically calculated by the system. The calculation is as follows: Received Qty times the Net Unit Cost on the purchase order. This field will not display if you have Cost Suppression in effect in the Maintain Users screen in Costpoint System Administration. If the purchase order line has an order amount but no order quantity, enter this amount.
This field displays the accepted amount, which is automatically calculated by the system. The calculation is as follows: Accepted Qty times the Net Unit Cost on the purchase order. This field will not display if you have Cost Suppression in effect in the Maintain Users screen in Costpoint System Administration. If the purchase order line has an order amount but no order quantity, enter this amount.
This field displays the rejected amount- an amount automatically calculated by Costpoint. The calculation is as follows: Rejected Qty multiplied by the Net Unit Cost on the purchase order. This field will not display if you have Cost Suppression in effect in the Maintain Users screen in Costpoint System Administration. If the purchase order line has an order amount but no order quantity, enter the order amount in this field.
This field displays the open amount - an amount automatically calculated by the system. The calculation is as follows: Open Qty multiplied by the Net Unit Cost on the purchase order. This field will not display if you have Cost Suppression in effect in the Maintain Users screen in Costpoint System Administration, or if you did not select the Display Open/Order Quantities checkbox in the Receiving Settings screen. If the purchase order line has an order amount but no order quantity, enter the order amount.
This field displays the inventory unit of measure if this is an inventory item.
The system calculates these fields by converting the PO quantities from their ordering unit of measure to the inventory unit of measure that has been established. If no conversion is set up, they will come from the Received Qty (PO U/M), Accepted Qty (PO U/M), Rejected Qty (PO U/M), and Open Qty (PO U/M) fields, respectively. Enter these quantities to have the PO U/M fields calculated. Both the Open Qty (PO U/M) and Open Qty (Inventory U/M) fields will display if you selected the Display Open/Order Quantities checkbox in the Receiving Settings screen.
This field displays a "Y" (Yes) if a receipt traveler has been printed. An "N" (No) indicates the receipt traveler has not yet been printed.
This column displays the order reference type entered for the purchase order line, which designates whether the line item is related to an "S" (Sales Order), "M" (Manufacturing Order), or "N" (Neither/None) in the system. You should populate this field when entering a PO only when you will be adding an order reference number to the purchase order line.
This column displays the order reference number, which is a manufacturing order or internal sales order number assigned to the purchase order line.
Select this pushbutton to view detail information about the purchase order line being received.
Select this pushbutton to attach serial and/or lot numbers to the quantities being received.
Use this pushbutton to open the Additional Receiving Info for Autocreated Assets subtask.
Select this pushbutton to open the Documents subtask, where you can view documents related to the item.
Use this pushbutton to automatically receive all lines equal to the open quantity.
Use this pushbutton to automatically accept everything that was received less any rejected quantity for those lines where the QC Insp Reqd field is not "Y."