Contents of the Manage Purchase Order Receipts Screen

Use the fields and options to configure the Manage Purchase Order Receipts screen.

Identification

Field	Description
Warehouse	If inventory parts are being received, enter, or click to select, the receiving warehouse. If Inventory is not being used, this field is disabled. You can establish warehouses on the Manage Warehouses screen in Inventory. Note: If you have Inventory enabled and you attempt to receive a non-inventory PO line without entering a warehouse and/or receipt ID, you must either enter a warehouse to auto-assign the receipt ID, or manually enter the receipt ID.
PO Receipt ID	Enter a purchase order receipt ID. This field is required and is used throughout Costpoint to identify the receipt. For non-Inventory users, if the Auto-Assign Receipt IDs check box is selected on the Configure Receiving Settings screen, a value for this field is assigned when the record is saved. If you use Inventory, auto-assign is determined in the Transaction IDs subtask of the Manage Warehouses screen. The ID in this field cannot begin with a space.
Date	Enter, or click to select, the date of the receipt. Costpoint date defaults, but can be modified if necessary.
Traveler	Select the receipt traveler type from the drop-down list to determine how receipts are grouped on the receipt traveler. The setting in the Default Traveler Type field on the Configure Receiving Settings screen defaults into this field. Costpoint-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.
Material Handler	Enter, or click to select, a valid employee ID. This field is required and the employee must exist on the Manage Employee Information screen in Costpoint Employee as an active employee.

PO Information

Use the fields in this group box to enter purchase order identification information.

Field	Description
Purchase Order	Enter, or click to select, a valid purchase order number. Subcontract POs are excluded. This purchase order ID must already exist on the Manage Purchase Orders screen. This is a required field.
Release	If the entered purchase order is a blanket release, enter, or click to select, the release number that is to be received. If this purchase order is not a release, this field defaults to zero and is not maintainable. You can maintain blanket releases on the Create Blanket Purchase Order Releases screen.
Change PO	This field defaults from the purchase order and cannot be modified.
Type	This field defaults from the purchase order and cannot be modified.
Trans Currency	This field defaults from the purchase order and cannot be modified.
Vendor	This field defaults from the purchase order and cannot be modified.
Buyer	This field displays the buyer ID.
Buyer Name	This field displays the buyer name linked to the buyer ID.
Organization	This field displays the buyer's organization ID.
Subcontract	This field displays the name of the subcontract associated with the PO. This also displays as a hyperlink to access the subcontract record on the Manage Subcontracts screen.

Note: The Subcontract field is available only to users who are licensed for Contract Management.

Receiving Information

Use the fields in this group box to enter the packing slip number, off-site receiver and default locations information.

Field	Description
Packing Slip No	Enter a packing slip ID. This field is required if you selected the Require Packing Slip check box on the Configure Receiving Settings screen.
Default Receiving Location	Enter, or click to select, a default receiving location within the receiving warehouse.
Offsite Receiver ID	Enter the offsite receiver identifier. This field is for reference only.
Default Rejection Location	Enter a default rejection location.

Notes

Enter free-form comments related to this purchase order receipt.

Field	Description
Total  Received Amt	Costpoint 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 modified. This field is not displayed if Cost Suppression is in effect on the Manage Users screen in Administration.
Save receipt lines with zero received qty/amt	Select this check box to save the receipt transactions without entering receipt line information when splitting a PO line for multiple receipt locations. You can sort the columns however you want to after saving the transaction.
Autoload	Click this button to load PO lines in the receipt lines table.

Table Window

Field	Description
PO Line	This field displays the purchase order line number and cannot be modified.
Receipt Line	This field displays the receipt line number and cannot be modified.
Item	This field displays the item ID from the purchase order. If you selected the Allow Item Change in Receiving check box on the Configure Receiving Settings screen, you can modify these fields. If that same check box is left unchecked, these fields are display-only and cannot be modified. To modify, enter or click to select, an Item or Rev value.
Delivery Schedule Exists	If selected, this check box indicates that there are multiple delivery schedules that exist for the PO line. This check box is cleared and disabled for new lines.
Rev	This field displays the item revision from the purchase order. If you selected the Allow Item Change in Receiving check box on the Configure Receiving Settings screen, you can modify these fields. If that same check box is left unchecked, these fields are display-only and cannot be modified. To modify, enter or click to select, an Item or Rev value.
Description	This field defaults from the purchase order and cannot be modified. If you have modified the Item or Rev fields, this field defaults from the purchase order of the new item.
Part Security	This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).
	If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item: Unrestricted: The item is not subject to data security restrictions. Restricted: The item is subject to data security restrictions and that you are authorized to access detailed part information. ***UNAUTHORIZED***: The item is subject to data security restrictions and that you are not authorized to access or view part information. This value is displayed in red background color. If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit purchase order lines for that restricted part/revision. Note: The features in this release relating to Part Data Security are intended to assist your company in achieving ITAR compliance. However, it is each company’s responsibility to confirm that it is meeting its obligations with respect to ITAR or other applicable requirements. Deltek does not warrant that use of this functionality will result in compliance.
PO U/M	This field defaults from the purchase order. This field is modifiable if you have modified the Item or Rev fields. If you have modified either of these fields, this field defaults from the purchase order of the new item.
Received Qty (PO U/M)	Enter the quantity being received, for this purchase order line item, in the ordering unit of measure. Costpoint calculates this quantity if a quantity is entered in the Received Qty (Inventory U/M).
Accepted Qty (PO 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 check box on the Configure 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 check box is clear, and the QC Insp Reqd check box on the Purchase Order is Y, Costpoint warns you that QC is required, but still allows entry of an accepted quantity in this field. In all other cases, you can enter the accepted quantity. Costpoint calculates this quantity if a quantity is entered in the Accepted Qty (Inv U/M) field.
Order Qty	The purchase order's original order quantity is displayed in this field. This column displays if you selected the Display Open/Order Quantities check box on the Configure Receiving Settings screen.
Tot PO Line Received Qty	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.
Open Qty (PO U/M)	Costpoint automatically calculates the open quantity for this purchase order line item, in the ordering unit of measure. This non-modifiable column displays if you selected the Display Open/Order Quantities check box on the Configure 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.
Inv Abbrev	This 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 check box is clear on the Configure Receiving Settings screen, the default Receiving Location, Acceptance Location, and Rejection Location columns do not default. Inventory abbreviation information is established on the Manage Inventory Projects screen.
PO Line Warehouse	This field displays the warehouse in which the items for this purchase order line are received. You can establish warehouses on the Manage Warehouses screen in Inventory.
Received Qty (Inv U/M)	Costpoint calculates this field 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, then the quantity is derived from the Received Qty (PO U/M) field. Enter the quantity to have the PO U/M fields calculated. Both the Open Qty (PO U/M) and Open Qty (Inventory U/M) fields display if you selected the Display Open/Order Quantities check box on the Configure Receiving Settings screen.
Accepted Qty (Inv U/M)	Costpoint calculates this field 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, then the quantity is derived from the Accepted Qty (PO U/M) field. Enter the quantity to have the PO U/M fields calculated. Both the Open Qty (PO U/M) and Open Qty (Inventory U/M) fields display if you selected the Display Open/Order Quantities check box on the Configure Receiving Settings screen.
Open Qty (Inv U/M)	Costpoint calculates this field 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, then the quantity is derived from the Rejected Qty (PO U/M) field. Enter the quantity to have the PO U/M fields calculated. Both the Open Qty (PO U/M) and Open Qty (Inventory U/M) fields display if you selected the Display Open/Order Quantities check box on the Configure Receiving Settings screen.
Rejected Qty (Inv U/M)	Costpoint calculates this field 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, then the quantity is derived from the Rejected Qty (PO U/M) field. Enter the quantity to have the PO U/M fields calculated. Both the Open Qty (PO U/M) and Open Qty (Inventory U/M) fields display if you selected the Display Open/Order Quantities check box on the Configure Receiving Settings screen.
Received Amount	This field displays the received amount, which is automatically calculated by Costpoint. The calculation is as follows: Received Qty times the Net Unit Cost on the purchase order. This field does not display if you have Cost Suppression in effect on the Manage Users screen in Administration. If the purchase order line has an order amount but no order quantity, enter this amount.
Accepted Amount	This field displays the accepted amount, which is automatically calculated by Costpoint. The calculation is as follows: Accepted Qty times the Net Unit Cost on the purchase order. This field does not display if you have Cost Suppression in effect on the Manage Users screen in Administration. If the purchase order line has an order amount but no order quantity, enter this amount.
Open Amount	This field displays the open amount — an amount automatically calculated by Costpoint. The calculation is as follows: Open Qty multiplied by the Net Unit Cost on the purchase order. This field does not display if you have Cost Suppression in effect on the Manage Users screen in Security, or if you did not select the Display Open/Order Quantities check box on the Configure Receiving Settings screen. If the purchase order line has an order amount but no order quantity, enter the order amount.
Receipt Location	This field defaults from the Default Receiving Location field but can be modified.
Acceptance Location	Enter, or click to select, the location where the accepted quantity has been placed (required for inventory parts if there is an acceptance quantity). This location defaults 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 on the Configure Receiving Settings screen. If you use , all in-shipping and on-hand locations display, as well as the current inventory for the received part and the inventory abbreviation from the inventory warehouse location.
Rejected Qty (PO U/M)	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.
Rejection Location	This field defaults from the Default Rejection Location field but can be modified.
Rejected Amt	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 does not display if you have Cost Suppression in effect on the Manage Users screen in Administration. If the purchase order line has an order amount but no order quantity, enter the order amount in this field.
Rejection Reason	Enter, or click 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 check box on the Configure Receiving Settings screen and a rejected quantity exists.
Rejection Disposition	Enter, or click 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: On-Hold: Rejected items are placed on hold. Inventory parts remain in inventory but must be moved to an on-hold location. RTV: Return to vendor. Rejected items are sent back to the vendor for repair/replacement. Credit inventory parts are removed from inventory. Scrap: Rejected items are destroyed. Inventory parts are removed from inventory. Use-as-is: Rejected items are used, despite their rejection. Inventory parts remain in inventory. Rework: Rejected items are repaired/modified on-site to correct the problem. Inventory parts remain in inventory.
Rej Order/Pmt Disposition	Select the Rej Order/Pmt Disposition status code from the drop-down list for this rejection line. This is a required field if you entered a Rejected Qty or amount. Valid options are: Credit Due: The vendor credits the amount owed by the rejected amount. This amount is not considered an open quantity or amount for commitment purposes. The order quantity of the purchase order line is reduced by this rejected quantity or amount. Pay: The company pays for the items anyway. It is considered accepted for invoice matching and commitment purposes, but is still considered a rejection for vendor performance reasons. Repair/Replace: The vendor repairs or replaces the item. The purchase order line is considered open, pending eventual receipt of the replacement item.
RMA Number	Enter the vendor's Returned Material Authorization (RMA) number, if material is to be returned to vendor. This is an optional field.
QC Insp Reqd	This field displays the value 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 Manage Quality Control Inspections screen.
Source Insp Reqd	This display column displays whether or not a source inspection was required on this item.
Cert of Conf Reqd	Y (Yes) or N (No) in this column indicates whether or not certificate of conformance was required on this item.
Manufacturer Part	This field displays the value from the Manage Purchase Orders screen and cannot be modified.
Mfg Rev	This field displays the revision number of the manufacturer part.
Vendor Part	This field displays the value from the Manage Purchase Orders screen and cannot be modified.
Vend Rev	This field displays the revision number of the vendor part.
Ship ID	This field displays the value from the Manage Purchase Orders screen and cannot be modified.
Misc Type	This field displays the miscellaneous type code, if the purchase order line is for a miscellaneous item, and cannot be modified.
Ord Ref Type	This column displays the order reference type entered for the purchase order line, which designates whether the line item is related to a S (Sales Order), M (Manufacturing Order), or N (Neither/None) in Costpoint. You should populate this field when entering a PO only when you are adding an order reference number to the purchase order line.
Order Reference	This column displays the order reference number, which is a manufacturing order or internal sales order number assigned to the purchase order line. Note: When you receive a PO line that contains an Order Ref ID, an Order Ref Type of M (Manufacturing Order), and a Received Qty greater than zero, Costpoint displays the following warning message: "This PO line is for a subcontractor operation for Manufacturing Order [order reference ID]."
Drop Shipment	This field displays whether or not this purchase order is for a drop shipment.
Traveler Printed	This field displays Y (Yes) if a receipt traveler has been printed. N (No) indicates the receipt traveler has not yet been printed.
Requisition	This field displays the requisition number from the Manage Purchase Orders screen.
Overshipments Allowed	This field displays from the purchase order. This field indicates whether or not overshipments are allowed for this purchase order line.
Over-Receipt Tolerance	This field displays from the purchase order. This percentage determines the excess quantity that can be accepted if overshipments are allowed.
Desired Date	This field displays the value from the Manage Purchase Orders screen and cannot be modified.
Due Date	This field displays the value from the Manage Purchase Orders screen and cannot be modified.
Planner	This field displays the planner for this purchase order line as established on the Manage Purchase Orders screen.
Notes	This field displays the notes for this purchase order line as established on the Manage Purchase Orders screen.
Inv U/M	This field displays the inventory unit of measure if this is an inventory item.
Auto-Receive	Click this button to automatically receive all lines equal to the open quantity.
Auto-Accept	Click this button to automatically accept everything that was received, less any rejected quantity, for those lines that do not have a QC Insp Reqd of Y.

Subtasks

Subtask	Description
PO Header Documents	Click this link to access the PO Header Documents subtask.
PO Line Documents	Click this link to access the PO Line Documents subtask.
PO Line Accounts	Click this link to access the PO Line Accounts subtask, where you can view detailed information about the purchase order line being received.
Serial/Lot Info	Click this link to access the Serial/Lot Info subtask, where you can attach serial and lot numbers to the quantities being received.
Fixed Assets	Click this link to access the Fixed Assets subtask.
Part Documents	Click this link to access the Part Documents subtask, where you can view documents related to the item.
Back Orders	Click this link to access the Back Orders subtask, where you can view back orders for the item.
Delivery Schedule	Click this link to access the Delivery Schedule subtask, where you can view multiple delivery dates for the item.