You do not have to wait for the entire purchase order to arrive before confirming. Note: To be able to use this routine, the status of the purchase order must be 20 (meaning the purchase order has been printed).
It can be done via the Receive replenishment line menu item or via the Receive line option on line level in Work with purchase orders. You will access the Work with receptions program where a reception note will temporarily be created. If a confirm is done for the entire quantity the reception note will disappear from the Work with receptions program after confirming. If a partial reception is done the reception note will remain in this program until the entire quantity is confirmed.
For the purpose of this example, the procedure via the Receive replenishment line menu item is described.
Batch ID creation
When reception is reported for batch controlled items the batch ID can be generated from a batch mask. The batch mask is defined in the Item file, Inventory information panel and it can consist of variables or a combination of variables and fixed constants (text). The batch mask may, for example, include variables such as the purchase order number or transaction date/week.
Serialized tracking for batch controlled items
When reception is reported for batch controlled items you will be required to enter a unique serialized tracking ID per stock unit if the SERTRACK (Serialized tracking) function is activated in Work with function controls and the batch controlled item is flagged for serialized tracking.
Do as follows:
- Select the Receive replenishment line menu item.
- You access Purchase order line reception, Selection. Highlight the applicable line and click the Select option.
- You access Work with receptions. The panel that is first accessed depends on whether or not the item is a DC1 Warehouse Management controlled item, batch item or serial number controlled item as described in the table below.
- enter/change the received quantity (or click Full reception which will move the suggested quantity to the received quantity).
- select/change the batch.
- create a duplicate reception line if, e.g., you need to receive two different batches and thus need to add a second batch, or when one suggested reception line needs to be received from two different locations instead of the one suggested. Note that this option is not allowed on reception lines for non DC1 Warehouse Management controlled serialized items.
- If the SERTRACK (Serialized tracking) function is activated in Work with function controls, and any batch controlled items are flagged for serialized tracking you will access the Batch entry panel where you must enter unique serialized tracking ID’s per stock unit. If the quantity you are receiving is equal to 1, you do this in the Serialized tracking field on that panel. If the quantity for the item is greater than 1, you click the Multiple tracking function key to access the Serialized tracking, Entry panel where you enter unique ID’s per stock unit.
- If the item is serial number controlled you will access the Serial number entry panel where you enter the serial number information corresponding to the quantity you are receiving and click OK to access the Lines panel.
- If the item on the purchase order line is not serial number controlled you will access the Lines panel. See below.
- enter/change the received quantity (or click Full reception which will move the ordered quantity to the received quantity).
- enter/change the backlog code.
- perform a partial reception (and confirm without creating a backlog line on the purchase order).
- Access the Work with purchase orders menu item.
- Click the Item view function key to switch to Item view mode.
- Highlight the applicable purchase order and click the Book receipts option.
| Panel | Description |
|---|---|
| Details | If the item on the order line is a DC1 Warehouse Management controlled item, or batch item or serial number controlled item, you will first access the Details panel where you can:
After clicking OK, the next panel depends on the following: |
| Lines | If the item is not a DC1 Warehouse Management controlled item, or batch item, or serial number controlled item, you will access the Lines panel directly where you can:
and then click the Confirm function key to confirm the reception. Catch weight handling |
| Purchase reception | If the REC-HAND (Reception handler) function is activated in the Function control file you will access this window, where you must enter the user ID of the person working with the reception in the Reception handler field. |
QC note batch print
After confirming the receipt for a line with quality control note, you must manually print the quality control note (if a batch print) and then confirm the quality control note.
QC note direct print
If the quality control note has a direct print, you only run the DIS quality control note confirmation program.
For both cases, see About quality control of incoming goods.
After confirming the quality control note, the item is available in stock.
Note: If the Purchase order’s terms of delivery indicates that landed costs are required but no costs exist or the Await cost check field against the costs is set to YES, the order status will be updated to 50. The goods will not be in stock or available for sale. Costs should be checked or added to the order and the order must then be booked into stock. To book the receipts, do as follows:
The order status will revert back to 20 for the lines that have not been received.