In this routine you enter the values that have been marked on the internal purchase order reception note as received. Note: Internal purchase orders are created from internal sales orders. Before you can confirm the internal reception note, the internal pick list must have been confirmed, i.e. the goods have to be delivered from the delivering warehouse. If the internal sales order line is not confirmed on pick list, you have to confirm the internal reception note with the quantity of zero and backlog YES. Then confirm the internal pick list before you print/confirm the internal reception note.
- Select the Confirm purchase order reception notes menu item.
- On the first Reception note confirmation panel, you must enter the following information:
- Reception note number
- Reception date
- Defaults with the current date, but can be changed to a past date. Anticipated deliveries, however, cannot be pre-booked by entering future dates. This date updates all confirmed Purchase order lines as well as the Inventory transaction file and all Statistical files.
- Accounting period
- Defaults with the current period. You can only change this if Allow change period is set to YES in Work with DC1 user profiles for your user profile. The period updates the Inventory transaction file, the Bookkeeping transaction file and the Purchase statistics file.
- You access the second Reception note confirmation panel, listing all lines. Note: The same fields are mandatory (including the rule for entering received quantity) as described in step 3 in Confirm a purchase order reception note.
- Average purchase cost, the purchase price is retrieved from the Average cost field in the Item file.
- Standard, the purchase price is retrieved from the Standard cost field in the Item file.
- FIFO, the purchase price is retrieved from the Cost price field on the corresponding internal sales order line.
- You return to the initial Reception note confirmation panel. Note: If you enter a quantity that is different from the quantity confirmed on the internal sales order pick list, you will get a warning message on the bottom of the panel. You can ignore this message if you click OK again.
Click OK to update.
Prices
The purchase price on an internal purchase order line is automatically set by the system when the internal purchase order is created. If the cost type in the DIS control file is:
You can change the price on the purchase order line, but this will not influence the stock value, i.e. the stock will be increased with the value retrieved from any of the above described fields. If you change the purchase price, it will only influence the total purchase value and the net purchase value, which you can see when you print a purchase statistics list and select internal purchase orders.
Quantities
The quantity on the internal purchase order is always the original quantity from the internal sales order, even if the internal sales order pick list is confirmed with a different quantity. For example, the original quantity on the internal sales order was 125 pcs, but only 110 pcs were confirmed as delivered on the internal sales order pick list. The internal purchase order line will display 125 pcs.
Click OK to confirm the reception note.
After update
After entering and updating the received quantities the system updates stock. The system also updates the purchase order status to 60, meaning the order is now complete.
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.
Quality control check
If any order lines require a quality control check (as defined in the Item file), the system updates the order status to 42. This means that the order line is waiting for the quality control note to be printed. See About quality control of incoming goods for an explanation.