About purchase receipt processing options

When goods are received, you create a new document with the Receipt type by using the Purchase receipts (PO302000) window, which is also used for processing purchase receipts on per document basis.
On the Document details tab, you add lines to specify the quantity and additional details of all received goods.
If lot or serial numbers are traced for the received items, they may be assigned at the time of receipt if configured so.
To view the assigned lot and serial numbers of the received items, click Allocations on the table toolbar of the Document details tab.

If purchase orders are involved in your purchasing workflow, you can create purchase receipts which are based on purchase orders or linked to purchase orders or particular lines in the orders.
If the goods or services received were previously ordered with a purchase order, you can create a receipt for this particular purchase order, by selecting Actions and Create purchase receipt in the Purchase orders (PO301000) window.
Only lines with stock items and non-stock items for which the Require receipt check box is selected in the Non-stock items (IN202000) window will be automatically added to the receipt.

Alternatively, when you receive purchases from a single supplier and create a new purchase receipt by using the Purchase receipts (PO302000) window, you can add one or multiple purchase orders to this receipt; also you can add particular lines from purchase orders.
To add a purchase order line into the purchase receipt, click Add purchase order line in the table toolbar on the Document details tab of the Purchase receipts (PO302000) window.

To copy all lines of a purchase order into the purchase receipt, click Add purchase order in the table toolbar.
Receipts can be linked to only normal or drop-ship orders; see About types of purchase orders for details about these and other purchase order types. Only lines with stock items and non-stock items for which the Require receipt check box is selected in the Non-stock items (IN202000) window will be automatically added to the receipt.

The status a new receipt will be saved with depends on the Hold receipts on entry check box in the Purchase order preferences (PO101000) .
If this check box is selected, new receipts are saved with the On hold status by default.
If you clear this check box, new purchase receipts are saved with the Balanced status by default.

To reduce input errors on receipt creation, you can set up validation of receipt totals by selecting the For receipts check box in the Validate total on entry section in the Purchase order preferences (PO101000) window. If this check box is selected, you must enter the receipt total manually in the Control amt. field after verifying the details of the receipt.

You may need to reorder a purchase receipt's lines, for example, if you need the lines of the printed document to be in a specific order.
Also, you may need to reorder the lines in the existing purchase receipt, or add a new line at the beginning of a list or in the middle of it.
You can reorder the lines of a purchase receipt until it has been released.

The order number of each purchase receipt line on the Document details tab is shown in the Sort order column (which is hidden by default).
Once you reorder the lines, the system automatically regenerates the Sort order numbers for each document line.

You can select the lines to be reordered in any combination, such as the following:

• A single purchase receipt line (for example, line 3 or 8).
  To select a single line, click it.
• Multiple non-contiguous lines (for example, lines 1, 3, and 7).
  To select these lines, hold Ctrl while clicking the row selector next to the needed lines.
• A contiguous group of purchase receipt lines (for example, line 5 through line 9).
  To select a group of lines, select the first line in the group, and hold Shift while clicking the last line in the group.
  (Alternatively, you can click the first line and then press Shift+Down arrow until all the needed lines are selected.)
• A non-contiguous group of purchase receipt lines (for example, line 5 through line 7, and line 10).
  To select a non-contiguous group of lines, hold Ctrl while clicking the row selector next to the needed lines.

All selected lines are grouped and thus are moved contiguously, even if you have selected multiple non-contiguous document lines.
After you have selected the needed lines, move them to the new place in the table in one of the following ways:

• Drag the selected line or lines to the place where you want to move them.
  A thin red line between the table lines shows where these lines will be inserted.
  Once you drag the selected lines, the system moves these lines and regenerates the Sort order numbers for all the lines in the table.
• When you need to move purchase receipt lines between pages, cut the selected purchase receipt lines and paste them to the new place in the table.
  To cut the lines, press Ctrl+X, or right-click the table and then click Cut row.
  Then click the line above which the cut lines should be inserted, and press Ctrl+V; alternatively, you can right-click the table, and then click Insert cut row.

Once you reorder the lines, the system automatically regenerates the Sort order number for each document line.
These numbers are used for numbering lines in the printable reports, such as the printable purchase receipt shown in the Purchase receipts (PO302000) window.
You can cancel the line reordering by clicking Cancel in the window toolbar before you save these changes.

You cannot rearrange lines in the table if custom sorting by any column is applied to the table.

You can insert a single line anywhere in the document.
To do this, click the line above which the new line should be inserted and then press Shift+Insert, or right-click the needed line and then click Insert row.
The system adds a new blank line. When you finish populating the line information and save your changes, the system automatically regenerates the Sort order numbers for all lines in the table.

If the Customer and supplier discounts functionality is enabled in your system, you can configure supplier discounts to be applied to receipts.

If purchase receipts are created as original purchasing documents, supplier discounts can be applied automatically or manually depending on how you configure the discounts.

If purchase receipts are created based on purchase orders or lines of purchase orders, the discounts that were originally applied to the purchase orders are recalculated based on the original documents (orders). If a line-level discount was applied to a purchase order line, the system automatically recalculates the discount amount for an appropriate receipt line proportionally to the amount or quantity of the receipt line and selects the Manual discount check box for the receipt line to prevent automatic re-applying of the discounts to the receipt as to an original document.
The amounts of the group and document level discounts for the receipt lines linked to purchase order are recalculated proportionally to the amount of the receipt lines with respect to the discountable amount of the purchase order.

You can release a purchase receipt with the Balanced status by clicking Release in the window toolbar of the Purchase receipts (PO302000) window.
On release of a purchase receipt, an inventory receipt is generated automatically.
To release multiple purchase receipts simultaneously, use the Purchase receipts (PO302000) window.

On release of a receipt that includes non-stock items requiring receipt, the amounts of appropriate lines are recorded to the purchase accrual accounts (with the purchase accrual subaccount).

The purchase accrual account to be used for receipt of such a non-stock item is defined by the posting class of the non-stock item; the default account assigned to the item on the General ledger accounts tab of the Non-stock items (IN202000) window will be used if the posting class's Use purchase accrual account from rule points to it (that is, to have the Item option selected).
The purchase accrual subaccount is also defined by the settings of posting class of the item; the default subaccount assigned to the item on the General ledger accounts tab will be used as one of the segment value sources for the resulting subaccount according to the Combine purchase accrual sub from rule.

If the Release inventory documents automatically option on the General settings tab of the Purchase order preferences (PO101000) window is selected, the inventory receipt is released automatically once it is generated.

By using the following options on the General settings tab of the Purchase order preferences (PO101000) window, you can adjust the workflow for processing the purchase receipts and the related documents as needed in your organisation:

• The Create invoice on receipt release check box provides the default value for the Create invoice check box in the Purchase receipts (PO302000) window.
  You can override this setting if needed for the particular receipt.
  For the convenience of the users, select this check box if invoices should be generated automatically for most receipts.
  Clear this check box if the users should enter invoices manually for most receipts or if the users enter or import the invoices and later link them to receipts.
• If the Release supplier ledger documents automatically option is selected, the purchase invoices based on the purchase receipts are released automatically once they are generated.

For each purchase order or purchase order line added to the purchase receipt, the system calculates the quantities of the received goods, and displays this value for each line in the Qty. on receipts column on the Document details tab of the Purchase orders (PO301000) window.

For blanket purchase orders, these quantities of items (the Qty. on receipts column) are updated from the lines of normal purchase orders linked to these blanket orders.

The system changes the purchase order's status to Closed after the ordered quantity of the purchased goods has been received.