How to Receive Parts

Introduction: After a PO has been created and the part(s) has been delivered by the supplier, this page shows you how to receive the part(s) into inventory.

This page explains how to:

  1. Create Receiving Ticket from the PO
  2. Create Receiving Ticket from Parts Tree
  3. Entering the Quantity Received
  4. Back Order
  5. Adjust Quantity
  6. Receive the Parts into Inventory

Create Receiving Ticket from the PO

If you have the PO up on the screen, towards the bottom right is the “New Receiver” button.

*Creating the Receiving ticket from the PO will populate the PO number, Entity Information, Part Number, and other information automatically for you on the ticket.

Clicking New Receiver will open a new window that allows the user to receive parts into inventory and have it reflect accounting and total on-hand.

 

 

 

Create Receiving Ticket from Parts Tree

You can also select the [301] New Receiving Ticket from the parts tree.

*This will create a blank Receiving ticket.  However, we recommend creating the receiving ticket from the PO shown in step one.

New Receiving Ticket will open a new window that allows the user to receive parts into inventory and have it reflect accounting and total on-hand.

This can be also used to import PO’s so that a user will not have to remember the PO number. The most recent PO will always be listed at the very top of the import drop down.

 

 

 

Entering the Quantity Received

When the part(s) have arrived, enter the amount of each part in the Qty Receive column of the receiving ticket.

The system is able to Back Order or Adjust Quantity for any parts that did not come in on the order, which are covered in steps 4 and 5.

 

Back Order

If you order a part but only some of them are received and the rest are to be placed on back order:

  1. Enter amount received in the Qty Receive column.
  2. Enter the number of parts to be placed on Back Order: in the Back Order Qty column.
  3. The system will mark that PO as Partially fulfilled. This way you can import the PO again once the rest of the parts come in for that order.

 

Adjust Quantity

  1. If you ordered a part, and that part is no longer provided by the supplier, and to keep Master Inventory total on order correct, use the “Adj Qty” column.
    1. Enter the number of parts you received in the “Qty Receive” column.
    2. Enter the number of parts to be adjusted off in Master Inventory in the “Adj Qty” column.

This will make sure that the PO is marked “Fulfilled”, and allow you to Post to Acct.

 

Receive the Parts into Inventory

Once the quantities for each part have been recorded, you can click the “Receive Now” button to receive the parts into the master inventory. Once the quantities for each part have been recorded, you can click the “Receive Now” button to receive the parts into the master inventory.

You will be asked if you “Are sure you would like to receive this entire receiving ticket at this time?” even if you have parts on Back Order or Adjusted Quantity.

Next you will be asked “Do you want to print barcode labels?”

At this point you can now post the receiving ticket to accounting.  The “Post To Acct” button will replace the “Receive Now” button.

When the receiving ticket posts to accounting, it will debit your parts inventory GL acct and credit Accounts Payable, creating the payable to the  of the receiving ticket.