Summary

The Receipts window is used to view the receipts created in the Receiving process (PO> Receiving). If you receive purchase orders in the PO module, the Receipts window will display a list of receipts. You cannot modify receipts from this window.

When receiving Purchase Orders (PO> Receiving), you can receive only one purchase order per receipt, so each receipt in the window will be attached to a single purchase order. You can receive multiple PO line items on a single receipt, so there can be several different items associated with each receipt.

Step by Step

1     View a filtered list of receipts.

• Open the Receipts window (PO> Display> Receipts).
• Enter information into the Search Criteria section and press ENTER to filter the receipts that display in the window.
  • The User field is used to filter the receipts by the user that created the receipt. A user will be attached to a receipt when the receipt is created in the Receipts step (PO> Receiving> Receipts).
  • The On or After field is used to filter the receipts by receipt date. The receipt date of a receipt is the transaction date set during the Receipts step (PO> Receiving> Receipts> Create icon> Transaction Date and Transaction Time fields).
  • The PO Number field is used to filter the receipts by the purchase order attached to the receipts.
  • The Receipt Number field is used to filter the receipts by receipt number. Receipts are assigned a sequential number when they are generated in the Receiving process (PO> Receiving> Receipts).
  • The Commodity Code field is used to filter the receipts by the commodity code attached to the purchase order line item being received. Commodity codes are used to compare the prices of AP vendors. For example, you can set up printer paper as a commodity and then track and compare the vendor prices and quantity discounts on printer paper.
  • The Product Code field is used to filter the receipt by the product code attached to the purchase order line item. A product code is generally the code or serial number the vendor uses to reference the product on the purchase order line item. Product codes are entered on purchase order line items when they are created using the Purchase Orders process (PO> Purchase Orders> Purchase Orders> Create a purchase order> Create a PO line item).
• Right click on the information in the window and select Export grid contents to Excel if you would like to generate an MS Excel worksheet of the receipts that display in the window. All of the information that displays in the window will be included in the export.

2     View a receipt.

• Select a receipt in the window and click the Modify icon to view the information attached to the selected receipt. This will open the Receipt window.
• Click the Attachments icon if you would like to view the document attached to the receipt. Documents can be attached to receipts when they are generated (PO> Receiving> Receipts> Create icon> Attachments icon).
• The PO Number field will display the purchase order number of the PO that was received.
• The Transaction Date and Transaction Time fields display the receipt date of the receipt.
• The Location field displays the location the product was received at. For example, if you have multiple warehouses, you may have them set up as separate locations so you can track where products are received.
  • Locations are created and maintained in the Location Maintenance window (SS> Maintenance> Locations).
• The Notes field displays any notes or comments entered when the receipt was generated.
• The Purchase Orders section displays the purchase order line items received on the receipt.
  • The Line Item field will display the purchase order line item that was received.
  • The Outstanding column displays the quantity outstanding when the receipt was generated, it does not display the current outstanding on the purchase order line item. For example, if the receipt received 10 of the 10 units on the purchase order line item, the Outstanding column will display 10 and the Received column displays 10. If the receipt received 6 of the 10 units on the receipt, the Outstanding column will display 10 even though there may currently be 4 units outstanding on the purchase order line item and the Received column will display 6.