Menu path
Purchase ➔ Entries ➔ Receipts
Introduction
After you have received the purchased items in your warehouse(s), you can register the receipt of the items in the purchase order receipts screen. Entering receipts enables you to validate the quantity of items ordered against the quantity of items received. In this screen, you can also search for Return to Merchant Authorization (RMA) orders that have been authorized and confirmed.
What version are you using?
The information in this document is based on product update 404 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I enter the receipt of the items from the purchase order?
- In the Receipts screen, define the search criteria.
- Select Purchase order under the Selection section.
- Click Refresh.
- Select a purchase order in the overview.
- Click Receipts. For more information, see Receiving purchase orders.
Keep in mind: The Receipts button is available only if the Purchase order option under the Selection section is selected, and enabled only if a purchase order is selected.
How do I enter the return of the items from the RMA orders?
- In the Receipts screen, define the search criteria.
- Select RMA order under the Selection section.
- Click Refresh.
- Select a RMA order in the overview.
- Click Returns. For more information, see Processing returned items for Return to Merchant Authorization (RMA) orders.
Keep in mind: The Returns button is available only if the RMA order option under the Selection section is selected, and enabled only if a RMA order is selected.
How do I view and/or edit the notes of the purchase order or RMA order?
- In the Receipts screen, define the search criteria.
- Click Refresh.
- Select a purchase order or RMA order in the overview.
- Click Notes. For more information, see Creating and maintaining notes.
Keep in mind: The Notes button is enabled only if a purchase order or RMA order is selected.
How do I view and/or edit the attachment of the purchase order or RMA order?
- In the Receipts screen, define the search criteria.
- Click Refresh.
- Select a purchase order or RMA order in the overview.
- Click Attachments. For more information, see Viewing attached documents.
Keep in mind: The Attachments button is enabled only if a purchase order or RMA order is selected.
How do I view and/or edit the purchase order?
- In the Receipts screen, define the search criteria.
- Select Purchase order under the Selection section.
- Click Refresh.
- Select a purchase order in the overview.
- Click Purchase order. For more information, see Creating and maintaining purchase orders.
Keep in mind: The Purchase order button is available only if the Purchase order option under the Selection section is selected, and enabled only if a purchase order is selected.
How do I view and/or edit the RMA order?
- In the Receipts screen, define the search criteria.
- Select RMA order under the Selection section.
- Click Refresh.
- Select a RMA order in the overview.
- Click RMA order. For more information, see Creating and maintaining Return to Merchant Authorization (RMA) orders.
Keep in mind: The RMA order button is available only if the RMA order option under the Selection section is selected, and enabled only if a RMA order is selected.
How do I complete the purchase order or RMA order?
- In the Receipts screen, define the search criteria.
- Click Refresh.
- Select a purchase order or RMA order in the overview.
- Click Complete.
Keep in mind: The Complete button is enabled only if a purchase order or RMA order is selected, and the completed purchase order or RMA order will not be displayed in the overview once you click Complete.
How do I edit the actual quantity of items received for the purchase order?
- In the Receipts screen, define the search criteria.
- Select Purchase order under the Selection section.
- Click Refresh.
- Select a purchase order in the overview.
- Click Corrections.
- In the Receipts: Correction screen, define the search criteria.
- Click Refresh.
- Select an entry in the overview.
- Click Correction.
- Change the quantity under the Actuals column.
- Click Process.
Keep in mind: The Corrections button is available only if the Purchase order option under the Selection section is selected, and enabled only if a purchase order is selected.
How do I create a receipt of the items for a purchase order?
- In the Receipts screen, select a warehouse at Warehouse under the Warehouse section.
- Select Purchase order under the Selection section.
- Click New. For more information, see Receiving purchase orders.
Keep in mind: The New button is enabled only if you are authorized to create purchase orders, and if you have selected a warehouse at Warehouse under the Warehouse section.
How do I create a return of the items for a RMA order?
- In the Receipts screen, select a warehouse at Warehouse under the Warehouse section.
- Select RMA order under the Selection section.
- Click New. For more information, see Processing returned items for Return to Merchant Authorization (RMA) orders.
Keep in mind: The New button is enabled only if you are authorized to create RMA orders, and if you have selected a warehouse at Warehouse under the Warehouse section.
Fields
You can filter the purchase orders and RMA orders that you want to display by defining one or more of the following search criteria and clicking Refresh. The purchase orders and RMA orders that match the search criteria you have defined are then displayed. A list of options appears if you click
in the Supplier field, Customer field, and other fields. From the list, make your selection and click Select.
Warehouse section
Warehouse
Select a warehouse to display purchase orders or RMA orders from the selected warehouse. Select All to display purchase orders or RMA orders from all warehouses.
Note: This field is available only if you have E-Warehouse management included in your license.
Selection section
Purchase order
Select this option to receive the items from the purchase orders. By default, this is selected.
RMA order
Select this option to receive the items from the RMA orders.
Supplier
Type or select a creditor to display purchase orders from the selected creditor.
Note: This field is available only if the Purchase order option is selected.
Fulfillment date
By default, the current date is displayed. Therefore, the search results will only display purchase orders with a fulfillment date (or also known as planned delivery date) that is earlier than or equal to the current date. Alternatively, select the All check box to display purchase orders with any fulfillment date.
Note: This field is available only if the Purchase order option is selected.
Customer
Type or select a customer to display RMA orders from the selected debtor.
Note: This field is available only if the RMA order option is selected.
Receipt date
By default, the current date is displayed. Therefore, the search results will only display RMA orders with a receipt date that is earlier than or equal to the current date. Alternatively, select the All check box to display RMA orders with any receipt date.
Note: This field is available only if the RMA order option is selected.
Advanced / Simple
Click Advanced to expand the search criteria, and Simple to minimize the search criteria.
The following fields are displayed only if you click Advanced.
Group by
You can specify how you want the overview to be displayed. Select Purchase order if you want purchase orders with purchase order details to be displayed in the overview, or Item if you want items with item details to be displayed in the overview.
Note: This field is available only if the Purchase order option under the Selection section is selected.
Selection code
Type or select the selection code to display purchase order(s) with the selected code.
Note:
- The selection code of the purchase orders depends on the settings defined at Selection code for the purchase order in the purchase order condition screen (go to Purchase à Entries à Purchase orders, select the relevant purchase order, click Open, and then click Conditions), under the Analytical group section. You can also define selection codes at System à Logistics à Selection codes.
- This field is available only if the Purchase order option under the Selection section is selected.
Order
Type or select the purchase order or RMA order number to be displayed.
Shipping via
Type or select a delivery method to display the purchase orders with the selected shipping method.
Note: This field is available only if the Purchase order option under the Selection section is selected.
Purchase order date
Type or select the date or date range when the purchase orders are created. Select the All check box to display purchase orders that are created on any date. By default, the All check box is selected.
Note: This field is available only if the Purchase order option under the Selection section is selected.
Item code
Type or select the item code to display the purchase orders or RMA orders with the selected item code.
Supplier’s item code
Type or select the item code of the supplier to display the purchase orders with the selected supplier’s item code.
Note: This field is available only if the Purchase order option under the Selection section is selected.
RMA order date
Type or select the date or date range when the RMA orders are created. Select the All check box to display RMA orders that are created on any date. By default, the All check box is selected.
Note: This field is available only if the RMA order option under the Selection section is selected.
Person
Type or select the person that is in charge of the RMA orders.
Note: This field is available only if the RMA order option under the Selection section is selected.
Extra section
Transaction date
Type or select the transaction date to display purchase orders or RMA orders with the selected date. This is the actual date you receive the items. By default, the current date is displayed.
Sort: Items
Select this check box to sort the search results by item.
Note: This check box is available only if the Purchase order option under the Selection section is selected.
Group: Items
Select this check box to group multiple order lines of the same item in the same purchase order into one order line.
Note: This check box is available only if the Purchase order option under the Selection section is selected.
It is possible that not all the columns in the overview are displayed. You can add or delete columns as required. For more information, see Inserting and deleting columns.
Buttons
Refresh
Click this to display the purchase orders or RMA orders based on the defined criteria.
Notes
Click this to view and/or edit the notes of the selected purchase order or RMA order. For more information, see Creating and maintaining notes.
Note: This button is enabled only if a purchase order or RMA order is selected.
Attachment
Click this to view and/or edit the attachment of the selected purchase order or RMA order.
Note: This button is enabled only if a purchase order or RMA order is selected.
Purchase order
Click this to view and/or edit the selected purchase order. For more information, see Creating and maintaining purchase orders.
Note: This button is available only if the Purchase order option under the Selection section is selected, and enabled only if a purchase order is selected.
RMA order
Click this to view and/or edit the selected RMA order. For more information, see Creating and maintaining Return to Merchant Authorization (RMA) orders.
Note: This button is available only if the RMA order option under the Selection section is selected, and enabled only if a RMA order is selected.
Complete
Click this to complete the selected purchase order or RMA order. Once you click this button, a message “Completed” will be displayed, and the completed purchase order or RMA order will not be displayed in the overview.
Corrections
Click this to edit the actual quantity received of the item(s) for the selected purchase order.
Note: This button is available only if the Purchase order option under the Selection section is selected.
Receipts
Click this to enter the receipt of the items for the selected purchase order. For more information, see Receiving purchase orders.
Note: This button is available only if the Purchase order option under the Selection section is selected, and enabled only if a purchase order is selected.
Returns
Click this enter the return of the items for the selected RMA order. For more information, see Processing returned items for Return to Merchant Authorization (RMA) orders.
Note: This button is available only if the RMA order option under the Selection section is selected, and enabled only if a RMA order is selected.
New
Click this to create a receipt for purchase orders (for more information, see Receiving purchase orders), or return for RMA orders (for more information, see Processing returned items for Return to Merchant Authorization (RMA) orders).
Note: This button is enabled only if you are authorized to create purchase orders or RMA orders, and only if a warehouse is selected at Warehouse under the Warehouse section.
Close
Click this to exit.
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