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Receiving Purchase Orders and Blanket Releases

When your organization physically receives the materials or tools ordered on a purchase order or blanket release, you need to create a receiving report that indicates what was received, who received it, and where it was received. Each receiving report can record the receipt of one or more lines, from one or more purchase orders or blanket releases. When you receive each line, the system creates a receipt transaction, and changes the status of the line to “Received”.

Your site may be set to automatically print each receiving report when the receipt transactions are posted. You can select the format of the report and the number of copies to be printed.

This topic explains how to create and fill out a receiving report for the lines on one or more purchase orders or blanket releases.

To Receive Multiple Purchase Order Lines

1.	You can create a receiving report using any of the following methods:

•

On the site’s, Purchasing view, select the Purchase Orders tab, then the Purchase Orders tab. In the list, right-click the open purchase order or blanket release that you want to receive and select Receive. The Receiving Report window appears. The lines for the selected purchase order or blanket release will be listed in the Receipts section of the report.

•	From the site, select the Tools menu, New, then Resource Management, and then Receiving Report. The Receiving Report window appears.

•	From a warehouse, select the Tools menu and then Receive Purchase Orders. The Receiving Report window appears.

2.	Enter a Report Description and select the person the items are Received by and the Receiving warehouse.

3.

If you want to print the report, select Print. This option can be automatically selected, depending on the settings for your site. Ensure that the correct Receiving report form is selected, the output destination (Default Printer or File), and any attachments to be included in the report. The report is printed when you post the receipt transactions.

Tip: For more information about printing options, see Printing Documents.

4.	To add lines to the report:

•	Enter the number of the supplier in the first part of the Supplier box or the name of the supplier in the second part of the box. Then select one of the supplier’s purchase orders or blanket releases from the Purchase order box and click Add Lines.

•	Enter the number of the purchase order or blanket release in the Purchase order box or click Browse to select from a list. Then click Add Lines.

•	To select multiple orders, click Select POs. In the Browse Purchase Orders to Receive dialog, select the purchase orders or blanket releases you are receiving and then click OK. The lines from the selected orders are added to the Receipts section.

5.	To review the receipt individually, click the View as Form icon. The window switches to form view, displaying the first purchase order line on the report.

6.	Enter the Quantity received, select whether or not this is the Final receipt, and select the employee who received the items and the date. If applicable, enter the Packing slip number.

7.	To move to another purchase order line, use the forward or back arrow buttons at the bottom of the form:

8.	When you are finished reviewing the lines, click Post Receipts. APM saves and posts the transactions. If you have selected to print the report, APM prints it now.

Note: If the system displays “unable to post” messages for any of the purchase order lines, you might need to verify the cost type and work order, asset, or GL account to charge on those lines. To do this, click View as List and then double-click a line. The Resource Transaction dialog appears. If necessary, you can verify the cost type and account number on the Distribution tab.

9.	Close the Receiving Report window.