Information Systems:Zero-receiving POs
PO line status less than 30
Try to receive through Work With Purchase Orders.
- Option 6, work with lines.
- Option 14, receive lines.
- Change quantity to zero (actually key in zero – don’t just blank out field).
- To cancel the line (as opposed to changing the status), change the backlog flag to ‘N’.
This will only work if no other receiving has been started on this line; ie it is on neither a reception note nor an inbound shipment. If this line is on a closed inbound shipment, the ‘shipment ID’ field will be filled in, and you will get a message saying the line is at an incorrect status. Change the shipment ID; ie add XX to the end, and press enter. Continue with zero receipt. Be aware that this will create and close a new inbound shipment.
If this PO line is on an inbound shipment which is already at status 60, another shipment will have to be created with this line (to allow a zero receipt).
- Go to Purchase Tasks/Work with Inbound Shipments
- Option 1 to add a shipment
- Shipment ID will be the PO number followed by A,B,C etc. or whatever letter is required to get a unique ID. Description will be PO number, warehouse MAI, and landed costs required N.
- Option 1 to add a line (wait for the list to populate - will take several minutes)
- Once list populates, put PO number in again and find the PO line/item # - select F9 and ENTER to add it. F12 (twice)
- Try again to receive though work with Purchase Orders (using the new shipment ID)
PO line status greater than 30
Confirm Purchase Order Reception Notes
If a purchase order line is in status 30, it means that a reception note was created.
Go to PO inquiry, and look at the line to get the reception note number. Note that this does not show in work with purchase orders, only purchase order inquiry.
*VA/480B* Purchase order enquiry 9/10/14 14:22:43 DMR11907
Detailed order line 1
-------------------------------------------------------------------------------
Supplier.... 20409 BOWERS MEDICAL SUPPLY Order value. 145.05
Order type.. PO Regular Purchase Order Ord val CAD 145.05
Order number 8178055
-------------------------------------------------------------------------------
Line 90 Orig status. 10 Act status.. 30
Item........ 00685651
MESORB ABSORBENT PAD
Supp item cd SANC677701
Warehouse... MAI Purch unit.. EA Rec note. 4308432
Contract no. Promised dat 09/03/14 Rec line.... 1
Primary qty. 5.00 Request date 09/03/14 Backlog..... Y
Order qty... 5.00 Disp date... 09/03/14 Backlogged.. N
Received qty Arrival date 09/07/14 Prev rec qty
Approved qty Rec date.... Trpt time... 4
Prc unit qty 5.00 Price unit.. EA FOC......... N
Price....... 29.01 Price code..
Order disc.. Y Disc amount. Currency.... CAD
Discount %..
Shipment mrk BASE Notify del.. N
F6=Pre-accounting F8=Addresses F9=Header
Then go to ‘Supply chain processes’ / ‘Warehouse’ / ‘Reception tasks’ / ‘Confirm purchase order reception notes’.
*VA/480B* Reception note confirmation 9/10/14 14:23:49 DMR53001
-------------------------------------------------------------------------------
Reception note...... 4308432
Reception date...... 091014
Transport note......
Actual dispatch date
Key in the reception note number and press enter.
*VA/480B* Location confirmation 9/10/14 14:24:23 WMR91001
Put-Away
-------------------------------------------------------------------------------
List number 4308432 Warehouse MAI
-------------------------------------------------------------------------------
Line Item Sugg. qty
Batch Disp date Zn Location PA SN +
1 00685651 5.00
090314 N2 C029
-------------------------------------------------------------------------------
Line
F1=Change batch,loc. F8=Blank; sugg. qty F9=Blank; zero F10=Order
The line(s) for that reception note will show. Make sure the received quantities are all zero, then press F9 to do a zero receipt.
*VA/480B* Reception note confirmation 9/10/14 14:25:06 DMR53002
-------------------------------------------------------------------------------
Order number 8178055 Reception note 4308432
Supplier 20409 BOWERS MEDICAL SUPPLY Order type PO
-------------------------------------------------------------------------------
Line Item Qty ord. Qty rec. B/S B R
Order Description Disp date Unit Bin loc
1 00685651 5.00 0.00 Y
8178055 MESORB ABSORBENT PAD 090314 EA
F1=Create shipment F7=Discrete costs
Make sure that the line is set to back order 'Y', and press enter again. The effect of this is that the line will change from status 30 to 20. If you were to do this for a partial quantity instead of zero, the line would be changed to status 60, and a new line for the balance will be created, as status 20.
If you to want to cancel the line (as opposed to changing the status), change the backlog flag to 'N'.