The following are the key features of Receiving:
Purchasing provides complete centralized procurement support. You can leverage your purchasing power by consolidating the requirements from different plants, warehouses, and office sites; yet retain receiving support. You can define separate, autonomous receiving organizations for each of these sites.
Use the Change Organization window to select your receiving organization. With the Receipts window, you can receive goods only for your current organization. The current organization code is displayed in the title bar of the Receipts window. For supplier shipments, you specify the receiving organization on the purchase order shipment. For intransit inventory shipments, you specify the receiving organization when you create the intransit shipment. All other receiving windows can access receiving only in your current organization. You also must deliver to the same organization in which you received the goods. Use the Manage Shipments window to update intransit information to provide accurate expected delivery date information to better plan your production processes.
Receiving locations are designated areas in which you temporarily store items before you deliver them to their final destinations. Your receiving dock and the area in which items are inspected are receiving locations. Receiving locations are not required when the routing is Direct Receipt, when you are delivering goods to their final locations. However, when the routing is Standard Receipt, you initially receive the items into a receiving location, and you must specify the receiving location. If the routing is Inspection Required, you could transfer the items to an inspection location before delivering them to their destination. If necessary, you can create additional receiving locations, such as a cold storage area where items can be held pending inspection.
You may want to allow over-receipts on items that you use frequently within your organization, and you can prevent misallocation of shipments to incorrect destinations by setting tolerance levels and the control action. You can over-receive for a particular item if the over-receipt quantity is within tolerance, and you can set the control action to allow all over-receipts, permit over-receipts outside the tolerance but issue a warning message, or reject over-receipts outside the tolerance.
Example: You order 100 boxes of shelf braces and indicate on the purchase order that this order requires a receipt. You decide to relax the restriction on the receiving tolerance for shelves since shelves are a low cost/high turnover item. You define the receiving tolerance level for shelves to be 10% but choose to allow receipts over this tolerance level after displaying a warning.
At the receiving dock, the receiving agent receives 111 boxes of shelf braces and enters a receipt for all of them. The receiving agent can accept them all because your system setup allows receipt over tolerance for this item.
Later, you determine that you are not using all the shelf braces you had predicted, and you decide to change the tolerance level to 3% and to not allow receipts over tolerance. In the next shipment, you receive another 111 boxes of shelf braces. Again, the purchase order was for 100 boxes. The receiving agent attempts to receive 111, but Purchasing displays an error message stating that the receipt quantity is over tolerance and does not let the receiving agent record the over receipt. So, this time the receiving agent can receive only 103 and must reject the additional 8.
You can automatically generate debit memos for Return To Supplier transactions if an invoice has been created. To enable this functionality, enable the supplier site as a Pay Site (or indicate an Alternate Pay Site) and select Create Debit Memo from RTS Transaction in the Supplier Sites window. See: Entering Supplier Information, Oracle iSupplier Portal Implementation Guide. When you create the return, make sure the Create Debit Memo Option is selected in the Returns window. Once you enable this functionality, a debit memo is created for each return line you enter in the Returns window.
The debit memo number contains the original receipt number. Self-Billing Invoice numbering affects debit memos.
The debit memo is dated with the return transaction date. If this date does not fall within an open period in Oracle Payables, the date defaults to the first open date available in Payables.
The payment schedule on the debit memo is based on the purchase order payment terms (in the Terms and Conditions window) and the invoice terms defined in Payables.
The debit memo is calculated by multiplying the returned quantity by the purchase order item unit price. If the purchase order is in a foreign currency, and you perform invoice matching to receipts, Purchasing uses the currency conversion rate at the time of receipt to calculate the unit price.
The debit memo does not include tax and freight charges.
If the unit of measure (UOM) on the return in the Returns window differs from the purchase order UOM, Purchasing restates the return quantity on the debit memo in terms of the purchase order UOM.
If an Advance Shipment Notice (ASN) or an ASN with billing information (ASBN) exists for the receipt, the unit price from the ASN or ASBN is used.
Purchasing does not automatically include corrections to returns in debit memos; in this case, you need to adjust the debit memo manually. See: Entering Debit/Credit Memos, Oracle Payables User's Guide. Purchasing does not create debit memos for returns against unordered receipts.
If an invoice has not yet been created for the receiving transaction or if Payment on Receipt already accounted for the return using the Aging Period functionality, a debit memo will not be created. Whenever a debit memo cannot be created, you will receive a notification in the Notifications Summary window.
Similarly, the Aging Period functionality in Payment on Receipt does not include returns for which a debit memo was already created, so that duplicate debits are not made.
You can match the debit memo to the purchase order or receipt. See: Matching Credit/Debit Memos in the Invoices chapter/section of the Oracle Payables User's Guide.
An Advance Shipment Notice (ASN) is transmitted using Electronic Data Interchange (EDI) or Extensible Markup Language (XML) from a supplier to let the receiving organization know that a shipment is coming. The ASN contains details including shipment date, time, and identification number; packing slip data; freight information; item detail including cumulative received quantities; country of origin; purchase order number; and returnable container information.
Suppliers can create ASNs that have a quantity upto the funded quantity of the purchase order if the Partial Funded flag is selected.
Once an ASN is successfully validated, you can use it in the Receipts window to create receipts, reducing data entry time. (A validated ASN is one that contains no errors during data validation in the Receiving Open Interface.)
Suppliers can also send ASNs with billing information. These contain the same information as ASNs plus invoice and tax information. Once an ASN with billing information (also known as an ASBN) is validated in the receiving open interface and imported into Purchasing, an invoice for the shipment is created automatically. A supplier creates an ASN based on the demand conveyed by the purchasing organization's Purchase Order, Planning Schedule, or Shipping Schedule. If Purchasing detects errors or discrepancies in the ASN at any time, from the time the ASN is sent to the time it is entered as received, an Application Advice, transmitted via EDI, is sent automatically to the supplier. The supplier can then send a corrected ASN. You can view or cancel an accepted ASN as an intransit shipment in the Manage Shipments window.
You can match invoices to receipts created from ASNs. You can also match ASBN invoices to receipts.
A shipment authorization is made to the supplier in the form of a Purchase Order, Planning Schedule, or Shipping Schedule.
The supplier sends the ASN to the receiving organization at the time of shipment.
The ASN is verified in the Receiving Open Interface. Intransit and purchasing supplies are updated for ASN lines that are successfully validated. For each accepted line on the ASN, intransit supply is increased and purchasing supply is reduced. If the data isn't accepted or if there is an error or discrepancy in the data, an Application Advice, containing the most likely cause of the error, is sent to the supplier. The supplier can then send a corrected (New) ASN.
The goods arrive. You can use the ASN in the Receipts window to create receipts.
Shipment-vs.-receipt quantities are compared during the receipt transaction process.
There are three types of ASNs:
A New ASN is the initial ASN. An ASN can also contain substitute item information. To accurately handle substitutions, the supplier must indicate both the buyer's original item number and the buyer's substitute item number on the ASN. With both identifiers available, substitutes can be validated as allowed, and a valid substitute item is referenced against valid purchasing document information.
A Cancellation ASN, once validated, cancels the original (New) ASN if the original (New) ASN has not yet had a receipt created against it. The shipment number on the Cancellation ASN is matched to the shipment number on the validated, original (New) ASN.
A Test ASN is sent by the supplier usually to make sure the ASN transmission works between you and your supplier. A Test ASN is verified as if it were a New ASN and generates an outbound Application Advice if necessary. A Test ASN is not available for creating a receipt against it and is not visible as inbound supply. Note: A validated ASN, as described above, is one that contains no errors during data validation in the Receiving Open Interface.
Use the Find Expected Receipts window to find source documents for which you can enter receipts. Use the Supplier and Internal tabbed region to search for CLM documents. An Operating Unit is a mandatory field. Enter one or multiple search criteria for finding the CLM document you want to receive. Select one or more of the criteria in the following tabs to find the CLM document: Item, Date Ranges, Shipments, Destination.
Click Find to search for the document you want to receive goods against. Click Clear to clear the previous search criteria you may have entered and start afresh.
Use the Receipt Header window to enter header information for all types of receipts.
Note: If you are entering a receipt against an Advance Shipment Notice (ASN), the header information may already be entered for you if the supplier sending the ASN provided that information.
Navigate to the Receipt Header window. Purchasing opens this window when you select Find or Unordered in the Find Expected Receipts window. You can also get to this window by selecting the Header button in the Receipts window.
Enter the Receipt number. If automatic receipt numbering is enabled, this field is not enterable when you are creating a new receipt. Purchasing displays the receipt number if the shipment has been partially received.
Enter the Receipt date.
Enter the Shipment number.
Enter the Shipped Date.
Enter the Packing Slip number.
Enter the Waybill/Airbill number.
Enter the Freight Carrier. See: Defining Freight Carriers, Oracle Shipping Execution Guide.
Note: Only the active freight carriers are displayed.
Enter the Bill of Lading.
Enter the number of Containers.
Enter the Received By person.
Enter the Supplier or Customer. For supplier-sourced shipments, this is the supplier. For inventory-sourced shipments, this is the organization. If the field says Customer, this is the customer returning an item ordered from your company.
Enter Comments.
Navigate to the Receipts window.
Note: You can save the header separately from the lines except for ASN receipts.
To add lines to an existing receipt:
Select the Add To Receipt button to open a list of values showing the receipts to which you can add lines. When you select the receipt to add to, Purchasing displays values from that receipt in the remaining header fields. You can also change the date when the action is Add To Receipt.
When creating a receipt, for a partially funded shipment, a validation is carried out to ensure that the over-receipt must be restricted to Quantity Funded value for Quantity based lines and Amount Funded value for Amount based lines. The Quantity Funded and Amount Funded fields are defined in the awards shipment distribution; the existing Over Receipt Tolerance is ignored for Partially funded CLM Award shipments. The supplier can supply, or the receiving clerk can receive quantity only up to the funded quantity, even though the award line shipment distribution may have more quantity than the funded quantity/amount. For a Fully funded CLM award shipment, over Receipt Tolerances are still applicable
You can receive Option Line Items only if the Option line is exercised and funded.
The following lines cannot be received:
Informational Lines
Amount based lines with Cost constraint values of No Charge or Not Separately Priced
Purchasing opens the Receipts window and displays all shipments that meet the search criteria when you choose the Find button in the Find Expected Receipts window. Only funded lines that meet the search criteria are displayed in the Find Expected Receipts window. Information lines are not seen in this window. If an option line is not exercised, the Find Expected Receipts window does not display it in the search results.
In the lower part of the screen, Purchasing displays the following detail information for the current shipment line: Order Type, Order Number, the Supplier shipping the item or the Customer returning the item, Due Date, Item Description, Hazard class, Destination, UN Number, Header Receiver Note (from order document header), Shipment Receiver Note, and Routing.
Select the line you want to receive.
If the line you select contains information in the ASN Type field, then an Advance Shipment Notice (ASN) exists for that shipment. (You can set an ASN Control option in the Receiving Options window to prevent you from receiving against a purchase order shipment for which an ASN exists.)
Purchasing displays the Quantity due for the shipment. If you change the unit of measure, the receipt quantity is adjusted to reflect the new unit of measure. You can override this value if you are recording a partial receipt or an over-receipt. Depending on your receiving options, Purchasing either ignores over-receipts, displays a warning message when you try to receive more items than you ordered, or prevents you from receiving quantities over your receipt tolerance. If you specify blind receiving at the system option level, Purchasing neither performs over-receipt checking nor displays a Quantity To Receive. If you have fully received a shipment, the receipt quantity displayed is zero, but over-receipt checking will reveal whether you have exceeded the over-receipt tolerance on this shipment. The information described above applies to an ASN line as well as a purchase order shipment line. If you try to receive a quantity that is more than the quantity that has been funded, an error message is displayed and you are not allowed to proceed with the receiving of the items in case of Partially funded PO shipments. Please note that non-funded lines are not displayed for receiving.
The information described above applies to an ASN line as well as a purchase order shipment line.
If you try to receive a quantity that is more than the quantity that has been funded, an error message is displayed and you are not allowed to proceed with the receiving of the items in case of partially funded PO shipments. Please note that non-funded lines are not displayed for receiving.
The quantity received on the corresponding award or return material authorization (RMA) is updated to reflect the received quantity.
Enter the UOM of the item you are receiving.
Enter the Destination Type: Receiving, Expense, Inventory, or Shop Floor. This determines the final destination of the received items.
If the item is under revision control, you must enter a Revision.
Enter the receiving Location.
Enter the Requestor.
For the Inventory destination type, enter the Subinventory into which the goods will be delivered.
When the destination type is Inventory and when the item and/or the subinventory have locator control enabled, enter the stock Locator.
Optionally choose or change the Country of Origin.
If the line is funded, you cannot receive an amount or quantity which is more than the funded amount or quantity.
Option lines cannot be received unless they are exercised and funded.
Navigate to the Details tabbed region.
Enter the Packing Slip number.
Enter the Supplier Lot number.
Enter the transaction Reason Code. See: Defining Transaction Reasons, Oracle Inventory User's Guide.
Enter any comments.
Select Receipt Exception if you want to enter a release exception for this receipt.
Navigate to the Currency tabbed region. You can update exchange rate information on the receipt only if you perform invoice-to-receipt matching (an Invoice Match Option of Receipt is chosen for the shipment in the purchase order Shipments window). These fields are blank and disabled if there is no exchange rate-that is, if the purchase order is not in a foreign currency.
Modify the Rate Date. If the Invoice Match Option on the purchase order shipment is Purchase Order, the default is the purchase order creation date, and you cannot change it. If the Invoice Match Option is Receipt, the default is today's date. You can change the Rate Date to one that better captures the cost of the item at the appropriate exchange rate. For example, if you are creating a receipt for an item that was actually received into inventory a few days earlier, you could enter the earlier date to apply the rate from that day. You can enter a different Rate Date for different receipt lines. For User rate types, changing the Rate Date does not affect the Rate. Once you complete the receipt transaction, you cannot correct this exchange rate information later.
If the Rate Type is User and the profile option PO: Allow Rate Override for User Rate Type is set to Yes, optionally modify the Rate. The Rate defaults from the purchase order.
Note: The Currency and the Rate Type also default from the purchase order, but cannot be changed.
Navigate to the Order Information tabbed region to view the following information for the shipment: Order Type, Number, Release number, order Line number, Shipment number, Project, Task, Kanban Card Number, Charge Account, Supplier, Quantity Ordered, UOM, Due Date, Supplier Item number, Customer Item number, Manufacturer Name, and Source Inspected.
Navigate to the Outside Services tabbed region to view the Job or repetitive Schedule number, the repetitive schedule Line number, the Operation Sequence, and the Department number.
Navigate to the Shipment Information tabbed region to view information from the Advance Shipment Notice (ASN), if one exists for the shipment.
If you specified a Supplier and Item in the Find Expected Receipts window, and if Allow Cascade Transactions is selected in the Receiving Options window, choose the Cascade button.
Select the Express button to perform an express receipt.
The Cascade function facilitates the distribution of a given quantity of an item from a single supplier across multiple shipments and distributions. This function is available in the Receipts window if you have specified a Supplier and Item in the Find Expected Receipts window and if Allow Cascade Transactions is enabled in the Receiving Options window. In the Receiving Transactions window, the cascade function is available for deliveries if you have specified an Item in the Find Receiving Transactions window. Performing any manual transaction in a line disables the Cascade button, and it is not enabled until you have again selected the Find button in the appropriate Find window.
When you select the Cascade button, Purchasing displays the Cascade Details window in which you must enter the cascade quantity and the unit of measure. When you select the OK button, the cascade process begins.
The process starts at the first displayed line and allocates the supply available to receive/deliver to that line from the cascade quantity you entered. The process continues to the next line and again allocates the quantity available to receive/deliver, continuing until either the process reaches the last queried line or the funded quantity is exhausted. Since the lines are displayed in order by promised date/need-by date, the process operates as a First In/First Out procedure. If you entered a cascade quantity larger than the funded quantity available , Purchasing displays a dialog window explaining that the process could allocate only so many. If the funded quantity available is greater than the cascade quantity, the last receipt/delivery may be partial. To clearly indicate that the cascade quantity has been exhausted, Purchasing displays a transaction quantity of 0 for the remaining lines. The cascade function does not modify any destination information; it uses the information defined by the routing and defaulted from the shipment.
If a given shipment line has multiple distributions and the default routing for that line is direct receipt, the cascade process explodes the line and allocates the quantity available on the shipment line to the component distributions based on the supply available for the distribution. If you have over distributed a given line, Purchasing allocates all remaining supply for the shipment to the last distribution. If you have over delivered the transactions with prior receipts or transactions, then the process may fill the lines with undesired values, but you can reallocate in this situation once the cascade process is complete.
Record validation is disabled during the cascade process to facilitate the running of the process, but all lines are validated when you save them. Quantities are applied to lines in the expectation that you will transact the line as the default routing intended. However, you can manually override these values.
The express function is a quick method of entering receipts and receiving transactions. This function is available in the Receipts window if you have specified or inferred a source in the Find Expected Receipts window. (The source would be inferred if you entered, for example, a purchase order number.) In the Receiving Transactions window, the express function is available for deliveries regardless of your search criteria in the Find Receiving Transactions window. Performing any manual action in a line disables the Express button, and it is not enabled until you have again selected the Find button. When you select the Express button in the Receipts window, Purchasing displays the Express Details window in which you must enter the destination: Final Destination or Receiving location. Note that this action is dependent on the profile RCV: Allow Routing Override. When you select the OK button in the Express Details window, all lines are selected and the Express button changes to Unexpress. When you select the Express button in the Receiving Transactions window, all lines are selected and the Express button changes to Unexpress. In either case, you can select the Unexpress button to return to manual mode. Otherwise, you can deselect lines to omit them from express processing and then save your work to initiate express processing.
You cannot perform data collection using Oracle Quality when you select the Express button in the Receiving Transactions window.
Express receiving does not support entering Descriptive Flexfield segment values.
The express processor performs validation and rejects lines based on the following criteria:
the item revision/subinventory/locator is required and not obtainable as a default from the item definition and the destination is Final
the early/late receipt date tolerance is exceeded and the exception control is Reject
lot/serial information is required
ship-to location is not available and the destination is Receiving
location is not available for Expense destination type and the destination is Final Destination
purchase order supplier and receipt header supplier do not match
other receipts are pending for the specified shipment
The quantity defaults upto the funded quantity in case the line is partially funded.
When validation processing is complete, Purchasing displays a dialog telling you how many lines passed validation and how many failed and are still available to receive manually.
Use the Receipts window to enter express receipts.
To find source documents:
Navigate to the Find Expected Receipts window.
Enter search criteria to find the source documents for which you want to enter express receipts. You must include the supplier or organization in the source criteria.
Select the Find button to display the Receipts window with line(s) available for receipt displayed in the Lines tabbed region.
To enter express receipts:
Select the Express button to open the Express Details window.
Select the Destination Type: Final Destination or Receiving location.
Select the OK button. This changes the Express button to Unexpress and selects all the lines for express receipt.
Optionally deselect individual lines to omit them from the express receipt.
Save your work to begin express receipt validation processing.
Purchasing allows you to perform returns to suppliers and returns to customers in the Receiving Returns window.
Use the Receiving Returns window to return delivered items to receiving and to return received or delivered externally sourced items to the supplier if the purchase order has neither been cancelled nor final closed. For controlled items, you must specify lot numbers, serial numbers or locators, as appropriate. If the Quality module is installed, you can enter quality information.
Use the Receiving Returns window to return items back to a customer. For example, a customer returns to your company a part that does not work properly. You receive and fix the part, then return the part to the customer.
When you are entering a return, the first step is to identify the purchase order or return material authorization (RMA) number and/or item that you want to return. You can choose among various selection criteria when searching for items in the Find Returns window. Use the Supplier and Internal tabbed region to search for receipts created against external suppliers. Use the Customer tabbed region to search for receipts created for customer returns to your company.
You can return to the supplier or customer unordered receipts that have not been matched.
To return items to receiving, enter the return quantity in the Receiving Returns window. If you originally performed a direct receipt, you must specify a Return To receiving location. Otherwise, Purchasing routes all returned items to the receiving location from which you delivered them. For Inventory (but not Expense or Shop Floor) deliveries, you can update the Return From subinventory. You can also optionally specify additional return information such as Reason Code and RMA number (the number your supplier issues to you to track your return to the supplier).
To return items to the supplier or customer, enter the return quantity in the Receiving Returns window. Purchasing provides the source supplier or customer for the items. For Inventory (but not Expense or Shop Floor) deliveries, you can update the Return From subinventory. You can also optionally specify additional return information such as Reason Code and RMA number (the number your supplier issues to you to track your return to the supplier). When you return items to the supplier or customer, Purchasing creates both a Return To Receiving and a Return To Supplier transaction. Purchasing also reopens the associated purchase order for the return quantity by reducing the original receipt quantity. For customer returns, if you return the item back to the customer, Purchasing updates the RMA to reflect the returned quantity. You can automatically generate debit memos for Return To Supplier transactions once an invoice has been created. When you create the return make sure the Create Debit Memo option is selected. To enable this functionality, enable the supplier site as a Pay Site (or indicate an Alternate Pay Site) and select Create Debit Memo from RTS Transaction in the Supplier Sites window.
Use the Receiving Returns window to enter returns against receipts, deliveries, transfers, acceptances, and rejections.
Navigate to the Find Returns window by selecting Returns on the menu. Enter search criteria and click Find.
The Receiving Returns window appears. In the Transactions tabbed region of this window, Purchasing displays transactions that meet your search criteria. The Order Information tabbed region displays information about the purchase order against which the receipt was made. The Outside Services tabbed region displays pertinent information for outside processing receipts.
Enter the return Quantity. Purchasing selects the line and places a check in the line selector checkbox.
For Return To Supplier transactions, Purchasing reopens the associated purchase order for the return quantity by reducing the original receipt quantity. For customer returns that you return back to the customer, Purchasing updates the RMA to reflect the returned quantity.
Enter the Return Unit of Measure. Purchasing displays the unit of measure conversion.
Note that Create Debit Memo is selected if Create Debit Memo from RTS Transaction is selected for this supplier site in the Supplier Sites window. If Create Debit Memos is selected, Purchasing creates a debit memo for the returned quantity once you save the transaction. You can then view or edit the debit memo in Payables. Debit memo creation is enabled for Return to Supplier transactions only. If you do not want a debit memo to be created automatically for this transaction, deselect this option.
If you enter a return and an invoice has not yet been created for the original receipt, or if Payment on Receipt already accounted for the return using the Aging Period functionality, Purchasing does not create a debit memo. You will receive a notification in the Notifications Summary window for any debit memo that could not be created. Purchasing does not create debit memos for returns against unordered receipts. Tax or freight is not included in the debit memo amount.
In the Transactions tabbed region, you can update the RMA Number used by your supplier for returns to that supplier. For Inventory (but not Expense or Shop Floor) deliveries, you can update the Return From subinventory.
Important: The RMA number in the Customer tabbed region of the Find Returns window is the number you and your customer use to track returns to you. The RMA number here is the number you and your supplier use to track your return to the supplier.
In the Details tabbed region, you can enter a Reason Code, update the Transaction Date, and view whether a Receipt Exception has been placed.
Use the Receiving Corrections window to modify receiving transactions to correct errors. You can correct receiving transactions other than another Correction transaction or an internal shipment delivered to inventory. For controlled items, you must specify lot and/or serial numbers, as appropriate. For corrections to customer return transactions, the return material authorization (RMA) in Order Management is updated to reflect the new quantity.
When you are entering a correction, the first step is using the Find Corrections window to identify the transaction that you want to correct.
You can enter positive or negative corrections to any receiving transaction. For positive corrections on receipt or positive corrections on deliver, you can make the corrections in the quantity as long as they do not exceed the funded quantity. Additionally, for partially funded lines, the corrections can be performed only upto the partial funded quantity. For fully funded lines, you can make corrections upto the funded quantity plus the tolerances quantity at the shipment level.
You can also make corrections to quantities that you return to a supplier. For example, you receive 100 items, and you use a Return To Supplier transaction to return 10 items to the supplier because they were damaged. Then you realize that only 9 items were damaged. This means that, in the Corrections window, you must enter a correction of -1 for the Return to Supplier transaction. Purchasing moves the item from the supplier to your receiving supply. If you additionally want to move the item from your receiving supply to your on-hand supply, you must additionally enter a correction of +1 for the Return to Receiving transaction.
Use the Receiving Corrections window to record correction transactions against prior receiving transactions.
Navigate to the Receiving Corrections window by selecting the Find button in the Find Corrections window.
If your selection criteria produce any transactions, the Transaction Type (Expense, Inventory, Shop Floor, or Receiving), Quantity, Destination, Item, Revision, and Item Description are displayed in the Transactions tabbed region. The Order Type, Order number, the Supplier or internal organization shipping the item or the Customer returning the item, and the Due Date are displayed in the Order Information region. The Item Description, Hazard Class, Destination, UN Number, Receiver Note, and Routing for the current line are displayed in the lower part of the window.
Use the remaining tabbed regions to display additional information about the transactions:
In the Transactions tabbed region, you can view the following: Destination Type, Item number, Revision number, Item Description, Location, Person, Subinventory, and stock Locator.
In the Details tabbed region, you can view the following: Packing Slip number, Supplier Lot number, Reason code, Hazard class, and UN Number.
In the Currency tabbed region, you can view exchange rate information if the purchase order was created in a foreign currency.
In the Order Information tabbed region, you can view the following: Order Type, Order number, Release number, Line number, Shipment number, Supplier or Customer, Quantity Ordered, UOM, and Due Date.
In the Outside Services tabbed region, you can view the Job/Schedule, Line, Operation Sequence, and Department.
In the Quantity field, enter the positive or negative correction quantity for the current line. Making any entry on the line automatically selects the line. You can also use the line selector to select and deselect lines. You can also make corrections to quantities that you return to a supplier.
You can receive items from a supplier when you do not have a corresponding purchase order but want to receive the items so you can track them on the system while you wait for a buyer to decide which purchase order to use. First receive the items as Unordered Receipts in the Receipts window. You can create a new receipt or add to an existing receipt for the supplier or customer who shipped the unexpected items. Then perform a standard receipt for the unordered item shipment quantity.
Use the Find Unordered Receipts window to find the receipts or RMAs that are available for matching. Then use the Match Unordered Receipts window to specify the purchase order or RMA number, release, line, and shipment schedule to which you want to match the unordered receipt. Purchasing restricts the list of possible matching purchase orders/releases as follows:
The purchase order must have the same supplier as the unordered receipt (when matching to RMAs, the RMA must have the same customer as the unordered receipt).
The purchase order cannot be final closed or cancelled.
The purchase order must have at least one approved shipment in the same organization where you performed the unordered receipt (when matching to RMAs, the receiving organization on the RMA must be the same organization where you performed the unordered receipt).
Except for receipts for one-time items, the item and the purchasing category on the purchase order (or the item on the RMA) must be the same as the item and purchasing category on the unordered receipt.
The purchase order must have a receipt routing of Standard Receipt, Inspection Required, or none (blank). If the purchase order shipment has a routing of Direct Delivery, the profile option RCV: Allow Routing Override must be set to Yes. This routing requirement also applies to RMAs, which use the routing specified in the Receiving Options window.
When you match unordered receipts with a created purchase order, the receipts can only be upto the funded quantity. If the purchase order lines are partially funded, the unordered quantity can be upto the funded quantity only.
You can match only to approved shipments. If you cannot locate a valid matching document for your unordered receipt, you can modify and approve an existing purchase order/release or you can create and approve a new purchase order. You can then match to this new, approved shipment.
When you choose a shipment or RMA line, Purchasing performs receiving control checks of the quantity received tolerance and due date threshold.
If the RCV: Print Receipt Traveler profile option is set to Yes, receipt travelers are printed automatically when you match unordered receipts.
Entering Unordered Receipts
Select Receipts on the menu to open the Find Expected Receipts window.
Choose the appropriate tabbed region. Choose the Supplier and Internal tabbed region to create an unordered receipt that will later be matched to a purchase order or release.
Select the Unordered button to open the Receipt Header window
Enter receipt header information.
Enter receipt line information.
Save your work.
To select unordered receipts for matching
Navigate to the Find Unordered Receipts window by selecting Match Unordered Receipts on the menu.
Enter any of the following as selection criteria for the receipts you want to match to purchase orders or return material authorizations (RMAs): Receipt Number, Supplier or Customer name, Item, Category, Supplier Item Number, Receiver, Transaction Date, Receiving Location, Item Description.
Select the Find button. If your selection criteria produce any receipts for matching, the Item Number, Revision, Category, and Supplier or Customer are displayed in the Unordered Receipts block in the Match Unordered Receipts window. The Receipt Number, Quantity Received, Receiving UOM, Deliver To, Receiver, Item Description, Quantity Ordered, Order UOM, Destination, and Supplier Item Number for the current receipt are displayed in the lower part of the window.
To match unordered receipts
Navigate to the Match Unordered Receipts window by selecting the Find button in the Find Unordered Receipts window.
In the Order Information block in the Match Unordered Receipts window, enter a purchase order number in the Order Number field. For customer-returned items (a Customer is displayed rather than a Supplier), enter the return material authorization (RMA) number in the Order Number field. You can also choose List of Values from the tool bar to query the purchase order shipments or RMA lines available to match the current unordered receipt. This displays the Order Number, Release, Line, and Shipment for all shipments appropriate for matching.
You record inspections, deliveries, and material movements within receiving and inspection by entering receiving transactions. These transactions provide a history that allows you to track an item from its source to its destination.
From the time of receipt, many transactions may be required to record the movement of an item through the receiving and inspection process. For example, after being received, an item can be transferred, inspected, and then delivered. To help you keep track of an item within receiving and inspection, these transactions are linked to each other. You can use the Receiving Transaction Summary to view an item's transaction history as if it were a family tree with parent and child transactions. A parent transaction can have one or more child transactions, but a child transaction has only one parent transaction. In the above example, the receipt transaction is the parent of the transfer transaction, while the transfer transaction is the child of the receipt transaction. Purchasing displays parent transaction information to help you determine the status of the item for which you are entering a transaction. For example, if you are about to transfer an item from Receiving Dock 1 to Inspection Area A, you should verify that the parent transaction's location is Receiving Dock 1. Purchasing also displays the parent transaction's unit of measure and available quantity. Available quantity is significant because you cannot enter a quantity for a current transaction that is greater than the parent transaction's available quantity. For example, if you have received 10, you can inspect only up to a quantity of 10. Purchasing also displays the inspection result for a parent transaction if the given material has been accepted or rejected as part of an inspection. For delivery transactions, you must enter lot/serial/locator information for controlled items.
Please note that delivery is allowed upto a maximum of the funded quantity for a corresponding distribution.
The first step in entering a new receiving transaction is to choose the receipt involved in this transaction. In the Find Receiving Transactions window, you can enter a variety of search criteria such as receipt number, current location, various item details, shipment number, purchase order number, and requisition number. Once you have specified search criteria, Purchasing displays the receipts (and previous transactions) in the Receiving Transactions window for which you can process transactions. Information for receipts is based on information from parent transactions that meet your search criteria.
Use the Receiving Transactions window to enter receiving transactions.
Purchasing opens the Receiving Transactions window and displays all receipts that meet your search criteria when you select the Find button in the Find Receiving Transactions window. In the lower part of the screen, Purchasing displays the following receipt information for the current line: Receipt Number, Order Number, the Supplier or internal organization shipping the item or the Customer returning the item, Parent Type, Description, Inspection, Destination, Current Location, Receiver Note, and Hazard Class.
Select the line for which you want to enter a receiving transaction. If a material shortage exists for the item, a message appears. Displaying shortage messages for certain items is a setup option. From the message, you can view details of where in your organization the demand exists for the item. You can then make the item available with a high priority.
Purchasing displays the Quantity due for the shipment. If you change the unit of measure, the receipt quantity is adjusted to reflect the new unit of measure.
Enter the UOM of the transaction.
Enter the Destination Type: Expense, Inventory, Receiving, or Shop Floor. This determines the final destination of the received items.
Enter the Location for the transaction.
Enter the Person performing the transaction.
For Inventory transactions, enter the Subinventory.
If the item is under locator control, enter the stock Locator.
To enter receiving transaction detail information
Navigate to the Details tabbed region.
Enter the Packing Slip number.
Enter the Transaction Date.
Enter the Supplier Lot number.
Enter the transaction Reason Code.
Enter the Hazard class.
Enter the UN Number.
Select Receipt Exception if you want to enter a release exception for this receipt.
To view order information:
Navigate to the Order Information tabbed region to view the following information for the shipment: Order Type, Number, Release number, order Line number, Shipment number, Supplier, Quantity Ordered, UOM, Due Date, and Supplier Item number.
To view outside processing information:
Navigate to the Outside Services tabbed region to view the Job or repetitive Schedule number, the repetitive schedule Line number, the Operation Sequence, and the Department number.
To enter control number information:
For controlled items, you can select the Lot-Serial button to navigate to the Lot Number and Serial Number windows.
To enter inspection information:
Select the Inspect button to open the Inspection Details window.
To view exchange rate information:
Navigate to the Currency tabbed region. This exchange rate information is based on the receipt. These fields are viewable only.
Use the Inspection Details window to enter inspection information for received items.
To enter inspection information
Navigate to the Inspection Details window by selecting the Inspect button in the Receiving Transactions window.
Select Accept or Reject to describe the action you are taking in a line.
Enter the Quantity accepted or rejected. Purchasing displays the uninspected quantity as the default.
Enter the UOM for the inspected item.
Enter the Quality Code.
Enter a Reason Code for the transaction.
Enter the Supplier Lot number.
Enter the Inspection Date. The system date is the default.
Enter a Comment.
Save your work. Select OK to save your inspection entries and return to the Receiving Transactions window. You can use Inspection to return to this line for additional inspection entries until you have saved your work. After this time, the receipts will no longer be available for inspection.
If you want to enter more inspection results for a receipt after you've saved your work, requery the receiving transaction line using the Find Receiving Transactions window, and then enter more inspection results.
Use the Manage Shipments window to view and update inventory intransit shipment information. Also use the Manage Shipments window to view or cancel Advance Shipment Notices (ASNs).
You can view a wide variety of information about an inventory intransit shipment, including internal requisition information backing the intransit shipment. You can enter or change selected header information including packing slip and bill of lading numbers, the expected receipt date, the freight carrier, the ship-to location, and the number of containers. You can also enter or change some information at the shipment line level: the packing slip number, receipt routing, and reason code.
For an ASN, you can also view a wide variety of information, including truck and container numbers. You can also cancel an ASN by choosing Cancel from the Tools menu (The supplier can also send a Cancellation ASN). For more information on ASNs, please refer to the iSupplier Portal User Guide.
Navigate to the Find Intransit Shipments window.
Enter any of the following as selection criteria: Purchase Order or Requisition number, requisition Line number, ASN Shipment number, Supplier, Supplier Site and Receiving Location. In the tabbed regions in the lower part of the screen, you can specify additional selection criteria for the item, and date ranges.
Select the Find button to move to the Manage Shipments window.
Navigate to the Manage Shipments window. In this window Purchasing displays Shipment Header information for the first shipment that meets the criteria. Use the down arrow on your keyboard to display information for subsequent shipments that meet your search criteria.
You can maintain data only in the following Shipment Header fields: Expected Receipt Date, Bill of Lading, Freight Carrier, Packing Slip, Ship-to Location, Number of Containers, and Comments.
In the Shipment Lines region, only the item Revision, stock Locator, Packing Slip, Comments, Transaction Reason Code, and Receipt Routing are maintainable.
Select the shipment line and choose Cancel from the Tools menu.
Use the Find Transaction Status window to access the Transaction Status window. You can use this window to review pending transactions before they are processed by the Receiving Transaction Processor. Use the Supplier and Internal tabbed region to search against Purchasing documents.
Navigate to the Transaction Statuses window.
In the Transactions region you can view: Transaction Type, Processing Mode, Transaction Status, Item, Rev, Item Description, Destination Type, Location, Person, Subinventory, Locator, Secondary UOM, and Secondary Quantity.
In the Details region you can view: Transaction Date, Reason, Comments, Packing Slip, Supplier Lot, Hazard, UN Number, and Receipt Exception.
In the Order Information region you can view: Order Type, Order Num, Rel, Line, Shipment, Project, Task, Charge Account, Kanban Card Number, Supplier, Qty Ordered, UOM, and Due Date.
In the Order Processing region you can view: Job/Schedule, Line, Operation Sequence, and Department.