Chapter 38: Receiving Purchase Orders (PORC)
Purpose: Use the Purchase Order Receiving function to update the system when you receive inventory from open purchase orders from your vendors. When you receive inventory, you can:
• receive the entire purchase order in one step, or you can receive the items one line at a time.
• receive items directly into your on-hand inventory, or into suspense for placement at a later time.
• place items in more than one location or warehouse.
• have the system suggest where to place the items.
• add items to the purchase order if the vendor shipped you merchandise you did not order. This addition allows you to record the receipt for tracking purposes, and process a return-to-vendor transaction on the system at a later time.
If you are receiving a serial numbered item, you will need to enter the serial number of each unit at the time you place the merchandise in the warehouse. See Enter Serial Numbers Screen.
If you are receiving a drop ship purchase order, you can also print a drop ship invoice if the Print Drop Ship Invoice at time of Purchase Order Receiving (F10) system control value is set to Y.
Note: You can, if you wish, confirm shipment through this menu option of a drop ship purchase order processed automatically through the CWCollaborate Interface. This will update the status of the purchase order in CWDirect to X (Closed) but will not affect the CWCollaborate status of a purchase order. The item will still display on your vendor’s CWCollaborate screens, and your vendor’s CWCollaborate functionality will not be affected; however, vendor actions subsequent to receiving the purchase order will not be recorded in CWDirect.
In this chapter:
• Work with P/O Receipt Detail Screen
• Using the Direct Entry Method
• Using the Receive Option Method
• Using the Change Purchase Order Details Method
• Receiving an Entire Purchase Order into Inventory
• Receiving an Entire Purchase Order Into Suspense
• Receiving Overages and Underages
• PO Receiving Overage Warning Window
• Work with PO Receipt Locations Screen
• Creating Temporary Locations at Receiving
• Create Temporary Location Screen
• Create PO Detail Standard Screen (Adding Lines To A Purchase Order)
• Printing Purchase Order Labels
• Display Prior P/O Receipts Screen
• Work with PO Messages Screen
• Work with Vendor Notes Screen
• Work with PO Receipt Locations Screen
Work with P/O Receipt Detail Screen
Purpose: This screen displays each open line on the purchase order you have selected and is used to enter the receipt information for the purchase order or to view information from prior receipts against the purchase order for lines that are still open.
From this screen you can also advance to the following functions: add lines to the purchase order, work with additional PO charges, work with PO messages, and work with vendor notes.
How to display this screen: Enter a purchase order number on the Select P/O For Receipt Screen or select a purchase order from the Select P/O To Receive screen.
POR0051 DISPLAY Work with P/O Receipt Detail 5/13/98 14:17:17 The KL Mail Order Company
P/O # 483 Reference : Control #: 206 Vendor 101 US VENDOR Currency: USD Rate 1.0000000
Op Ln# Item COLO STYL SIZE Qty Due U/M Vendor Item Qty Rec
Type options, press Enter. 2=Change 5=Prior rcpts 7=Locs 8=Receive 18=Susp On/Off 19=Msgs 28=Ser# 1 ITU6 100 EA 101ITU6 SPATULA Location: 2 DT98Y YELW STRP SMLL 50 EA DISH TOWEL Location: 3 REGU7RT 50 EA TOASTER Location: 4 IUJ7 100 EA 101IUJ7 JUICE BLENDRE Location:
F6=Add Line F7=Summary F8=Rcv P/O F9=Accept F11=Reject F15=Add'l Chgs F18=Rcv Susp F20=PO Msgs F21=Rate F24=More Keys |
Field |
Description |
Ln# (Line number) |
The purchase order line number. There can be to 999 lines on a purchase order. Numeric, 3 positions; optional |
Item |
A code that represents a unit of inventory. Alphanumeric, 12 positions; optional. |
SKU |
The item's unique characteristics, such as its color or size. Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); optional. |
Qty due (Quantity due) |
The amount remaining to be received for this line item, in retailer’s unit of measure. Numeric, 7 positions; display-only. |
U/M (Unit of measure) |
A code that represents the unit of measure in which an item is purchased/stocked, such as EA (for a single unit), or DZ (for dozens). This field represents your unit of measure, which may differ from the vendor’s unit of measure. See Merchandising Chapter 10: Working with Units of Measure (WUOM). Alphanumeric, 3 positions; optional. |
Vendor Item |
The vendor's item number for the item. See Merchandising Chapter 22: Working with Vendor Items (WVNI). Alphanumeric, 20 positions; optional. |
Qty rec (Quantity received) |
The number of units of the item being received. The Over Receipt % (A61) system control value allows you to receive more than the quantity ordered, up to a user-defined percentage limit. This allows you to receive merchandise if the vendor over-ships. The Under Receipt % (A62) system control value allows you to close a purchase order line when most of the merchandise has been received, if the quantity received is within a user-defined tolerance percentage. This allows you to close a purchase order line automatically if the vendor under-ships. The PO Receiving Overage Warning Window displays if you enter a receipt quantity that is greater than the quantity ordered and the Display Purchase Order Receiving Overage Warning Message (F29) system control value is set to Y. See Receiving Overages and Underages. Numeric, 7 positions; required. |
The warehouse location where the item quantity received will be placed. The location code entered is validated against the Location file. The location type must be compatible with the item and the location cannot be frozen. If more than one location has been specified to receive an item, the location field appears blank and a plus (+) sign displays. Leave this field blank if you are using the Suggest Warehouse Placement function and you want the system to suggest the locations where the merchandise should be placed. The Suggest Location Placement (A27) value in the System Control file determines whether this function is being used. Leave this field blank to have the merchandise placed in the primary location defined in the Item/SKU file or in a primary location defined for the item in the receiving warehouse. The following system control values determine which location will default: |
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• Default Primary Location - Suspense Placement and PO Receipts (C08): determines whether the primary location defined in the SKU file defaults. • Default Primary Location from an Item Warehouse (G06): defines whether a primary location for the item in the receiving warehouse defaults; in this case the system will default the first primary location, in alphanumeric order, for the item in the receiving warehouse. • If both system control values are set to Y, the item warehouse location for the receiving warehouse will override the item's primary location defined in the SKU file. If the system cannot find a primary location for an item in the specified warehouse, an error message similar to the following displays: No Default Location was found. Please enter a Location. |
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An error message similar to the following displays if you enter a location that is frozen due to a physical inventory (Y defined in the Physical freeze field for the Item Location): Item location J010101 is frozen. See Chapter 1: Physical Inventory Overview. The Confirm Location Creation pop-up window displays if you enter a new primary location for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM. The system may update the item’s primary location in the SKU file (the "primary primary") depending on the setting of the Update Primary Primary Location for Item During Receiving (I35) system control value. See that system control value for more information. |
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Position the cursor on the Location field and press F4 to display a list of locations. If the Default Primary Location from an Item Warehouse (G06) value in the System Control file is set to Y, a prompt window will display location information for item locations in the warehouse specified on the purchase order detail line. Alphanumeric, 7 positions; optional. |
Screen Option |
Procedure |
Change a line item |
Enter 2 next to a detail line to advance to the P/O Receipt Detail Screen, where you can change the receipt information for a particular item. See Using the Change Purchase Order Details Method. |
View prior receipts for a line item |
Enter 5 next to a detail line to advance to the Display Current Receipts Screen. |
Suggest warehouse locations for an item, place the item in more than one location, or override the warehouse |
Enter 7 next to a detail line to have the system suggest where the item should be placed, to place the item in more than one location, or to override the warehouse. You advance to the Work with PO Receipt Locations Screen. |
Receive an entire line |
Enter 8 next to a detail line to receive the entire line. See Receiving Methods. |
Turn Suspense Receiving on or off for one line item |
Enter 18 next to a detail line to turn Suspense receiving on or off. If the suspense flag is on, all quantities received for the line will be placed in suspense. If the suspense flag is off, all quantities will be received directly into on-hand inventory. The word Suspense appears next to the Location field when the Suspense flag is on. See Chapter 39: Placing Suspended Stock (SUSP). |
View messages for one line item |
Enter 19 next to a detail line to advance to the Work with PO Messages Screen. |
Enter serial numbers for an item |
Enter 28 next to a detail line to advance to the Enter Serial Numbers Screen. This option is available only if you have already entered a receipt quantity and if the Serial number field in the Item file is set to Y. If the item is set up for serial numbers, you advance automatically to this screen when you accept the purchase order. |
Add a line to the Purchase Order |
Press F6 to advance to the Create PO Detail Standard Screen (Adding Lines To A Purchase Order) to add a line to the purchase order. |
Display purchase order summary |
Press F7 to advance to the Display Current Receipts Screen. |
Receive the entire purchase order |
Press F8 to receive the entire purchase order. The quantity due for each line will be updated as received. See Receiving an Entire Purchase Order Into Suspense. |
Accept the purchase order receipts |
Press F9 to accept the receipt information you entered. The system will be updated with the quantities received in the designated locations. If all lines have been received, this closes the purchase order, even if you have placed items into Suspense. |
Reject the entries |
Press F11 to return to the Select P/O For Receipt Screen. The system rejects any entries that you have made to the purchase order during the session. A pop-up window displays allowing you to confirm or cancel the reject request. |
Work with additional purchase order charges |
Press F15 to enter additional charges for the purchase order. |
Receive the entire purchase order into suspense |
Press F18 to receive the entire balance of the purchase order into suspense. The quantity due for each item on the purchase order is placed into suspense and the purchase order is closed. See Receiving an Entire Purchase Order Into Suspense. |
View purchase order messages |
Press F20 to advance to the Work with PO Messages Screen. |
Change the exchange rate for the purchase order |
Press F21 to enter a different exchange rate for the purchase order. See Changing the Exchange Rate. |
View the vendor notes for the purchase order |
Press F23 to advance to the Work with Vendor Notes Screen. |
Available methods: Inventory on a purchase order can be received on a line-by-line basis, or the entire purchase order can be received in one step. Individual items can be received into suspense, or the entire purchase order can be received into suspense. Additional receiving information can also be entered for any line item on a purchase order, regardless of the receiving method used. There are three ways to receive lines individually and two ways to receive an entire purchase order.
Use this method . . . |
When . . . |
Direct entry |
the quantity received is different from the quantity due. |
Receive option |
the quantity due is the same as the quantity received. |
Change PO details |
you need to do any of the following: override the cost, override the unit of measure, change the warehouse code, change the receipt date, change the customs date, change currency rate, enter a disposition code, or force the line complete. |
Receive an entire PO into inventory |
all or most of the purchase order is being received and you are placing the merchandise into inventory. |
Receive an entire PO into suspense |
all or most of the purchase order is being received and you are placing the merchandise into suspense. |
You can use any combination of receiving methods on a purchase order. For example:
• If there are many line items on the purchase order that need individual attention, you can receive the items one line at a time.
• If most or all of the items are received, you can receive the entire purchase order and change individual line information to minimize data entry.
• You can enter override information for a receipt in addition to indicating the quantity received and the placement locations.
For more information:
• Using the Direct Entry Method
• Using the Receive Option Method
• Using the Change Purchase Order Details Method
Why use this method? The Direct Entry method allows you to type the receipt quantity and the location, if applicable, directly into fields on the Work with P/O Receipt Detail Screen. Use this method when the quantity received is different from the quantity due. You can use any of the following options to enter the location where the merchandise will be placed:
• default the item/SKU's primary location as the placement location (if the Default Primary Location - Suspense Placement and PO Receipts (C08) value in the System Control file is set to Y)
• default a primary location for the item in the receiving warehouse (if the Default Primary Location from an Item Warehouse (G06) value in the System Control file is set to Y; this default location overrides item/SKU's primary location)
• enter the location code in the Locat (Location) field if the merchandise is only being placed in one location, or if it is not being placed in the primary location
• use the Locs option to have the system suggest the location where the merchandise should be placed if using Suggest Warehouse Placement
• use the Locs option to place the merchandise in more than one location or warehouse
• place a line item into suspense
You can use the Direct Entry method to enter the quantity and location and also use the Change PO Details method to enter additional information about the receipt, if necessary.
You can also use the Direct Entry method to maintain individual purchase order lines when the entire purchase order is received into inventory or into suspense, if necessary.
Step-by-step instructions: Use the following steps at the Work with P/O Receipt Detail Screen to receive items line-by-line when the quantity received is different from the quantity due, and you need to enter the receipt quantity.
1. Enter the quantity received in the Qty rec field. See Receiving Overages and Underages.
2. Press Enter to display the location if the Default Primary Location - Suspense Placement and PO Receipts (C08) value in the System Control file is Y. The primary location defined in the Item/SKU file displays, or:
3. Press Enter to display a primary location for the receiving warehouse if the Default Primary Location from an Item Warehouse (G06) value in the System Control file is Y; this location will override the location defined in the Item/SKU file, or:
4. Enter the location code where the merchandise is being placed in the Location field if the primary location is not displayed and you are placing the merchandise in only one location, or if the merchandise is not being placed in the displayed location. The following message displays if an invalid location code is entered:
Location (XXXXXXX) does not exist.
5. The Confirm Location Creation pop-up window displays if you or the system enters a new primary location code for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM. Press Enter to accept the multiple primary location or press F12 to cancel.
6. Enter 7 next to an item and press Enter to advance to the Work with PO Receipt Locations Screen to have the system recommend the locations for placement if you are using the Suggest Warehouse Placement feature or if you are placing the merchandise in more than one location or warehouse. The Location field should be left blank when using option 7.
7. Enter 18 next to an item to change the suspense receiving status of a line. The word 'Suspense' displays next to the Location field for any line item that will be placed into suspense when the purchase order is accepted. If the word 'Suspense' is not displayed, the quantity received for the line will be placed into inventory. A Location is not required if you are placing the item into suspense.
8. Continue with the above steps until all receipts and placements have been entered.
9. Press F9 to accept your receipt entries. The system validates your entries and highlights any fields you need to correct or gives you an error message. Correct any fields again.
10. Press F11 to reject your receipt and placement entries. A pop-up window displays allowing you to confirm or cancel the reject request.
The Weight Warning pop-up window displays if you press F9 to accept your receipt entries and:
• an item(s) contains a shipping weight which is .000 or greater than 9000 pounds
• the P/O Receipt Costing Calculation Method (A57) system control value is set to W (purchase order receipt costing calculation by weight)
Weight Warning
Item MTTNSBS BRN SMLL
WARNING! Weight is .000 . Check cost after receipt. |
Using the Receive Option Method
Why use this method? The Receive Option method allows you to default the quantity due as the receipt quantity to minimize data entry. Use this method when the quantity received is the same as the quantity due. You can use any of the following options to enter the location where the merchandise will be placed:
• default the primary location as the placement location (if the Default Primary Location - Suspense Placement and PO Receipts (C08) value in the System Control file is Y)
• default a primary location for the item in the receiving warehouse (if the Default Primary Location from an Item Warehouse (G06) value in the System Control file is set to Y; this default location overrides the item/SKU's primary location)
• enter the location code in the Locat (Location) field if the merchandise is being placed in only one location or if it is not being placed in a primary location
• use the Locs option to have the system suggest the location where the merchandise should be placed if using Suggest Warehouse Placement
• use the Locs option to place the merchandise in more than one location or warehouse
You can use the Receive Option method to enter the quantity and location, and also use the Change PO Details method to enter additional information about the receipt, if necessary.
Step-by-step instructions: Use the following steps to receive items line-by-line when the quantity received is the same as the quantity due.
1. Enter 8 next to the first line item or as many items as you are receiving at the Work with P/O Receipt Detail Screen. The amount in the Qty due field displays in the Qty Rec field.
2. If the Default Primary Location - Suspense Placement and PO Receipts (C08) value in the System Control file is Y, the primary location defined in the Item/SKU file displays in the Location field, or:
3. If the Default Primary Location from an Item Warehouse (G06) value in the System Control file is Y, a primary location for the item in the receiving warehouse displays in the Location field; this location will override the location defined in the Item/SKU file, or:
4. Enter the location code where the merchandise is being placed in the Location field if the primary location is not displayed and you are placing the merchandise in only one location, or if the merchandise is not being placed in the primary location. The following message displays if an invalid location code is entered:
Location (XXXXXXX) does not exist.
5. The Confirm Location Creation pop-up window displays if you enter a new primary location code for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM. Press Enter to accept the multiple primary location or press F12 to cancel.
6. Enter 7 next to an item to have the system suggest the locations for placement if you are using the Suggest Warehouse Placement function or if you are placing the merchandise in more than one location or warehouse. If you have entered 7 in multiple fields, the Work with PO Receipt Locations Screen cycles you from one entry to the next.
7. Enter 18 next to an item to change the suspense receiving status of a line. The word 'Suspense' displays next to the Location field for any line item that will be placed into suspense when the purchase order is accepted. If the word 'Suspense' is not displayed, the quantity received for the line will be placed into inventory. A Location is not required if you are placing the item into suspense.
8. Continue with the above steps until all receipts and placements have been entered.
9. Press F9 to accept your receipt entries. The system validates your entries and highlights any fields you need to correct or gives you an error message. Correct any fields as needed.
10. Press F11 to reject your receipt and placement entries. A pop-up window displays allowing you to confirm or cancel the reject request.
The Weight Warning pop-up window displays if you press F9 to accept your receipt entries and:
• an item(s) contains a shipping weight which is .000 or greater than 9000 pounds
• the P/O Receipt Costing Calculation Method (A57) system control value is set to W (purchase order receipt costing calculation by weight)
Weight Warning
Item MTTNSBS BRN SMLL
WARNING! Weight is .000 . Check cost after receipt. |
Using the Change Purchase Order Details Method
Why use this method? The Change Purchase Order Details method allows you to display the P/O Receipt Detail Screen, where you can enter the quantity received and the location where the merchandise will be placed, add or change additional receipt information for the item or force the line complete. Use this method when you need to override any of the following information for a receipt, or to force the line complete:
• unit of measure
• purchase cost
• warehouse/location
• receipt date
• customs date
• currency rate
You can use any of the following options to enter the quantity received and the location where the merchandise will be placed when this receiving method is used:
• enter the location code in the Location field on the P/O Receipt Detail Screen if the merchandise is being placed in only one location.
• use the Location option to have the system suggest the location where the merchandise should be placed if using Suggest Warehouse Placement.
• use the Location option to place the merchandise in more than one location or warehouse.
Note: You can use any of the other receiving methods to record the receipt quantities and location placements and then use the Change Purchase Order Details function to enter or change any additional information about a receipt. For example, you can receive the entire purchase order using the default primary location option, and then use Change PO Details to override the cost of a particular item.
How to display this screen: Enter 2 next to a detail line on the Work with P/O Receipt Detail Screen.
POR0052 ENTER P/O Receipt Detail 4/09/98 14:57:41 The KL Mail Order Company
P/O # . . : 483 Control# Vendor . . : 101 US VENDOR 206
Line # . . . . : 1 Item . . . . . : IT8Y JUICE BLENDER
Qty Due UoM Gross Cost Discount Net Cost 100 EA 9.0000 .4500 8.5500 Receipt. . . . . EA .0000 .0000
Whse/Location . 40 Disposition Receipt date . . Customs Date Currency Rate .
F3=Exit F7=Location F12=Cancel F19=P/O Detail Messsages F20=P/O Messages F23=Vendor Notes |
Field |
Description |
Receipt qty (Receipt quantity) |
Enter the number of units received, in your (retailer’s) unit of measure; the number remaining to be received is displayed above the data entry portion of this screen. The Over Receipt % (A61) system control value allows you to receive more than the quantity ordered, up to a user-defined percentage limit. This allows you to receive merchandise if the vendor over-ships. The Under Receipt % (A62) system control value allows you to close a purchase order line when most of the merchandise has been received. This allows you to close a purchase order line automatically if the vendor under-ships. The PO Receiving Overage Warning Window displays when the quantity received is greater than the quantity ordered and the Display Purchase Order Receiving Overage Warning Message (F29) system control value is set to Y. See Receiving Overages and Underages. Numeric, 7 positions; required. |
UoM (Unit of measure) |
A code that represents a purchase order unit of measure for an item, such as EA (for a single unit) or DZ (for dozens). This field represents your own, not the vendor’s, unit of measure. See Merchandising Chapter 10: Working with Units of Measure (WUOM). Alphanumeric, 3 positions; required. |
Gross cost |
Enter in the gross cost (per retailer’s unit of measure) at receiving time; the system displays the projected cost (from the purchase order) for comparison. Numeric, 10 positions; optional. |
Discount |
The total combined amount of all discounts applied towards this detail line. This includes: Primary discount: The primary discount percentage the system applies towards all items purchased from this vendor. Primary discounts are defined in the Vendor file. Percentage/Unit discounts: The three discounts defined in the Vendor Discount file that the system applies towards all items purchased from this vendor. These discounts are defined as either a percentage or unit discount. If you change the amount in the Gross cost field, the system recalculates all discounts for this detail line and displays the new net cost in the Net cost field. See the Purchase Order Line Discount Screen for more information on discount calculation. Numeric, 10 positions with a 2-place decimal; display-only. |
Net cost |
The cost of this detail line, which is calculated by multiplying the quantity ordered and the price, adding the surcharge and subtracting the discount. The system applies the discount defined in the Terms field in Working with Vendors (WVEN) to the cost of each item you receive if the Apply A/P Terms Discount Percent at Purchase Order Receiving (D76) system control value is set to Y. Numeric, 11 positions with a 4-place decimal; display-only. |
Whse (Warehouse) |
The code that identifies the warehouse where the merchandise will be placed. The code of the warehouse for which the merchandise was ordered displays and can be overridden. The code is validated against the Warehouse file; see Chapter 41: Creating and Maintaining Warehouses (WWHS). Override the code only if the entire receipt quantity for the line is being placed in the same warehouse. If the quantity received is being placed in more than one warehouse, press F7 to display the Work with PO Receipt Locations Screen, which allows you to place the merchandise in more than one location or warehouse. Numeric, 3 positions, required. |
Location |
The warehouse location where the merchandise is being placed. The location code entered is validated against the Location file. The warehouse location from the Work with P/O Receipt Detail Screen defaults in this field, but you can override it. Enter a location only if the entire receipt quantity is being placed in one location. The Confirm Location Creation pop-up window displays if you enter a new primary location code for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM. Press F4 to display a list of locations or to create a new temporary location in which to place the item. |
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If the quantity received is being placed in more than one location, press F7 to display the Work with PO Receipt Locations Screen, which allows you to place the merchandise in more than one location or warehouse. An error message similar to the following displays if you enter a location that is frozen due to a physical inventory (Y defined in the Physical freeze field for the Item Location): Item location J010101 is frozen. See Chapter 1: Physical Inventory Overview. The system may update the item’s primary location in the SKU file (the "primary primary") depending on the setting of the Update Primary Primary Location for Item During Receiving (I35) system control value. See that system control value for more information. Alphanumeric, 7 positions; required. |
Receipt date |
The date of the receipt. If you leave this field blank, the system defaults to today's date. Numeric, 6 positions (MMDDYY format); optional. |
Customs date |
The date the receipt was received in customs or consolidation center for international orders. Numeric, 6 positions (MMDDYY format); optional. |
Currency rate |
The currency conversion rate at the time of the receipt. This is the rate of cost against the base currency. You can enter this at receiving time for each item. Numeric, 12 positions with a 7-place decimal; optional. |
Screen Option |
Procedure |
Work with PO receipt locations |
Press F7 to have the system suggest where the merchandise should be placed, or to place the merchandise in more than one location or warehouse. See Work with PO Receipt Locations Screen. |
View messages for a line item |
Press F19 to advance to the Work with PO Messages Screen. |
View purchase order messages |
Press F20 to advance to the Work with PO Messages Screen. |
View the vendor notes |
Press F23 to advance to the Work with Vendor Notes Screen. |
Step-by-step instructions: Use the following steps to receive items one at a time if you have to add or change some of the information about the receipt, or to force the line complete.
1. Enter the quantity received in the Qty rec field. See Receiving Overages and Underages for instructions on processing receiving overages and underages.
2. Enter the location code where the merchandise is being placed in the Location field if a primary location is not displayed and you are placing the merchandise in only one location, or if the merchandise is not being placed in the displayed location. The following message displays if an invalid location code is entered:
Location (XXXXXXX) does not exist.
3. The Confirm Location Creation pop-up window displays if you enter a new primary location code for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM. Press Enter to accept the multiple primary location or press F12 to cancel.
4. To display a list of valid locations, or to create a new temporary location in which to place the item, position the cursor on the Location field and press F4 to display the Select Location Screen.
5. Complete all other applicable fields. Refer to the field descriptions for instructions on completing the fields.
6. Press Enter when you have completed all applicable fields.
7. Press F7 to place the merchandise in more than one location or warehouse. See Work with PO Receipt Locations Screen.
8. Press F3 or F12 to return to the Work with P/O Receipt Detail Screen. The receipt quantity and location display if you are placing the merchandise in one location.
9. Enter 18 next to a detail line at the Work with P/O Receipt Detail Screen to change the suspense receiving status of a line. The word 'Suspense' displays next to the Location field for any line item that will be placed into suspense when the purchase order is accepted. If the word 'Suspense' is not displayed, the quantity received for the line will be placed into inventory. A Location is not required if you are placing the item into suspense.
10. Press F9 to accept your receipt entries. The system validates your entries and highlights any fields you need to correct or gives you an error message. Correct any fields as needed.
11. Press F11 to reject your receipt and placement entries. A pop-up window displays allowing you to confirm or cancel the reject request.
The Weight Warning pop-up window displays if you press F9 to accept your receipt entries and:
• an item(s) contains a shipping weight which is .000 or greater than 9000 pounds
• the P/O Receipt Costing Calculation Method (A57) system control value is set to W (purchase order receipt costing calculation by weight)
Weight Warning
Item MTTNSBS BRN SMLL
WARNING! Weight is .000 . Check cost after receipt. |
Receiving an Entire Purchase Order into Inventory
Why use this method? An entire purchase order is received in one transaction to minimize data entry when all or most of the item quantities on the purchase order are received. If most or all of the items received will be placed into inventory, you can use F8 to mark each line on the purchase order as received. The system will update the quantity received field for each line with the remaining quantity due for the item
You can make any necessary adjustments to individual lines before the receipt transactions are accepted, if necessary. You can:
• change the quantity received
• un-receive the line if none of the items were received
• add or override the purchase order receipt details
• place the items in more than one location or warehouse
• place individual line items into suspense.
For example, if you received 10 line items on a 12 line purchase order, you can receive the entire purchase order using a function key, and then un-receive the two line items that were not shipped.
You can use any of the following options to enter the location where the merchandise will be placed:
• default the item/SKU's primary location as the placement location (if the Default Primary Location - Suspense Placement and PO Receipts (C08) value in the System Control file is set to Y)
• default a primary location for the item in the receiving warehouse (if the Default Primary Location from an Item Warehouse (G06) value in the System Control file is set to Y; this default location overrides item/SKU's primary location)
• type the location code in the Location field if the merchandise is being placed in only one location, or if it is not being placed in the default location
• use the Locs option to have the system suggest the location where the merchandise should be placed if using Suggest Warehouse Placement
• use the Locs option to place the merchandise in more than one location or warehouse
Step-by-step instructions: Use the following steps to receive an entire purchase order into inventory and make adjustments to individual line items. See Using the Direct Entry Method or Using the for more detailed information about working with individual line items if necessary.
1. Press F8 at the Work with P/O Receipt Detail Screen to receive the entire purchase order into inventory. The Qty rec field for each line is updated with the amount in the Qty due field.
2. The primary location defined for the item in the Item/SKU file displays in the Location field if the Default Primary Location - Suspense Placement and PO Receipts (C08) value in the System Control file is set to Y, or:
3. The first primary location (in alphanumeric order) for the item in the receiving warehouse displays if the Default Primary Location from an Item Warehouse (G06) system control value is set to Y; this location overrides the item/SKU's primary location, or:
4. Enter the code of the location where the received items will be placed in the Location field if you are placing the item in only one location, or if a primary location displays and you are not placing the item in the displayed location.
5. The Confirm Location Creation pop-up window displays if you enter a new primary location code for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM.
6. To display a list of valid locations, or to create a new temporary location in which to place the item, position the cursor on the Location field and press F4 to display the Creating Temporary Locations at Receiving.
7. Leave the Location field blank if you are using the Suggest Warehouse Placement feature, if you are placing the item in multiple locations or warehouses, or if you are placing the item in suspense.
8. Make any changes to the quantity received for a line by typing the correct quantity directly over the value in the Qty rec field. See Receiving Overages and Underages for instructions on receiving overages and underages.
9. Make any changes to the location where the item will be placed for a line by typing the correct location directly over the value in the Location field if the item is being placed in only one location.
10. Enter 7 next to a detail line to display the Work with PO Receipt Locations Screen to have the system suggest the locations where the item should be placed if you are using the Suggest Warehouse Placement feature, or to place the item in more than one location or warehouse.
11. Enter 2 next to a detail line to change the purchase order details. See Using the Change Purchase Order Details Method.
12. Enter 18 next to a detail line to change the suspense receiving status of a line. The word 'Suspense' displays next to the Location field for any line item that will be placed into suspense when the purchase order is accepted. If the word 'Suspense' is not displayed, the quantity received for the line will be placed into inventory when the purchase order is accepted. A Location is not required if you are placing items into suspense.
13. To un-receive a line, position the cursor at the Qty rec and Location fields and press Field Exit.
14. Press F9 to accept your receipts. Any errors will be highlighted on the screen. Make any necessary corrections and press F9 again.
15. Press F11 to reject all receipts. A pop-up window displays allowing you to confirm or cancel the reject request.
The Weight Warning pop-up window displays if you press F9 your receipt entries and:
• an item(s) contains a shipping weight which is .000 or greater than 9000 pounds
• the P/O Receipt Costing Calculation Method (A57) system control value is set to W (purchase order receipt costing calculation by weight)
Weight Warning
Item MTTNSBS BRN SMLL
WARNING! Weight is .000 . Check cost after receipt. |
Receiving an Entire Purchase Order Into Suspense
Why use this method? An entire purchase order is received in one transaction to minimize data entry when all or most of the item quantities on the purchase order are received. If most or all of the items received will be placed into suspense, you can use F18 to mark each line on the purchase order as received into suspense. The system will update the quantity received field for each line with the remaining quantity due for the item.
Merchandise is placed into suspense when you want to record the receipt, but you do not want to place the merchandise immediately into your on-hand inventory.
You can make any necessary corrections to individual line items as necessary. You can:
• change the quantity received
• un-receive the line if none of the items were received
• add or override purchase order receipt details
• place the items into inventory.
Step-by-step instructions: Use the following steps to receive an entire purchase order into suspense and make adjustments to individual line items. See Using the Direct Entry Method or Using the Change Purchase Order Details Method for more detailed information about working with individual line items if necessary.
1. Press F18 at the Work with P/O Receipt Detail Screen to receive the entire purchase order into suspense. The Qty rec field for each line is updated with the amount in the Qty due field and the suspense status of each line is changed to 'Suspense.'
2. Make any changes to the quantity received for a line by typing the correct quantity directly over the value in the Qty rec field. See Receiving Overages and Underages for instructions on processing receiving overages and underages.
3. Enter 18 next to a detail line to change the suspense receiving status of a line. The word 'Suspense' displays next to the Location field for any line item that will be placed into suspense when the purchase order is accepted. If the word 'Suspense' is not displayed, the quantity received for the line will be placed into inventory when the purchase order is accepted. A Location is not required if you are placing items into suspense.
4. If you are receiving a line into inventory, type the code of the location where the item will be placed in the Location field if you are placing the item in only one location. To display a list of valid locations, or to create a new temporary location in which to place the item, position the cursor on the Location field and press F4 to display the Select Location Screen.
5. If you are receiving a line into inventory, enter 7 next to a detail line to display the Work with PO Receipt Locations Screen to have the system suggest the locations where the item should be placed if you are using the Suggest Warehouse Placement feature, or to place the item in more than one location or warehouse.
6. To un-receive a line, position the cursor at the Qty rec and Location fields and press Field Exit.
7. Press F9 to accept your receipts. Any errors will be highlighted on the screen. Make any necessary corrections and press F9 again.
8. Press F11 to reject all receipts. A pop-up window displays allowing you to confirm or cancel the reject request.
The Weight Warning pop-up window displays if you press F9 to accept your receipt entries and:
• an item(s) contains a shipping weight which is .000 or greater than 9000 pounds
• the P/O Receipt Costing Calculation Method (A57) system control value is set to W (purchase order receipt costing calculation by weight)
Weight Warning
Item MTTNSBS BRN SMLL
WARNING! Weight is .000 . Check cost after receipt. |
Purpose: The currency exchange rate for the entire purchase order can be changed at receiving if the exchange rate has changed. Enter the new currency rate on the Work with P/O Receipt Detail Screen.
Step-by-step instructions:
1. Press F21 at the Work with P/O Receipt Detail Screen to make the Rate field enterable.
2. Enter the new exchange rate in the Rate field.
3. The new rate will be applied to the entire purchase order unless the rate has been overridden for a particular line item. See Using the Change Purchase Order Details Method for instructions on overriding the exchange rate for an individual purchase order line.
Receiving Overages and Underages
Overages: At times, a vendor can overship an item. The Over Receipt % (A61) system control value allows you to receive more than the quantity ordered for an item if the quantity received is within the percentage.
If a vendor ships you more merchandise than you ordered, the system allows you to record the receipt if the overage is within an acceptable tolerance limit. For example, if you set the Over Receipt % (A61) system control value to 10%, you can receive a quantity up to ten percent above the amount that was ordered. If the overage exceeds the tolerance amount, the following error message displays:
Invalid over receipt quantity
You can then override the percentage defined in the Over Receipt % (A61) system control value if the Override Tolerance (A18) secured feature is set to *ALLOW. If the Override Tolerance (A18) secured feature is set to *EXCLUDE, the system continues to use the percentage defined in the Over Receipt % (A61) system control value to determine whether an overage can be received.
Overage Warning pop-up window: If the Display Purchase Order Receiving Overage Warning Message (F29) system control value is set to Y, the PO Receiving Overage Warning Window displays when the quantity received is greater than the quantity ordered.
When the pop-up window displays: The system determines when to display this window based on the percentage defined in the Over Receipt % (A61) system control value and the authority defined for the Override Tolerance (A18) secured feature.
If the Override Tolerance (A18) secured feature authority is set to *ALLOW, the system:
• Allows you to enter a receipt quantity that is greater than the percentage defined in the Over Receipt % (A61) system control value.
• Displays the window each time the quantity received is greater than the quantity ordered.
If the Override Tolerance (A18) secured feature authority is set to *EXCLUDE, the system:
• Does not allow you to enter a receipt quantity that is greater than the percentage defined in the Over Receipt % (A61) system control value.
• Displays the window only when the quantity received is greater than the quantity ordered and less than the percentage defined in the Over Receipt % (A61) system control value.
• Displays the Invalid over receipt quantity error message if you press Enter on the PO Receiving Overage Warning Window without changing the receipt quantity to a quantity that does not exceed the percentage defined in the Over Receipt % (A61) system control value.
PO Receiving Overage Warning Window
PO Receiving Overage Warning
Qty Received is 25.00 % greater than the Qty Ordered.
PO Ln#: 1 Qty Rec: 125
Press ENTER to continue.
|
Field |
Description |
Qty received is xx.xx % greater than the quantity ordered) |
Defines the percentage the receipt quantity is over the order quantity. The system uses the following calculation to determine the percentage over: [(quantity received - quantity ordered) / quantity ordered] x 100 = percentage the receipt quantity is over the quantity ordered Numeric, 7 positions; display-only. |
PO ln. # (Purchase order line number) |
The purchase order line number that contains the over receipt quantity. Numeric, 3 positions; display-only. |
Qty rec (Quantity received) |
The receipt quantity (in your unit of measure, not the vendor’s) for this purchase order line. The quantity you entered defaults in this field, but can be overridden. Numeric, 7 positions; optional. |
Step-by-step instructions: Use the following steps to enter a receipt quantity that meets the receipt overage requirements defined.
1. Enter a receipt quantity in the Quantity received field if you wish to override the quantity you previously entered.
2. The system returns you to the Work with P/O Receipt Detail Screen or the P/O Receipt Detail Screen with the receipt quantity you entered defaulting in the Quantity received field for the purchase order line.
3. The system accepts the quantity you entered or redisplays the pop-up window if the quantity you entered still exceeds the overage requirements.
4. If the purchase order line meets the overage requirements, the system will display a pop-up window for the next purchase order line that exceeds the overage requirements.
Note: The system displays a window for each purchase order line that contains a receipt quantity that is greater than the ordered quantity each time you select a subfile option, function key or press Enter.
Underages: At times, a vendor can under-ship an item and can not fulfill the entire purchase request. The Under Receipt % (A62) value in the System Control file allows the system to close a purchase order line if only a certain percentage of the order quantity is received.
If a vendor short-ships an item and the quantity received is within the defined tolerance, the purchase order line will be closed even if the full order quantity was not received. This allows you to close purchase order lines when vendors short-ship merchandise and are unable to complete the shipment.
For example, if you define the Under Receipt % (A62) at 10%, a purchase order line will be closed when at least 90% of the merchandise is received. If you order 100 units and receive 92 units, the line will be closed when the receipt for 92 units is accepted.
Purpose: Use this screen to specify the serial number of each unit of an item you are receiving. You use serial numbers to track inventory activity, such as returns or shipments, after the units have been received into the warehouse. If the Serial number flag is set to Y in the Item file, the system records the item's additional inventory activity, such as confirmations, by prompting you for the serial numbers of units affected by that activity. See Merchandising Chapter 28: Assigning Items to Warehouses.
How to display this screen: Enter 28 next to a serial numbered item at the Work with P/O Receipt Detail Screen (provided you have already entered the receipt quantity). You also advance to this screen automatically when you accept the purchase order if you have not already entered serial numbers for a serial numbered item.
INR1044 DISPLAY Enter Serial Numbers 11/19/97 14:38:27 EZK Mail Order
Whse : 2 QUALITY ASSURANCE WAREHOUSE P/O #: 894 Line : 1 Item : ZI117 10-PACK ZIP DISK PACK PACK OF 10 100-MB DISKS
Serial #'s:
F9=Accept F11=Reject |
Field |
Description |
Serial #s |
The serial number(s) of each unit of the item or SKU you are receiving on this purchase order. This screen provides a field for entry of a serial number for each unit. Alphanumeric, 20 positions each field; required. |
Step-by-step instructions:
1. Enter the serial number for each unit of the item you are receiving in each field provided. When you have completed each serial number field on the screen, press Enter.
2. The system highlights any serial number fields that are not complete, or that contain serial numbers that already exist for the item (Note: it does not check the status of the serial number). Complete or correct any fields as needed.
3. Press F9 to submit the serial number entry; otherwise, press F11 to reject and return to the Work with P/O Receipt Detail Screen.
Note: You will not be able to accept the purchase order until you complete each serial number field on this screen.
Display Current Receipts Screen
Purpose: Use this screen to review receipt information for each item on the purchase order, such as quantity ordered and price.
How to display this screen: Press F7 on the Work with P/O Receipt Detail Screen.
SOR0379 DISPLAY Display Current Receipts 11/19/97 14:34:36 The KL Mail Order Company P/O # 351
Ln# Item COLR SIZE OTHR Ordered Price Balance Extension
1 TRSKRTGLD GOLD 10 30.0000 10 300.00 2 MTTNSRD RED SMLL 20 5.0000 20 100.00 3 SWTSHRTGSY GREY SMLL 10 20.0000 10 200.00
F3=Exit F12=Cancel |
Field |
Description |
P/O # |
The number of the purchase order you are reviewing. Numeric, 7 positions; display-only. |
Ln# |
The purchase order line number. Numeric, 3 positions; optional. |
Item |
An item on the purchase order you are reviewing. Alphanumeric, 12 positions; optional. |
Colr size othr |
The SKU elements which further define the item. Alphanumeric, 14 positions; optional. |
Ordered |
The amount ordered for this line item, in your unit of measure, not the vendor’s. Numeric, 7 positions; display-only. |
Price |
The price of this item as defined in Working with Vendor Items (WVNI). This price represents the price per unit in your own unit of measure, not the vendor’s. For example, if the vendor sells an item in pairs, and defines the price in the vendor item file as $12.00, but you sell the item in single units (eaches), the price displayed in this field would be $6.00. If a price does not exist in the Vendor Item file, the system uses the cost from Work with Item/SKUs (fast path = MITM). Numeric, 9 positions with a 4-place decimal; display-only. |
Balance |
The quantity of the item remaining to receive. Numeric, 7 positions; display-only. |
Extension |
The extended price of this item. The system uses the following calculation to determine the extended price: quantity received x the vendor price = extended cost. Numeric, 11 positions with a 2-place decimal; display-only. |
Work with PO Receipt Locations Screen
Purpose: Use this screen to place the merchandise in more than one location or warehouse or to have the system suggest the locations where the merchandise should be placed.
This screen is used during purchase order receipts when you are placing merchandise into inventory or a pending putaway warehouse. It is also used during Placing Suspended Stock (SUSP) when you are transferring merchandise from suspense to inventory, and in Suggest Warehouse Placement (MSLO).
When you use suggest warehouse placement, the system will recommend not the item's default primary location from the SKU file (the "primary primary") or a primary location in the receiving warehouse; instead, the system checks the system control values related to suggesting location placement to determine which locations to suggest. The particular system control values the system checks will differ depending on whether you use RF and a staging warehouse. See Chapter 34: Purchase Order Receiving Overview.
If you wish to default the item's primary primary location, or a primary location for the item in the receiving warehouse, enter 8 next to the item on the Work with P/O Receipt Detail Screen. See Receiving Methods for more information on the system control values that control the default location.
How to display this screen: Enter 7 next to a purchase order line on the Work with P/O Receipt Detail Screen. You can also display this screen by entering 5 next to a suspended item at the Suspense Placement By Item Screen, Suspense Placement By PO Screen, or Suspense Placement By PO Control # Screen. You must also enter the quantity to place.
POR0350 DISPLAY Work with PO Receipt Locations 11/20/97 16:00:21 The KL Mail Order Company
P/O: 360 Ln.: 3 Item: SWEATSHIRT GREY LRGE Qty Received: 20 Qty Placed: 20
Opt Qty Whs Location Reas
Type options, press Enter. 2=Change 4=Delete
10 3 T010101 10 3 J010101
F7=Override Whse F9=Accept F11=Reject |
Field |
Description |
P/O |
The number assigned to the purchase order you are working with. Numeric, 7 positions; display-only. |
Ln. |
The purchase order detail line number. Numeric, 3 positions; display-only |
Item |
An item and SKU on the purchase order. Item: Alphanumeric, 12 positions; display-only. SKU: Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); display-only. |
Qty received |
The number of units, in your unit of measure, not the vendor’s, of the item being received. Numeric, 7 positions; display-only. |
Qty placed: |
The total quantity to be placed across all locations and warehouses. Numeric, 7 positions; display-only. |
Qty |
The quantity to be placed in the associated location. • The quantity is recommended by the system when using Suggest Warehouse Placement (MSLO). The quantity can be changed and additional quantities and locations can be added. • A quantity must be entered if you are not using Suggest Warehouse Placement. • The total quantity entered for all locations must be equal to the Total receipt qty. Numeric, 7 positions; required. |
Whs (Warehouse) |
The code of the warehouse where the items will be placed. The warehouse code on the purchase order defaults. You can enter a warehouse code when you press F7 to override the warehouse. The warehouse code is validated against the Warehouse file. See Chapter 41: Creating and Maintaining Warehouses (WWHS). Numeric, 3 positions; optional. |
Reas (Transaction reason) |
A code that identifies the reason for placing the inventory in the specified location. Transaction reason codes are defined using Work with Inventory Transaction Reason Codes (WIT1). Numeric, 2 positions; optional. |
Location |
The location where the associated quantity will be placed. • The location is recommended by the system when using the Suggest Warehouse Placement function. The location can be changed and additional quantities and locations can be added. • A location must be entered if you are not using the Suggest Warehouse Placement function. The location will be validated against the Location file. • The Confirm Location Creation pop-up window displays if you enter a new primary location code for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM. |
|
An error message similar to the following displays if you enter a location that is frozen due to a physical inventory (Y defined in the Physical freeze field for the Item Location): Item location J010101 is frozen. See Chapter 1: Physical Inventory Overview. Note: This screen will not display any quantities and locations if the system cannot place the inventory (e.g., if all available locations are full, frozen, etc.) See Chapter 43: Creating and Maintaining Locations (WLOC). The system may update the item’s primary location in the SKU file (the "primary primary") depending on the setting of the Update Primary Primary Location for Item During Receiving (I35) system control value. See that system control value for more information. Alphanumeric, 7 positions; required. |
Screen Option |
Procedure |
Change a receipt location |
Enter 2 next to the location to change it. |
Delete a receipt location |
Enter 4 next to a location to delete it. |
Override the warehouse |
Press F7 to place the quantity in another warehouse. The Whs field becomes an enterable field. |
Accept the locations |
Press F9 to accept the locations and quantities for the item. |
Reject the locations |
Press F11 to reject the locations and quantities for the item. The Confirm Reject Request pop-up window displays, allowing you to confirm or cancel the reject request. |
Step-by-step instructions:
1. Review the system suggested locations if there are any.
2. Enter the number of items that you want to place in the Qty field.
3. In the Location field, enter the location code where the quantity will be placed. A valid warehouse location for the item must be entered. The following message displays if the location is invalid:
Location XXXXXXX does not exist.
4. The Confirm Location Creation pop-up window displays if you enter a new primary location code for an item and the Allow Multiple Primary Item Locations (D12) system control value is set to CONFIRM. Press Enter to accept the multiple primary location or press F12 to cancel.
5. To display a list of valid locations or to create a new temporary location in which to place the item, position the cursor on the Location field and press F4 to display the Select Location Screen.
6. To override the warehouse, press F7 to gain access to the Warehouse field where you can enter a new warehouse code for the placement. A valid warehouse for the item must be entered. The following message displays if the warehouse is invalid:
Warehouse XXX does not exist.
7. Press Enter. The system validates your entries and highlights any fields you need to correct. Correct the fields and press Enter again. The system displays the quantity, warehouse and location at the bottom of the screen and increases the amount in the Qty placed field in the header of this screen.
8. Press F9 to accept the placements you have made. The system verifies that the total quantity placed equals the quantity received. The following message displays if the quantities are not the same:
Total units placed must equal the amount requested.
9. Press F11 to reject the placements for the item. The Confirm Reject Request pop-up window displays allowing you to confirm or cancel the reject request. The system returns you to previous screen.
Creating Temporary Locations at Receiving
Purpose: Use the Create Temporary Location Screen to create a temporary location in which to place the merchandise. Locations are used to identify where merchandise is stored in the warehouse. Temporary locations are used to place merchandise that you want recognized as received, before a permanent location is assigned.
A temporary location cannot exist without at least one item/location record associated with it. When stock is moved into a temporary location, the system creates an item/location record. When the on-hand in the item/location reaches zero, the system will delete the location and the item/location record.
Allocating stock: CWDirect will not allocate merchandise from a temporary location even if the location is defined as pickable. In order to allocate stock, you must move the merchandise to a non-temporary, pickable location.
Location codes identify a specific storage unit in the warehouse, and usually consist of a combination of the warehouse zone, aisle, shelf and bin number where the location is situated. The system provides two methods of defining your location codes:
• You can segregate your location codes into zone, aisle, shelf and bin identifiers with a separate field for each value. This method allows you to perform physical inventories by warehouse zone and aisle and provides for inventory reporting by warehouse zone.
• You can define your location codes using one free-form field with each location code containing from one to seven characters. This method is used when your warehouse is not organized by zones, aisles, shelves and bins.
Purpose: Use this screen to review a list of existing locations. You can select the location where the merchandise will be placed from the list or you can create a temporary location for the placement.
How to display this screen: Position the cursor on the Location field and press F4 on the:
• Work with P/O Receipt Detail Screen
• Work with PO Receipt Locations Screen
How to display this screen:
INR0741 SELECT Select Location 11/20/97 15:09:21
Location
1=Select request
FROZEN J010101 T010101 T020202 T030303 T040404 A010101 A010102 A010103 A010104 A010105 B/O BULK1 +
F3=Exit F6=Crt Temp |
Screen Option |
Procedure |
Create a temporary location |
Press F6 to advance to the Create Temporary Location Screen. |
Create Temporary Location Screen
Purpose: Use this screen to create a temporary location for an item during Purchase Order Receipts. Temporary locations are used to place merchandise that you want recognized as received, before a permanent location is assigned.
Working with Pick Slip Generation (WPSG) will not allocate merchandise from temporary locations even if the location is defined as pickable. In order to allocate stock, you must move the merchandise to a non-temporary, pickable location. Temporary locations are deleted from the system when the quantity on-hand reaches zero.
How to display this screen: Press F6 on the Select Location Screen.
INR0740 ENTER Create Temporary Location 11/20/97 15:19:29 The KL Mail Order Company
Warehouse . . . . . : 3 TAN CATALOG WAREHOUSE Location . . . . . . . Type . . . . . : T (P,S,B,T) Zne/Aisle/Shlf/Bin . . Hang/Flat . . . . (H,F,O) Picking sequence . . . Bar code # . . : 0 Fill factor . . . . .
Pickable location . . (Y,N) Freeze . . . . . . . . (Y,N) Stock type . . . Frequency code . . . . Class . . . . . .
Capacity . . . . . . . Units Weight Cubic Dimensions . . . . . . Height Length Width
Comment . . . . . . .
F3=Exit F12=Cancel |
Field |
Description |
Whs/desc (Warehouse/ description) |
A code that identifies the warehouse where the location will be created The code of the warehouse where the merchandise is being placed and the warehouse name display. Numeric, 3 positions; display-only. |
Location |
A user-defined code that represents a warehouse location where merchandise is stored. The warehouse location code can consist of a zone/aisle/shelf/bin combination, or it can be any user-defined code. The location code prints on pick slips and reports. See Chapter 43: Creating and Maintaining Locations (WLOC). Note: If your warehouse locations consist of a warehouse zone, aisle, bin number and shelf number combination, separate fields are provided for these values. The zone/ aisle/shelf/bin combination must still be entered in this field. Alphanumeric, 7 positions; required. |
Type |
The location type, which determines whether inventory can be allocated from the location, whether the location is permanent or temporary, and whether merchandise will be replenished to or from the location. Only temporary locations can be created using this function. A code of T displays in this field. Alphanumeric, 1 position; display-only. |
Zone |
A user-defined code to identify the warehouse zone where the location is situated. Assigning zone codes allows you to perform a physical inventory for selected zones only and provides for inventory analysis reporting by zone. Zone codes are also used to sort pick slips when the Cart Bin Picking method is used. Alphanumeric, 1 position; optional. |
Aisle |
A user-defined code to identify the warehouse aisle of the location. Assigning aisle codes allows you to perform a physical inventory for selected zones and aisles. Numeric, 2 positions; optional. |
Shelf |
A user-defined code to identify the location's shelf number within the aisle. Numeric, 2 positions; optional. |
Bin |
A user-defined code to identify the location's bin number on the shelf. Numeric, 2 positions; optional. |
Hang/flat |
A code indicating how inventory is stored in the location. This code is informational only. H - indicates that inventory in the location is hung. F - indicates that inventory in the location is laid flat, or is stored in a conventional manner. O - indicates that inventory in stored in the location in some other manner. C - indicates that inventory is stored in a carousel area. You can download pick control information to a Carousel system during pick slip generation for any pick control details containing a carousel location if the Use Carousel Interface (G55) system control value is set to Y. Alphanumeric, 1 position; required. |
Picking sequence |
A user-defined sequence number which is used during Pick Slip Generation to determine the sort of the Batch Pick Sheet. When picking sequence numbers are not assigned, the system sorts the locations alphabetically by Location code. The picking sequence code is used by all pick slip generation methods. Numeric, 7 positions; optional. |
Bar code # |
A system generated sequence number assigned to the location when it is created. The sequence number prints in bar code format on the bin location labels. Numeric, 7 positions; display-only. |
Fill factor |
A user-defined percentage value that is used during Suggest Warehouse Placement (MSLO) to determine when the location is stocked to capacity. The system evaluates the location capacity entered in the cubic field against the fill factor to determine location's true item capacity. Example: A location can be considered filled to capacity when 80% of its cubic volume is consumed because of the shape of the items that are stored in it. The cubic volume of a location may be 100 cubic feet, but can hold only eight items that are 10 cubic feet each because the items are spherical in shape. Note: The system assumes the fill factor is 100% if this field is left blank. Alphanumeric, 5 positions with 2-place decimal; optional. |
Pickable location |
A code indicating whether inventory can be picked from the location. Y - indicates that inventory can be picked from the location. N - indicates that inventory cannot be picked from the location. Bulk locations, or locations where defective merchandise is kept might be defined as non-pickable. Note: Inventory Inquiry in Order Entry includes quantities in pickable locations only; all other inventory inquiries display pickable and non-pickable quantities. Alphanumeric, 1 position; required. |
Freeze |
This value indicates whether the location and its merchandise are frozen. Valid values are: Y = The location is frozen. N = The location not frozen. If a location is frozen: • Pick Slip Generation ignores the location when determining where inventory should be picked to fulfill an order. See Introducing Pick Slip Generation. • Suggest Warehouse Placement (MSLO) ignores the location when suggesting where to place stock. • Replenish Warehouses and Replenish Primary Locations do not replenish stock to or from the location. Alphanumeric, 1 position; required. |
Stock type |
A user-defined code that describes the type of merchandise that can be found in the location. Examples include DEF (Defective), or RTV (Return to Vendor). This field is informational only. Alphanumeric, 3 positions; optional. |
Frequency code |
A user-defined code that represents the frequency with which inventory is picked from the location. Informational only. Validated against the Frequency Code file. See Merchandising Chapter 2: Working with Frequency Codes (WFRQ). Alphanumeric, 1 position; optional. |
Class (Location class) |
A user-defined code that identifies the type of merchandise that will be placed in the location. This code is used to restrict the placement of certain item types to specific locations. For example, if the location is defined as a 'Jewelry' location, only items that contain the item type code for 'Jewelry' can be placed in the location. The class code entered is validated against the Location Class file. See Merchandising Creating and Maintaining Location Classes (WLCL). Note: If this field is left blank, only items that have a blank location class can be stored in the location. Alphanumeric, 2 positions; optional. |
Capacity units |
The total number of units that can fit in the location. Suggest Warehouse Placement (MSLO), Replenish Warehouses and Replenish Primary Locations will consider the location filled to capacity when it reaches this number of units. Numeric, 7 positions; optional. |
Capacity weight |
The total weight the location can hold, expressed in whole pounds. The Suggest Warehouse Placement program and the Warehouse Replenishment and Primary Location Replenishment programs will consider the location filled to capacity when the total weight of the items in the location reaches this weight. Numeric, 7 positions with a 3-place decimal; optional. |
Capacity: cubic |
The total cubic volume of the location. The Suggest Warehouse Placement program, the Warehouse Replenishment program and the Primary Location Replenishment program will consider the location filled to capacity when the total cubic volume of the items in the location reaches this value. The cubic volume can be expressed in any measurement you wish (e.g., inches, feet, meters, etc.) as long as the same measurement is used throughout the system in the height, length, weight, and cubic fields. The system calculates the cubic capacity if values are entered in the height, length, and weight fields. Note: The value in the fill factor field works in conjunction with this field. Numeric, 7 positions; optional. |
Dimensions: Height |
The total height (the distance from the top to the bottom) of the location. The height can be expressed in any measurement you wish (e.g., inches, feet, meters, etc.) as long as the same measurement is used throughout the system in all height, length, weight, and cubic fields. Numeric, 3 positions; optional. |
Dimensions: Length |
The total length (the distance from one side to the other) of the location. The length can be expressed in any measurement you wish (e.g., inches, feet, meters, etc.) as long as the same measurement is used throughout the system in all height, length, weight, and cubic fields. Numeric, 3 positions; optional. |
Dimensions: Width |
The total width (the distance from the front to the back) of the location. The width can be expressed in any measurement you wish (e.g., inches, feet, meters, etc.) as long as the same measurement is used throughout the system in the height, length, weight, and cubic fields. Numeric, 3 positions; optional. |
Comment |
A user-defined comment about the location. Alphanumeric, 20 positions; optional. |
Create PO Detail Standard Screen (Adding Lines To A Purchase Order)
Purpose: Item lines can be added to a purchase order during Purchase Order Receipts when a vendor ships you merchandise and you do not have an open quantity for the merchandise on the purchase order.
For example, a vendor may send the wrong color or size of an item, may send you merchandise that you did not order, or may send you the balance of an item after you forced the line complete.
By adding lines to the purchase order, you can record receipt of the merchandise for tracking purposes. You can then do any of the following:
• place the merchandise into suspense until you decide what to do with it.
• place the merchandise into inventory if you decide to keep it.
• place the merchandise in a non-reservable warehouse and process a return-to-vendor inventory transaction if you will be returning it to the vendor.
The Add PO Detail Line during PO Receipts (A21) secured feature controls whether this function can be used.
For more information: See Merchandising Chapter 70: Entering Purchase Orders (MPOE) for a complete description of the fields on this screen and step-by-step instructions on adding lines to a purchase order.
How to display this screen: Press F6 at the Work with P/O Receipt Detail Screen.
POR0144 ENTER Create PO Detail Standard 12/02/97 16:49:16 Receipt The KL Mail Order Company P/O # . : 373 Rev # : 0 Status : Blank Vendor # : 101 TAN CATALOG VENDOR Line # . . . Item/COLR SIZE OTHR . . . . . . . . Quantity . Cost . . . Primary Disc. Buyer . . . BLJ Warehouse . 3 Ship via . . 1 Due date . 12/02/97 Cancel date Promise date G/L # . . . 2424 Offer . . . JOY ------------------ Previous Purchase Order Detail Line --------------------- Line # : 1 Item . : TREE SKIRT NAVY U/M: EA Quantity . : 15 VELVET CHRISTMAS TREE SKIRT Ext cst 450.0000 Cost . . : 30.0000 Primary Disc: .0000 Surcharge . : .0000 TRADE %: .00 COOP % : .00 SPECIAL % : .00 Discount : .0000 Discount . : .0000 Discount . : .0000 Vendor's: U/M : Quantity . : 0 Vendor price: 30.0000 Ext prc .0000 Vnd Dscnt : .0000 Warehouse . : 3 Ship via . : 1 Due date : 12/02/97 Cancel date : Promise date: G/L # . . : 2424 Offer . . . : JOY Buyer . . . : BLJ F6=Change F7=P/O header F8=Hold for release F9=Accept F11=Reject F14=Discounts F16=Estimated charges F17=Vendor item notes F24=More keys |
Printing Purchase Order Labels
Purpose: You can print bar-coded labels to identify the receipt quantity and the location where the merchandise is placed. Labels can be printed at the following times:
• during Receiving Purchase Orders (PORC) when the merchandise is being placed into inventory.
• when using Placing Suspended Stock (SUSP) to transfer merchandise from suspense to inventory.
Labels cannot be printed for merchandise being placed into suspense during Purchase Order Receipts.
The Labels at PO Receipts (C16) system control value determines whether the labels are printed. You can print one label for each item or you can print as many labels as you want. When you print multiple labels, the same quantity prints on each label.
The Print Labels window displays only when the Labels at PO Receipts (C16) system control value is defined to prompt for user-entry of label information. The window does not display if this value is defined to print only one label per receipt; one label automatically prints for each receipt or suspense transfer when the transaction is accepted.
Purpose: Use this window to enter the number of labels you want to print and the item quantity to print on each label. When the window displays, a quantity of 1 defaults in the Number of labels field and the quantity being placed in the location displays in the Quantity per label field. You can change this information if necessary.
Note: If you are placing the merchandise in more than one location, this window displays for each location where you are placing the item.
How to display this window:
• Press F9 at the Work with P/O Receipt Detail Screen when using the Receive Purchase Orders function.
• Press F9 at the Suspense Placement By Item Screen, Suspense Placement By PO Screen, or the Suspense Placement By PO Control # Screen when using the Place Suspended Stock function.
Print Labels
Item . . : TRSKRTGLD GOLD Warehouse: 3 Location: : J010101
# Of Labels 1 Qty Per Label 10
F12=Cancel |
Field |
Description |
# of labels |
The number of labels you want to print for the item/location. Up to 999 labels can be printed per location. You must print at least one label. Numeric, 3 positions; required. |
Qty per label |
The number of units you want to print on each label for the item/location. The quantity you enter does not have to be the same as the receipt or transfer quantity; you can enter any quantity to print on the label. When printing multiple labels for an item/location, the quantity entered will print on each label. Numeric, 7 positions; required. |
Step-by-step instructions:
1. Review the default # of labels and Qty per label. Change the information if necessary, using the steps described below.
2. Enter the number of labels you want to print for the item/ location in the # of labels field.
3. Enter the item quantity to print on each label in the Qty per label field.
4. Press Enter to accept your entries. The Print Labels window displays for the next item.
Display Prior P/O Receipts Screen
Purpose: This screen lets you view all previous receipts for a purchase order line during Purchase Order Receipts, if the line is open. Each receipt for line can be viewed.
The following information is displayed for each receipt:
• P/O #
• Control#
• Vendor #
• Vendor name
• Line #
• Item/SKU
• Receipt quantity
• Placement type
• Receipt date
• Currency rate
• Customs date
How to display this screen: Enter 5 next to a purchase order line on the Work with P/O Receipt Detail Screen.
POR0180 DISPLAY Display Prior P/O Receipts 12/02/97 17:25:35 The KL Mail Order Company
P/O # . . : 373 Vendor . : 101 TAN CATALOG VENDOR Line # . : 001 Item/SKU : TREE SKIRT NAVY VELVET CHRISTMAS TREE SKIRT Price . . : 30.0000 Order qty : 15 Due date : 12/02/97 Opt Received Qty Cost Type Disp Control#
Type options, press Enter. 5=Display
12/01/97 5 30.0000 WHSE/LOCATION 155
F3=Exit F12=Cancel |
Field |
Description |
Received |
The date the items were received. When you enter a date all items received on or after the date entered display in ascending order by date. Enter the date as MMDDYY with no slashes. Numeric, 6 positions; optional. |
Qty |
The quantity of the Item/SKU (in retailer’s unit of measure) that was received on the date shown in the previous field. Numeric, 7 positions; display-only. |
Cost |
The receiving cost of the Item/SKU for the receipt shown. Numeric, 11 positions with a 4-place decimal; display-only. |
Type |
A description indicating whether the items were received into inventory or into suspense. Valid values are: Whse/Location - indicates the receipt was placed into inventory. Suspense - indicates the receipt was placed into suspense. Alphanumeric, 13 positions; display-only. |
Control# |
A number assigned to a group of Purchase Orders during Purchase Order Receipts to batch multiple purchase orders together. When you enter a control number, only receipts with that control number display. Numeric, 6 positions; optional. |
Screen Option |
Procedure |
View receipt details |
Enter 5 next to the receipt to advance to the Display P/O Receipts Screen. |
Purpose: This screen displays the detail information for the selected receipt. The receipt date, quantity received, placement type (inventory or suspense), currency rate, and customs date for the receipt are shown.
How to display this screen: Enter 5 next to a receipt on the Display Prior P/O Receipts Screen.
POR0181 ENTER Display P/O Receipt 12/04/97 13:03:52 The KL Mail Order Company
P/O # . . : 373 Control# Vendor . . : 101 TAN CATALOG VENDOR 155
Line # . . . . : 001 Item . . . . . : TRSKRT873 NAVY
Receipt . . . : 5 EA 5 EA WHSE/LOCATION Disposition Receipt date . : 12/01/97 Currency Rate : 1.0000000 Customs Date
F3=Exit F12=Cancel |
Field |
Description |
Control # |
A number assigned to a group of purchase orders during Purchase Order Receipts to batch multiple purchase orders together. The control number indicates the batch in which the receipt was posted. Numeric, 6 positions; display-only. |
PO # |
The number of the purchase order you are working with. Numeric, 7 positions; display-only. |
Vendor |
The number of the vendor from whom the items on the purchase order were purchased. Numeric, 7 positions; display-only. |
Line # |
The purchase order line number the receipt was posted against. Numeric, 3 positions; display-only. |
Item |
The item number/SKU that was received. (Item #): Alphanumeric, 12 positions; display-only. (SKU): Alphanumeric; 4 positions each if using the split-SKU option, or 12 positions if using the non-split SKU option; display-only. |
Receipt |
The number of units of the item received. Numeric, 7 positions; display-only. |
Whse/Location |
The description WHSE/LOCATION displays if the receipt was placed into inventory. Alphanumeric, 13 positions; display-only. |
Suspense |
The description SUSPENSE displays if the receipt was placed into inventory. Alphanumeric, 13 positions; display-only. |
Receipt Date |
The date the merchandise was received. Numeric, 6 positions; display-only. |
Currency Rate |
The currency exchange rate at which the merchandise was received. The cost at receiving and the average cost are calculated using the converted rate. Numeric, 11 positions with a 7-place decimal; display-only. |
Purpose: Use this screen to add, view or change messages that apply to the entire purchase order. Messages that were entered using the Enter/Maintain POs function can be viewed or changed during Purchase Order Receipts. In addition, new messages can be added during Purchase Order Receipts.
Optionally, you can print any of the messages on the purchase order form and the receiver's worksheet.
How to display this screen: Press F20 at the Work with P/O Receipt Detail Screenn.
POR0049 CHANGE Work with PO Messages 12/04/97 14:48:49 The KL Mail Order Company
PO # . . : 373 Vendor . : 101 ALEX NEWBOLD
Message Print Please deliver to back door. B Receivers double check the packing. W
F3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Message |
The message text for this purchase order. Previously entered messages display when you access the screen. Additional lines are available to enter new messages. Use Shift/Roll or Page Down to view additional messages or to access additional lines. Alphanumeric, 60 positions each line; optional |
This value indicates whether this message text will print, and the form on which it will print. You can choose to print none, some, or all message lines, and you can also define the forms on which each line will print. The valid values are: Blank = Do not print B = Print on both the purchase order and the receiver's worksheet P = Print on purchase order only W = Print on receiver's worksheet only Alphanumeric, 1 position; optional. |
Adding a new message:
1. Enter the information you want on the first available line in the message section.
2. Use Tab to move to the Print field. Enter a print code, if applicable.
3. When you finish the note, press Enter. The system accepts the entry.
Changing a message:
1. Press F8. The existing messages can now be changed.
2. Make the changes and press Enter. The system accepts the entry.
Work with P/O Detail Messages Screen
Purpose: Messages that apply to an item on an individual purchase order line can be added, changed or viewed during Purchase Order Receipts. Optionally, you can print any of the messages on the purchase order form and the receiver's worksheet.
Messages can also be entered, changed, or viewed using the Enter/Maintain PO's function. See Merchandising Chapter 70: Entering Purchase Orders (MPOE).
How to display this screen: Enter 19 next to an item at the Work with P/O Receipt Detail Screen.
POR0048 CHANGE Work with PO Detail Messages 12/04/97 15:04:34 The KL Mail Order Company
PO # . : 373 Line # : 1 Status : Item . : TRSKRTNVY NAVY VELVET CHRISTMAS TREE SKIRT
Message Print Usually packaged in cases of 12. W Please seal box tightly. B
3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Message |
The message text for this purchase order detail line. Previously entered messages display when you access the screen. Additional lines are available to enter new messages. Use Shift/Roll or Page Down to view additional messages or to access additional lines. Alphanumeric, 60 positions each line; optional. |
This value indicates whether this message text will print, and the form on which it will print. You can choose to print none, some, or all message lines, and you can also define the forms on which each line will print. The valid values are: Blank Do not print B =Print on both the purchase order and the receiver's worksheet P = Print on purchase order only W = Print on receiver's worksheet only Alphanumeric, 1 position; optional. |
Adding a new line message:
1. Enter the information you want on the first available line in the message section.
2. Use Tab to move to the Print field. Enter a print code, if applicable.
3. When you finish the note, press Enter. The system accepts the entry.
Changing a line message:
1. Press F8. The existing messages can now be changed.
2. Enter the changes as needed. The system accepts the entry.
Purpose: Messages that apply to the vendor from whom the merchandise was purchased can be added, changed or viewed during Purchase Order Receipts. The Vendor file is updated with any changes made to the vendor notes during Purchase Order Receipts.
Optionally, you can choose whether to print the vendor notes on the purchase order form and the receiver's worksheet.
Vendor notes can also be entered, changed, or viewed using Entering Purchase Orders (MPOE) and Working with Vendors (WVEN).
How to display this screen: Press F23 at the Work with P/O Receipt Detail Screen.
INR0464 CHANGE Work with Vendor Notes 12/04/97 15:16:33 The KL Mail Order Company
Vendor : 101 ALEX NEWBOLD Note Print Check the merchandise carefully; defective items received. R Call if you will be late with the delivery. R Gives good prices, deal only with Trish. R
F3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Message |
The message text for this vendor. Previously entered messages display when you access the screen. Additional lines are available to enter new messages. Use Shift/Roll or Page Down to view additional messages or to access additional lines. Alphanumeric, 60 positions each line; optional. |
Defines whether this message text on the line will print on the purchase order and the receiver's worksheet. You can choose which lines you want to print. The valid values are: B = Print the message on the purchase order and PO receiving worksheet. P = Print the message on the purchase order. W = Print the message on the PO receiving worksheet. Blank = Do not print the message on the purchase order or receiving worksheet; the message is informational only. Alphanumeric, 1 position; optional. |
Adding a new vendor note:
1. Enter the information you want on the first available line in the message section.
2. Use Tab to move to the Print field. Enter a print code, if applicable.
3. When you finish the note, press Enter. The system accepts the entry and updates the Vendor file.
Changing a vendor note:
1. Press F8. The existing messages can now be changed.
2. Enter the changes as needed. The system accepts the entry and updated the Vendor file.
Closing PO lines: When the total quantity due on a line is received, or if the quantity received is within the Under receipt % tolerance limit defined in the System Control file, the purchase order line is closed. When all lines on a purchase order are closed, the purchase order is closed.
You cannot reopen a purchase order line that is closed. You can add a line to the purchase order during receiving if the vendor ships additional merchandise. For example, if a vendor short-ships an item, and the received quantity is within the Under Receipt % (A62), the purchase order line will be closed when the receipt is accepted. If the vendor subsequently ships the remaining balance, a new line must be added to the purchase order to record the additional receipt. See Create PO Detail Standard Screen (Adding Lines To A Purchase Order).
Closing the PO: When all lines on the purchase order are closed, the purchase order is closed. Closed purchase orders cannot be reopened during Receiving. You can reopen a closed purchase order with Maintaining Purchase Orders (MPOE).
| Chapter 37: Selecting Purchase Orders for Receipt (PORC) | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 39: Placing Suspended Stock (SUSP) |
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