Creating Purchase Order Receipt Controls (PORC)

Purpose: Purchase Order Receipts Control allows you to group multiple purchase orders when posting receipts. A separate control number is assigned to each group when the receipt control is created. By assigning control numbers, you can:

• distribute overhead costs associated with the receipt across all items received against purchase orders in the group

• track inventory as it is moved into and out of suspense

When the receipt control function is used, the system will pro-rate any overhead costs associated with the receipt across all items received on purchase orders in the batch. The system will pro-rate these charges and include them in the cost of each item received. The charges can be pro-rated by weight, cube value or by units. Examples of overhead charges are brokerage fees and freight costs.

For example, if you receive a shipment from a vendor that includes merchandise ordered on three separate purchase orders and are charged one freight charge for the shipment, you can spread the total freight charge across all items in the shipment. This enables the system to determine an accurate purchase cost for each item received, and to calculate an accurate average cost for the item.

See Purchase Order Receiving Overview for a complete explanation of pro-rating overhead costs.

This screen only opens if the P/O Receipt Control # Entered (A56) system control value is selected.

In this topic:

• Create P/O Receipt Control Screen

• Select P/O Receipt Control Screen

• Work with Additional Charges Screen

• Creating New Charge Codes

Create P/O Receipt Control Screen

Purpose: This screen allows you to enter the control information about the receipt, such as the number of purchase orders, number of cartons received, ship date and shipper code. If you are distributing overhead costs across multiple purchase orders, the total weight, cube value or number of units in the batch is entered so that the system can pro-rate the costs across all items received against the purchase orders in the batch.

How to display this screen: Enter PORC in the Fast path field at the top of any menu or select Purchase Order Receipts from a menu.

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Field	Description
Receipt control #	A number assigned to a batch of purchase orders to group them together. The control number is indicated when you select OK. To select or change the Receipt Control group you are working with, select Select. Numeric, 6 positions; display only
Total purchase orders	The total number of purchase orders in the receipt control batch. This field is informational only. Numeric, 3 positions; optional.
Total cartons	The total number of cartons in the receiving group. This field is informational only. Numeric, 5 positions; optional.
Total weight	The total weight of all items received on purchase orders assigned to the control group. When distributing overhead costs based on weight, the system performs the following calculation to determine a charge per pound: Total charges / Total weight The charge per pound is then multiplied by the item's weight to determine the additional amount to include when determining the adjusted purchase cost for the item. The adjusted purchase cost is then used in the average cost calculation to determine the new average cost for the item. Numeric, 10 positions with a 3-place decimal; required if the P/O Receipt Costing Calculation Method (A57) system control value is defined as Weight, otherwise the weight entered is informational only.
Cost/pound	The charge per pound, based on the total weight.   Total charges / Total weight = cost/pound   This field is included only if you enter a weight in the Total weight field and then enter overhead charges. Numeric, 11 positions with a 4-place decimal; display-only.
Total cube	Total cube value of all items received on purchase orders assigned to the control group. When distributing overhead costs based on cube value, the system performs the following calculation to determine a charge per cube: Total charges / Total cube The charge per cube is then multiplied by the item's cube value to determine the additional amount to include when determining the adjusted purchase cost for the item. The adjusted purchase cost is then used in the average cost calculation to determine the new average cost for the item. Numeric, 3 positions; required if the P/O Receipt Costing Calculation Method (A57) system control value is defined as Cubic, otherwise the cube value entered is informational only.
Total units	The total number of units received on purchase orders assigned to the control group, expressed in your unit of measure, not the vendor’s. When distributing overhead costs based on the number of units received, the system performs the following calculation to determine a charge per unit: Total charges / Total units The charge per unit is then added to the cost of each item to determine the adjusted purchase cost. The adjusted purchase cost is then used in the average cost calculation to determine the new average cost for the item. Numeric, 7 positions; required if the P/O Receipt Costing Calculation Method (A57) system control value is defined as Units, otherwise the units value entered is informational only.
Actual ship date	The actual ship date of the purchase orders in the control group. This field is informational only. Numeric, 6 positions (MMDDYY format); optional.
Ship via	A code that represents a carrier used for shipping merchandise to your company; validated against the Purchase Order Ship Via table (see Working with Purchase Order Ship Via (WPSV)). These codes are entered on purchase orders from your vendors. These shippers are not necessarily the same as the shippers defined for your consumer orders. This field is informational only. Numeric, 2 positions; optional.
Comment	An informational field in the PO Receipt Control table to store additional comments. Alphanumeric, 25 positions; optional.

Screen Option	Procedure
Select an existing receipt control batch	Select Select to advance to the Select P/O Receipt Control Screen.
Work with additional charges	Select Charges to advance to the Work with Additional Charges Screen.

Instructions:

1. Optionally, enter the total number of purchase orders included in the batch in the Total purchase orders field.

2. Optionally, type the total number of cartons received with the shipment in the Total cartons field.

3. Enter the total weight of the shipment in the Total weight field if you are distributing overhead costs associated with the purchase orders in the batch by weight.

4. Enter the total cube value of the items in the shipment in the Total cube field if you are distributing overhead costs associated with the purchase orders in the batch by cube value.

5. Enter the total number of units in the shipment in the Total units field if you are distributing overhead costs associated with the purchase orders in the batch by units.

6. Optionally, enter the date the merchandise was shipped from the vendor in the Actual ship date field.

7. Optionally, enter the code of the shipper who delivered the merchandise in the Ship Via field.

8. Select OK to accept your entries. The control number assigned to the receipt control group is indicated.

9. Select OK again to display the Select P/O Receipt Control Screen if there are no overhead costs to include.

10. Select Charges to display the Work with Additional Charges Screen to enter the overhead charges that will be added to the unit cost of the items received.

Select P/O Receipt Control Screen

Purpose: This screen displays the PO receipt controls in process and is used to select an existing control group when you want to post additional receipts to purchase orders in the group.

You can scan for the P/O Receipt Control you want to work with by the control number, shipping date, the total number of purchase orders in that batch, total number of cartons, total weight, total cube, total units or the shipper number.

How to display this screen: Select Select at the Create P/O Receipt Control Screen.

Field	Description
Control	The number assigned to a batch of purchase orders during Purchase Order Receipts to group them together. Numeric, 6 positions; display only.
Actual ship date	The actual ship date of the purchase orders in the control batch. Numeric, 6 positions; optional.
Total P/Os	The total number of purchase orders in the receipt control batch. Numeric, 3 positions; optional.
Total cartons	The total number of cartons in the receipt control group. Numeric, 5 positions; optional.
Total weight	The total weight of all items in the receipt control group. Numeric, 10 positions; optional.
Total cube	Total cube value of all items in the receipt control group. Numeric, 3 positions; optional.
Total units	Total number of units in the receipt control group. Numeric, 7 positions; optional.
Ship via	A code that represents the carrier used to ship the merchandise in the receiving control group to your company. These shippers are not necessarily the same as the shippers defined for your consumer orders. See Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; optional.

Screen Option	Procedure
Select P/O Receipt Control batch	Select a purchase order receipt control batch to advance to the Select P/O Receipt Control Screen.

Note: You should not make any changes to the Total weight, Total cube or Total units fields if you are distributing overhead costs across all items in the batch and you have already received some items. The system will not update the cost information for the previously received items.

Work with Additional Charges Screen

Purpose: This screen displays any overhead charges that have already been added to the receipt such as commission, duty, freight, import, surcharges or other user-defined fees.

At this screen you can change the amount of an existing charge or delete a charge.

Note: These charges should not be changed if any receipts have been performed against any purchase orders assigned to the batch. These charges are added to the purchase cost for the items when they are received; any changes made will not be reflected in the cost of items received prior to the change.

How to display this screen: Select Charges at the Create P/O Receipt Control Screen.

Field	Description
Charge code	A code that identifies the type of charge. Enter a charge code to display charges starting with your entry. Charge codes are defined in Working With PO Additional Charges (WPAC). Note: The system only includes freight and brokerage additional charges in the costing calculations. Alphanumeric, 2 positions; optional.
Description	A description of the charge code. The description is from Working With PO Additional Charges (WPAC). Alphanumeric, 2 positions; optional.
Type	A description of the type of charge this represents. Alphanumeric, 30 positions; optional.
Cost	The amount of the charge. The amount can be changed, however, you should not change the amount if receipts have been posted against any purchase orders in the batch. Numeric, 9 positions with a 4-place decimal; optional.

Screen Option	Procedure
Create additional charges for the receipt control group	Select Create to advance to this screen in Add mode. The Charge code becomes enterable. See Creating New Charge Codes.
Delete	Select Delete for the charge to delete it. Note: You should not delete charges if any receipts have been processed against purchase orders in the batch. The system will not update the purchase cost or the average cost with these changes on any prior receipts.

Changing existing charges: You can change the amount of an existing charge for the receipt; however, you should not change the charges if any receipts have been processed against purchase orders in the batch. The system will not update the purchase cost or the average cost with these changes on any prior receipts.

Creating New Charge Codes

To create new charge codes for the receipt:

1. Enter the charge code for the fee in the Charge code field. A valid charge code must be entered, otherwise the following message indicates: Charge code not found.

2. Enter the total cost for this type of fee in the Cost field.

3. Your entry is cleared from the screen.

4. Continue with the above until all charges are entered.

5. Select Create to return to the change mode, where you can change or delete a charge.