Receiving Consignment Purchase Orders

Note: In order to receive a purchase order, it must first have been created in Purchase Orders.

For information on receiving a standard purchase order see Receiving Purchase Orders Receiving a Purchase Order.

For information on receiving a settlement purchase order see Receiving Settlement Purchase Orders.

Receiving Consignment Purchase Orders

1. When you first enter the Receiving Purchase Order option a Select A Way To Locate The Purchase Order window will appear with the following options:

• FIND by Number – Select this option to enter the purchase order number to receive.
• FIND by Vendor – Select this option to find the purchase order based on the vendor ID. A selection box of all purchase orders that have not been completed for the selected vendor will display, Scroll to select the purchase order to receive. See the SELECTION BOX display below.
• FIND by Buyer – Select this option to find the purchase order to receive based on the buyer assigned to the purchase order A selection box of all purchase orders that have not been completed for the selected buyer will display. Scroll to select the purchase order to receive. See the SELECTION BOX display below.
• SELECTION BOX – Select this option to display a list of all purchase orders that have not been completed. Scroll to select the purchase order you want to receive. See the Selection Box below.

Regardless of selection type used (except FIND by Number) to find the purchase order, the following will display on the screen:

• The purchase order number
• The vendor name
• The purchase order header note, if entered
• The received date if received, or open if not received
• The expected or actual arrival date
• The vendor invoice number, if entered
• The purchase order type, if the purchase order is a settlement purchase order or consignment purchase order.

Note: If a purchase number has been reserved, it will not display in the Vendor, Date, and Expected fields; it also cannot be displayed from the Receiving screen. You will receive a message stating "PO Cannot be accessed from this screen."

2. The selected purchase order will be displayed, and the cursor will be positioned on the Location field if a default location was not entered in the purchase order header in Purchase Orders. Enter the default location for the purchase order or leave blank and assign the location at the purchase order line level if the item is lotted. Enter/confirm the Fishing Vessel Trip Information

3. Enter the Received Date. Enter the actual date the purchase order was received or accept today's default date and press Enter.

4. Command options will appear:

• Receive – Select Receive to receive the line items on the purchase order.
• Info – Select Info to view or change the item info lot attributes assigned to each purchase order line item.
• Header – Select Header to change the purchase order header note, location, fishing vessel trip information, received date, or FOB in the purchase order header.
• Text – Select Text to enter a message or additional information for a specific purchase order line item.
• Location – Select Location to assign or change the location for each purchase order line item if the default location was not entered in the purchase order header.
• Add – Select Add to add an item or text message to the purchase order.
• Print – Select Print to print the purchase order without entering any information in the receiving purchase order screen.
• Update – Select Update to save the entries made in receiving purchase orders.
• Exit – Select Exit to exit without saving any entries made on the purchase order.

Select Receive.

5. Select the line you wish to receive by using the arrow keys to scroll to the appropriate line and pressing Enter. (If you wish to stop editing at this time, press Enter without selecting a line.)

If the items are individually lotted and entered on a Settlement Purchase Order, refer to the section below on Receiving Settlement Purchase Orders.

6. For purchase orders being received for the first time, the ordered quantity will automatically display in the Qty to Pay field based on the receiving unit of measure for the item. Enter the correct quantity for which payment will be made based on the receiving unit of measure and press Enter, or press Enter to accept the ordered quantity as the quantity to pay.

7. Enter Y (Y=yes) to view and change the pad and shrink for the item if Pad and Shrink are enabled and set to view or view and change in Purchasing Options. Select Y to view and change, select N (N=no) to continue. A Shrink/Pad window will appear. Enter the shrink percentage and the pad unit cost or percentage. Shrink and Pad defaults can be set for each item. An asterisk will appear next to the Qty to Inv unit column to indicate that shrink was applied to the purchase order line item. A Select An Adjustment Type window will appear; highlight the appropriate cost adjustment type (the adjustment type defaults from Purchasing Options) and press Enter to confirm your selection. Select Change to modify or select Exit to exit and continue receiving the purchase order.

8. The Quantity to Inventory field may be modified to reflect the amount of inventory you are placing into inventory. (Perhaps you are willing to pay for X pounds, but only want to place Y pounds into inventory. The quantity to pay, based on the receiving unit of measure for the item, will default into the quantity to inventory when the purchase order line is received for the first time. If you make changes later to the quantity to pay confirm that the quantity to inventory is correct. Press Enter to accept the quantity to pay or enter the correct quantity to inventory in the receiving unit of measure. If a shrink percentage was entered the quantity to inventory will be calculated as the quantity to pay less the shrink percentage.

9. At the Unit Cost field, enter the unit cost of the item. item or press enter to accept the unit cost entered when the purchase order was created.

Note: The total value of the lot created will be defined according to the quantity to pay X the unit cost + add-on charges. The per unit cost will be determined based on the total value (calculated above) divided by the quantity to inventory. Press Enter to change the unit cost or enter a new unit cost.

10. Press Enter to receive into the default location, or press F3 to display a list of locations to choose from. Scroll to the location and press Enter.

11. Select one of the following choices below relating to item info lot attributes or press Enter to accept the system default, N = no changes. If an item is lotted or the COOL control level is strict or loose and the item does not have a default cool identity, the item info lot attribute entry box will automatically open to allow you to enter the lot number or COOL identity, if known.

• C – Change. Select Change to enter or change the item info lot attributes and/or Trace Source product attributes .
• B – Blank. Select Blank to Leave the item info lot attributes and/or Trace Source product attributes .blank.
• L – Last used. Select Last Used to copy the tem info lot attributes and/or Trace Source product attributes from the previously enter purchase order line .
• N – No Changes. Select to use the standard item info attributes entered in Lot info or the previously entered item info lot attributes and/or Trace Source product attributes .

Enter the item info lot attributes in the customizable fields as set in Item Info. See Item Info Lot Attributes for more information.

Note: The item info lot attributes will only appear if the item info type has been set for an item.

The item info lot attributes will be populated based on the item info type assigned to the item. See add/change Item Info Lot Attributes below.

Note: Placing an "H" in the first position of the item info text 6 field will cause the item to be placed on hold when being received and cannot be assigned to any inventory transaction or used in the cost calculations.

12. At the Info field, enter an optional note or message about the line item being received.

13. If the inventory is being received into a slotted location a Select An Option window will appear:

• EXIT – If EXIT is selected the following message will display: "Entire quantity must be slotted!!! Space bar to continue."
• SLOT BY VOLUME – Select SLOT BY VOLUME to add the inventory based on slots with an open or available balance. A list of available slots will display. Scroll and select the slot assigned to the item and enter the quantity placed in the slot. Enter all slots and the quantity per slot. Press F10 when finished.
• SLOT BY SLOT – Select SLOT BY SLOT to enter the slot information for each slot. Enter the slot ID and the quantity assigned to the slot or leave the slot field blank and press Enter to finish.

Note: If the item is slotted and you select Exit the following message will appear: "Entire quantity must be slotted!!! Space Bar to Continue."

14. After completing a line entry the cursor automatically moves to the next line. Press Enter to receive this item or use the arrow keys to select a different line. Highlight the Exit line and press Enter when all receipts have been entered.

15. Command options will appear:

• Receive – Select Receive to receive the line items on the purchase order.
• Info – Select Info to view and change the item info lot attributes for each line item. The (Item Name) Item Info box will appear for each lot.
  • Select Exit to move to the next line item
  • Select Change to make changes to the line item product item info fields.
• Header – If you select Header, the system will allow you to make changes to the purchase order header fields. Refer to the help section on Adding Purchase Orders for further header information.
• Text – There are two methods of adding text messages to a purchase order.
  • The first is to add text referring to a specific line item as by using the Text command option when you have finished entering an item. Enter the text in the Info field. The text will appear on a separate line on the purchase order, above the Item Info. Up to 30 characters may be typed.
  • The second method of adding text is to add text referring to the entire purchase order, not a specific line item. You can also specify whether the text is applicable to the vendor, or just for In-house use, or both. To turn on the ability to distinguish between text uses, you must have set the Purchasing Options: Use PO Text Definition setting to Y (Y=yes). If the setting is Y, you may enter text by creating a new line item (See Add below) and typing "///" in the item group field. The message line will prompt you to select whether the message is intended for the vendor, in-house recipients, or both. Enter the purchase order line text in the 90 character field that appears. You can enter up to 49 lines of "///" text.
• Add – If you select Add, the system will allow you to add items to the purchase order. Enter the item group ID and then select the item from the list or enter "///" to enter a purchase order line message. Select Receive to enter the quantity to pay, the quantity to inventory, etc. for the item added.
• Update – If you select Update, the system will update the purchase order. You must update when finished to save your work.
• Exit – If you select Exit, the system will leave this option and bring you back out to the first Select An Option window. If changes were made to the purchase order but not saved a message line will appear: "PO was changed!!! Exit anyway? No/Yes."
• Select no to return to the purchase order command options.
• Select yes to exit without saving any changes.

If no other edits or changes need to be made select Update to save this received purchase order.

16. If required information for the purchase order was not entered various message line warnings will appear notifying the user what information was missing. Select the appropriate command line options to access the field for the missing information. Enter the missing information and select Update.

If the total charges added to the purchase order are greater than 25% of the total purchase order, the following message will appear: “Warning: Charges exceed 25% of total cost!!! Continue? No/Yes."

• Select no to return to the command options.
• Select yes to continue finishing and saving the purchase order.

If the vendor is a fishing vessel and any of the required trip number has not been entered, the following message will appear: "Warning Blank VTR for SAFIS reporting !!! Continue anyway ? No/Yes."

• Select yes to continue without entering the trip number.
• Select no to return to the command options.

17. A Totes and Pallets window will appear if the Totes and Pallet settings are set to Y (Y=yes) in Purchasing Options and in User Options. Enter the number of totes and pallets received and exchanged with the vendor. At the Pallets IN field enter the number of pallets in; at the Pallets OUT field, enter the number of pallets out. Press Enter when finished.

18. Based on the settings in Purchasing Options and User Options prompts will appear to print the Purchase Order copy, Receiver Copy, and/or Vendor Copy and inventory labels. Select the appropriate copies to print.

If you select yes to print one or more copies, command options will appear allowing you to print or choose from a set of other print options.

18. If print inventory labels on receiving purchase orders is set to Y (Y=yes) in Purchasing Options and User Options, the inventory printing selection box will appear to print the inventory labels. Enter the number of labels need for each item, and press F10. Command options will appear allowing you to print or choose from a set of other print options.

For more information on the Receiving Purchase Orders option see Receiving Purchase Orders.

Security Required : Purchasing - Receiving Purchases