Receiving Settlement Purchase Orders

For settlement purchase order receiving the vendor's declared weights can be entered along with the actual weight received. The purchase order and receiving report will include the differences between the two weights entered.

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

For information on receiving a consignment purchase order see Receiving Consignment Purchase Orders.

Receiving Settlement 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.

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.

3. In the header enter/confirm the Fishing Vessel Trip information, if applicable.

4. At the Received Field enter the actual date the purchase order was received or accept today's default date and press Enter.

5. At the Variance field, a Y (Y=yes) or N (N=no) flag appears, indicating whether the vendor's declared weight will be entered. If Y is entered, additional columns will appear showing the vendor’s shipped weight. Variances between the vendor's weight shipped and the actual weight received can be tracked and a variance report can be printed, showing the differences between what the vendor’s declared weight was and the actual weight received. If N is entered, the "Variances" option will not display. Once a purchase order line is received the Variance field cannot be changed.

6. Command options will appear; select Receive. A Settlement Receiving window with the following column information appears:

• Vendor – If Y (Y=yes) was entered in the Vendor Weights field (in Step #5), the Vendor field will appear in the Settlement Receiving window. Enter the weight reported by the vendor. If N (N=no) was entered in the Vendor Weights field, the Vendor field will not display.
• Quantity – Enter the weight actually received and to be paid for and press Enter. The amount must be entered in the receiving unit of measure for the item.
• Item – Enter the item group for the product received. If the weight entered falls between the low and high weight for a single item in the item group, select OK(X) to accept the item that appears in the item column. If the pay weight entered falls outside of the high low weight or if you want to select a different item from the item group select Change Item. A Select An Item window will display the following options:
  • EXIT NO CHANGE – Select EXIT NO CHANGE to exit without changing the item.
  • DELETE ENTRY – Select DELETE ENTRY to delete the quantity entered and return to the Quantity field.
  • A list of items that fall between the low and high weight for the item group specified, based on the low and high weight assigned to the item in Item Quick Maintenance. The following information will display:
    • The item ID
    • The item name
    • The low and high weight entered for each item . Scroll to select the item or select delete entry to enter a new weight or Exit no change to start over select OK to accept the item that appears or select change item to select a different item in the item group.

If items do not use Low/High weight, a list of items on the purchase order which match the item group entered will appear. Select the item to receive based on the items displayed.

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 and does not have a lot number assigned, the COOL control level is strict or loose and the item does not have a default COOL identity, or a Trace source product lot attribute is missing,the item info lot attribute entry box will automatically open to allow you to enter the lot number, COOL identity, or Trace source product lot attributes.

• 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 remaining item info lot attributes based on the item info type assigned to the item. If a lotted item enter the lot number, COOL, and other lot attributes. If the lot number was entered for the item when the purchase order was created in Purchase Orders, the lot number entered will default into the lot number field the first time the item is received. If the item is received again in the future, the lot number will be blank and must be entered for the item.

If the item is lotted the system will automatically assign lot numbers as the product is received, based on the Lot Number Default in Inventory Options and the Auto Lot Number Assignment on Settlement Lotted flag for the location. If the item is being received is a lotted item, enter the lot number for the item if the Auto Tag options for the location is set to N (N=no). If set to Y (Y=yes) the lot numbers will automatically be assigned starting with FZ001001 and issued sequentially. If the Lot Number default is set to yes in Inventory option, the Purchase order – line –number – receiving line number will become the lot number. If a lot number was entered when the purchase order was entered , the lot number entered will default as the lot number for the receiving line.

Note that 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.

See Item Info Lot Attributes for more information.

8. 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."

9. To exit the Receiving Individual Lots window, leave both the vendor weight and pay weight blank and press Enter.

10. Command options will appear:

• Receive – Select Receive to receive the line items on the purchase order.
• Change – Select Change to change a previously received line item. Scroll to the purchase order line item to change. Command options will appear:
  • Change – Select Change to change the Vendor Qty (If the Vendor Weights field was set to Y (Y=yes) in Step #5), Quantity (received), COOL identity, or item info lot attributes. Scroll to the previously entered line item and press Enter.
    • Enter the new vendor weight in the Vendor Qty field or press Enter without making changes.
    • Enter the new quantity to receive in the Quantity field or press Enter without making changes.
    • In the item info lot attributes fields:
      • C – Enter C (change) to change the item info lot attributes, including the COOL identity on the loose and strict COOLs with no default items.
      • L – Enter L (last) to use the last entered item into lot attribute.
      • B – Enter B (blank) to set the item info lot attributes to blanks.
      • N – Enter N to receive the purchase order without entering or changing the item info lot attributes.
    • When finished, command options will appear:
      • Update – Select Update to save the changes.
      • Exit – Select Exit to exit without making changes.
  • Delete – Select Delete to delete a received line. The following message will appear: "Do you really wish to delete this receipt? No/Yes?
    • Select no to exit the change option and return to the previous command options.
    • Select yes to delete.
  • Info – Select Info to change the item info lot attributes for each lot received.
  • Exit – Select Exit to exit the change option and return to the previous command line.
• Header – Select Header to change the location, fishing vessel trip information, received date, or FOB in the purchase order header. Once a purchase order line is received, the Variance field cannot be changed.
• Info – Select Info to view or change the item info lot attributes assigned to each purchase order line item and not the individual lot receipts.
• Text – Select Text to enter additional information on the purchase order line.
• Location – Select Location to enter the receiving location for each purchase order line if a default location was not entered when the purchase order was created in Adding A Settlement Purchase Order.
• Add – Select Add to add an item or purchase order message by entering the item group for the item or "///" for a message line.
• Finish(X) – Select Finish(X) to save the entries made in receiving purchase orders.
• Exit – Select Exit to exit without updating the purchase order.

11. Select Finish(X).

• 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 option(s) to access the field for the missing information. Enter the missing information and select Finish.
• 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.
• If the quantity received does not equal the quantity orders, the message line “Reset Ordered Quantity to Received Quantity? No/Yes" will appear.
  • Select no to update the receiving of the purchase order without resetting the ordered quantity. This allows you to re-receive part of the purchase order and go back into it later to continue receiving it without resetting the ordered quantity to zero for the items that were not received. The un-received balance will still be used to calculate the available balance for the item. If you select no, another message will appear: "Clear all quantities outstanding? No/Yes."
    • Select no to leave the outstanding or un-received balance intact and include it in the available inventory calculation.
    • Select yes to reset the outstanding or un-received balance to zero and update the available valance for only the quantity received.
  • Select yes to reset the ordered quantity to the received quantity. Once the ordered quantity is reset to the received quantity this message will no longer appear.

12. A Totes and Pallets window will appear based on the settings for totes and pallets in Purchasing Options and 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.

13. Print prompts will appear allowing you to print the purchase order formats defined in Purchasing Options and User Options. If you select yes to print one or both copies, command options will appear allowing you to print or choose from a set of other print options.

14. The following message will appear: "Print Lot Receiving Report? No/Yes".

• Select no if you do not want to print a receiving report.
• Select yes to print the receiving report. If you selected yes, the following message will display: "Print Variances? No/Yes" will appear.
  • Select yes to include the variance between the vendor weight and the received weight on the receiving report.
  • Select no to exclude the variance from the receiving report.

15. 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 Order option see Receiving Purchase Orders.

Security Required : Purchasing - Receiving Purchases