University

On the Main Menu, there is a link in the Purchase Center called PO Receipts. Clicking this link will open the screen shown below. Active Purchase Orders can also be received using this menu choice.



All Open Purchase orders will be listed in the drop-down list for the PO Number field. Select the PO to be received. The date defaults to the current date but can be edited either here or on the individual items. Enter a packing slip to identify the shipping or tracking number, if necessary.

Press the 'Continue' button to view all line items that are open for the selected Purchase Order. The quantity received will default to the amount that was processed originally, and the status of the order will default to 'Keep Open.'

Receiving the full quantity of each part

To receive the full quantity of the first part listed for the PO, change 'Keep Open' to 'Close' (below the quantity received), and click 'Process.' This item is now received. Continue this process on all the open items listed for this PO, processing each one separately, until completed. Now this PO will no longer be available to select for receiving from the PO Receipts menu.

Processing a partially received order

To receive a partial quantity on the line item listed, change the Quantity Received to the correct amount for this transaction. Select 'Keep Open' to allow another receipt against the PO line item at a later date. Click 'Process.' When the remainder of the order arrives, the PO number will be available from the PO Receipts screen and the rest of the order can be closed out at that time.

Canceling a Purchase Order

To cancel a Purchase Order, enter a received quantity of 0 (zero), change 'Keep Open' to 'Close,' and click 'Process.'
After processing your PO and receiving (or partially receiving or canceling) all the items on the purchase, you have two options in the upper right corner of the screen. Selecting 'New PO Receipt' will take you to the screen to select another PO for receiving. Selecting 'Return to Control Center' will take you back to the main menu.

Difference between receiving methods

There are two major differences between receiving via the PO and receiving via the main menu

1. The ability to distribute the additional cost associated with a PO.
2. The ability to process multiple items at once with Auto Fill instead of individually via 'Process.'

The method you choose depends upon your preference.ı Both methods will enter the items into your Parts File for use at a later time.