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Purchase Receipts

Form ID: (PO302000)

This form is available only if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form.

On this form, you can view the existing purchase receipts, transfer receipts, and purchase returns. You can also create a new purchase receipt or purchase return based on a purchase order (or lines of purchase orders) and release the document.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
Apply Assignment Rules Assigns an employee to the current purchase receipt or return, based on the default assignment map specified on the Purchase Orders Preferences (PO101000) form.
Email Purchase Receipt Emails, according to the settings of the PURCHASE ORDER mailing, the receipt to the vendor specified in this receipt. For more information, see Mailings for Customers.
Enter AP Bill Navigates to the Bills and Adjustments (AP301000) form, so that you can create an Accounts Payable bill for the purchase or transfer receipt or a debit adjustment for a receipt of the Return type.
Enter Landed Costs Navigates to the Landed Costs (PO303000) form, so that you can create a landed cost document with landed costs allocated to the lines of the current purchase receipt or transfer receipt. For purchase returns, this command is not available.
Generate Sales Return Creates an intercompany return order, in which the current branch is specified as the customer and the lines of the current purchase return are copied.This command is displayed only if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form and the vendor specified in the purchase return is a related company or branch extended as vendor.
Print Purchase Receipt Opens the Purchase Receipt (PO646000) report to print the current purchase receipt.
Purchase Receipt Allocated and Backordered Navigates to the Purchase Receipt Allocated and Backordered (PO622000) report, which you can use to view information on inventory allocations related to the purchase receipt.
Purchase Receipt Billing History Opens the Purchase Receipt Billing Details (PO632000) report to print the billing details for the current purchase receipt or return.
Release Releases the purchase or transfer receipt or return, and changes its status to Released.
Remove Hold Changes the status of the receipt from On Hold to Open. You click this button when the receipt is ready for further processing.
Return Creates a purchase return with the lines of the purchase receipt that you have selected on the Details tab. This button appears only if the purchase receipt has the Released status.

Back to TopSummary Area

In the Summary area, you specify summary information for a new purchase receipt or return, or select an existing receipt or return by its reference number.

Element Description
Type The type of the document, which can be one of the following options:
  • Receipt: For a purchase receipt
  • Return: For a purchase return
  • Transfer Receipt: For a transfer receipt
Receipt Nbr. The unique reference number of the purchase receipt, transfer receipt, or return, which the system automatically assigns according to the numbering sequence specified on the Purchase Orders Preferences (PO101000) form.
Status The current status of the purchase or transfer receipt, or return, which the system assigns automatically. The following options are available:
  • On Hold: The receipt document is a draft and can be edited manually.
  • Balanced: The document is balanced and can be released. A document with Balanced status can be modified or deleted, but changes can be saved only if the control total is equal to the new total amount.
  • Received: The specified quantities of the item in the document have been received in a warehouse. A document with the Received status can be modified, deleted, or released.
  • Released: The document has been released and cannot be edited or deleted.
Hold A check box that indicates (if selected) that the document has the On Hold status.
The check box is selected by default for a new receipt if the Hold Receipts on Entry option on the Purchase Orders Preferences (PO101000) form is selected.
Date The date when the receipt document was created. All transactions included in this document will have this transaction date.
You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the record.
Post Period The financial period to which transactions from the document should be posted.
Warehouse The warehouse to which the items are received in a related transfer order.
This box appears only for transfer receipts—that is, receipts with the Transfer Receipt option selected in the Type box in the Summary area of the form.
Vendor The vendor from which the items have been received or to which they will be returned.
This box appears only for purchase receipts and purchase returns.
The list of vendors may be restricted based on the branch specified for the document. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).
Location The vendor location from which the items should be received or to which they should be returned.
This box appears only for purchase receipts and purchase returns if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Currency The currency of the purchase receipt or purchase return. If the Enable Rate Override check box is selected for the vendor on the Vendors (AP303000) form, you can change the currency rate by clicking the Exchange Rate button. The system will use the new exchange rate for calculating the unit cost of the items in the inventory receipt created on release of this purchase receipt; the purchase price variance amount will be posted on release of the related AP bill. For more information, see Allocating the Purchase Price Variance.
You can click the View Base button to change the currency of the amounts from the selected foreign currency to the base currency. When you click the View Base button, it changes to the View Cury button. You can click it one more time to change back the base currency to the selected foreign currency.
If the Allow Changing Currency Rate on Receipt check box is selected on the Purchase Orders Preferences (PO101000) form and the related purchase order is created in a currency that differs from the base currency, you can change the currency to view the values of the Unit Cost and Estimated IN Ext Cost columns on the Details tab of the current form in the currency of the purchase order.
You cannot override the currency on this form even if the Enable Currency Override check box is selected for the vendor on the Vendors (AP303000) form.
This box appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Create Bill A check box that you select if the system must create an appropriate bill (or adjustment) automatically when the purchase receipt is released.
Cost of Inventory Return From The way in which the cost of items is determined in a return document. The following options are available:
  • Original Cost from Receipt: The items are returned for the cost at which they have been purchased.
  • Cost by Issue Strategy: The items are returned at the cost calculated according to the valuation method specified for the item in the Valuation Method box on the General tab of the Stock Items (IN202500) form.
    • For instance, for items with Average valuation method, the return cost is calculated as the accumulated cost of items in the warehouse divided by the accumulated quantity.
    		 This option cannot be used in project drop-ship returns.
  • Manual Cost Input: The items are returned at the cost that you enter manually.
Vendor Ref. The reference number of the vendor document this receipt or return is based on.
This box does not appear for transfer receipts.
Workgroup The workgroup to which the document is assigned.
Owner The owner of this document.
Total Qty. The total quantity of items received from or returned to the vendor. The system automatically calculates this value as the sum of all quantities of all inventory items listed in the Details tab of this form.
Control Qty. The total quantity of goods on the receipt or return
You must enter this value if the For Receipts check box is selected in the Validate Total on Entry section on the Purchase Orders Preferences (PO101000) form. If the check box is not selected, the box is not available.
Unbilled Quantity The total quantity of goods in the purchase receipt or return for which no related AP bill has been prepared yet.

Back to TopDetails Tab

The Details tab provides detailed information about the items that have been received or are being returned. You can provide these details by adding existing purchase orders or lines from them, thus avoiding typing the same information twice.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Line Details Opens the Line Details dialog box, which you can use to allocate the stock item by subitems, locations, lot/serial numbers, and expiration dates.
This button is available if at least one of the following features is enabled on the Enable/Disable Features (CS100000) form: Sales Order to Purchase Order Link, Multiple Warehouse Locations, Inventory Subitems, or Lot Serial Tracking.
For lot/serial-tracked stock items that have the Goods for Drop-Ship or Goods for Project line type, this button is available only if these items belong to a lot/serial class for which the Required for Drop-Ship check box is selected on the Lot/Serial Classes (IN207000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Add Line Opens the Add Receipt Line dialog box, which you use to enter a new line for the receipt. This dialog box can be used to efficiently enter information about received items by using a barcode scanner.
This button is available for purchase receipts and transfer receipts.
For details, see Barcode Support.
Add PO Opens the Add Purchase Order dialog box, which you can use to select a purchase order and include it in the current purchase receipt.
This button is available for purchase receipts (with the Receipt type) only.
Add PO Line Opens the Add Purchase Order Line dialog box, which you can use to select lines from an existing purchase order and add the lines to this purchase receipt.
This button is available for purchase receipts (with the Receipt type) only.
Add PR Opens the Add Receipt dialog box, which you can use to select a purchase receipt and include it in the current purchase return.
This button is available for purchase returns (with the Return document type) only.
Add PR Line Opens the Add Receipt Line dialog box, which you can use to select lines from an existing purchase receipt and add these lines to the current purchase return.
This button is available for purchase returns (with the Return document type) only.
View PO Navigates to the Purchase Orders (PO301000) form so that you can view the details of the purchase order. This option is available only for lines based on purchase orders or purchase order lines.
This button is not available for transfer receipts.
Add Transfer Opens the Add Transfer Order dialog box, which you can use to select a transfer order and include it in the current receipt.
This button is available for transfer receipts only.

Shortcut Menu

If you right-click within the rows of a table, the system opens a shortcut menu. Most of the commands you see in the menu are duplicates of commands on the table toolbar. The unique menu commands are listed below.

Button Description
Insert Row Inserts a blank row above the row that is currently selected in the table.
Cut Row Copies the selected row or rows to the clipboard.
Insert Cut Row Inserts the row or rows that have been copied to the clipboard above the currently selected row or rows.

Line Details Dialog Box

By using this dialog box, you can view how the specified on the line quantity of the item is distributed between locations, subitems, lot or serial numbers or you can generate and assign lot or serial numbers to the specified quantities of the stock item if relevant or you can assign warehouse locations for the specified quantities of the item or assign subitems. Whether lot or serial numbers should be generated when the item is received or used depends on the Assignment Method option selected for the lot/serial class of the item on the Lot/Serial Classes (IN207000) form. You can allocate stock items that have the Goods for IN line type, and lot/serial-tracked stock items that have the Goods for Drop-Ship or Goods for Project line type and that belong to the lot/serial class for which the Required for Drop-Ship check box is selected on the Lot/Serial Classes (IN207000) form.

This dialog box is available if at least one of the following features is enabled on the Enable/Disable Features (CS100000) form: Sales Order to Purchase Orders Link, Multiple Warehouse Locations, Inventory Subitems, or Lot Serial Tracking.

The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.

The Line Details dialog box includes the following elements.

Element Description
Unassigned Qty. The quantity of the inventory item that has no location specified or lot or serial numbers assigned.
Quantity to Generate The quantity of the inventory item for which lot or serial numbers should be generated.
Start Lot/Serial Number The lot or serial number to be used as a start number.
This box appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form.
Generate A button that you click to initiate the generation of lot or serial numbers.
This button appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form.
The dialog box includes a table with the following columns.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Subitem The subitem for the inventory item received, if subitems are used in your system.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Location The location in the warehouse.
This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Lot/Serial Nbr. The serial number of the unit of inventory item or the lot number assigned to specific quantity of inventory item.
This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form.
Quantity The quantity of the inventory item with the same subitem code and the same lot number. It is 1 for items with serial numbers.
Received to Date The quantity of the inventory item that was received on the Receive and Put Away (PO302020) form.
UOM The unit of measure (UOM) for the specified quantity of the inventory item.
Expiration Date The expiration date of the specified quantity of the inventory item.
This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form.
The dialog box has the following button.
OK Saves the records generated.

Add Receipt Line Dialog Box

By using this dialog box, you can add a line specifying that an inventory item has been received at the warehouse, and you can effectively add items to the receipt by scanning their barcodes. To accomplish this, make sure the Add Receipt Line Automatically option is selected. Once the item barcode is scanned, the system finds the item record and fills in the dialog box elements by using the item default values with the quantity as specified on a matching purchase order or by one unit per barcode. You can select the Add One Unit per Barcode option to increase the item quantity by one unit each time you scan the barcode.

Element Description
Barcode An optional box that contains the barcode of the item.
Inventory ID The inventory ID of the item.
Subitem The subitem of the inventory item to denote a variety of the item in size, color, material, or another factor.
This box is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Lot/Serial Nbr. The lot or serial number of the item.
Warehouse The warehouse to receive the item.
This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Location The location to receive the item.
This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Expiration Date The expiration date for the specified quantity of the item.
Receipt Qty. The quantity of the item received, in the specified unit of measure.
UOM The unit of measure used for the item. For items requiring serial or lot numbers, this is the base unit; for other items it is the purchase unit.
Vendor The vendor from which the item was received.
Vendor Location The vendor location from which the item was received.
This column appears only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Order Type The type of the purchase order with the selected item listed.
Order Nbr. The number of the purchase order that has the selected item listed.
Line Nbr. The line of the purchase order that contains the selected item.
Unit Cost The unit cost of the item.
Amount The amount for the line, calculated as the unit cost multiplied by the receipt quantity.
Add One Unit per Barcode A check box that indicates (if selected) that the item’s quantity is increased by one unit each time the item’s barcode is scanned or entered manually.
Add Line Automatically A check box that indicates (if selected) that a new receipt line will be added automatically for each barcode scanned for the first time. If the barcode has been scanned before (for this receipt), the item quantity will be increased accordingly.
The dialog box has the following buttons.
Add Line Adds the entered data as a line to the receipt if the Add Line Automatically option was not selected.
Add and Close Adds the entered data as a line to the receipt and closes the dialog box.
Close Closes the dialog box without adding the data to the receipt.

Add Purchase Order Dialog Box

You use this dialog box to add an existing purchase order of the selected vendor to the current purchase receipt or return. Only purchase orders of the Normal and Drop-Ship types can be added.

Element Description
Type The type of purchase order to be shown in the table: Normal or Drop-Ship.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to include this purchase order in the current purchase receipt or return.
Type The type of the purchase order.
Order Nbr. The number of the purchase order.
Date The date when the purchase order was created.
Status The status of the purchase order.
Currency The currency used by the purchase order.
Order Total The total amount of the purchase order.
Vendor Ref. The vendor reference number entered for the purchase order.
Terms The credit terms of the purchase order.
Description The description entered for the purchase order.
Open Qty. The quantity of the inventory item yet to be received on the purchase order.
The dialog box has the following buttons.
Add PO Adds the lines from the included purchase orders to the purchase receipt or return.
Add and Close Adds the lines from the included purchase orders to the receipt or return and closes the dialog box.
Close Closes the dialog box without making additions to the receipt or return.

Add Purchase Order Line Dialog Box

You use this dialog box to add a line or multiple lines from an existing purchase order of the selected vendor to the current purchase receipt or return, to account for items received. You can add lines from purchase orders only with the Normal and Drop-Ship types.

The Add Purchase Order Line dialog box has a Selection area and a Details table.

Element Description
Type The type of purchase order whose lines you want to view below: Normal or Drop-Ship.
Order Nbr. The number of the particular purchase order from which you want to add a line. Select an order number if you want to view lines from only a particular order.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to include the selected purchase order line in the current receipt or return.
Order Nbr. The number of the particular purchase order this line is from.
Line Type The type of the purchase order line.
Inventory ID The inventory ID of the item from the purchase order line.
Subitem The subitem code of the inventory item from the purchase order line.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
UOM The unit of measure used for the inventory item from the purchase order line.
Order Qty. The quantity of the inventory item (measured in the specified UOMs) from the purchase order line.
Open Qty. The open quantity (not yet shipped) of the item on the purchase order line.
Line Description The description of the purchase order line.
Promised Date The date when the vendor promised that the items listed in the order will be received at their destination location.
Min. Receipt (%) The minimum percent of the quantity on the order that may be received.
Max. Receipt (%) The maximum percent of the quantity on the order that may be received.
Receipt Action The action to be performed on receipt of the inventory item if the received quantity is greater than the Max. Receipt value or less than the Min. Receipt value.
The dialog box has the following buttons.
Add PO Line Adds the selected line or lines to the receipt or return.
Add and Close Adds the selected line or lines to the receipt or return and closes the dialog box.
Cancel Closes the dialog box without adding any selected lines to the receipt or return.

Add Receipt Dialog Box

You use this dialog box to add an existing purchase receipt (or multiple receipts) of the selected vendor to the current purchase return.

Element Description
The Selection area of the dialog box includes the following elements.
Order Type The type of purchase order whose purchase receipts should be shown in the table: Normal or Drop-Ship. If no order type is selected, the purchase receipts not linked to purchase orders are also shown.
Order Nbr. The number of the purchase order whose purchase receipts should be shown in the table.
Receipt Nbr. The reference number of the receipt that should be shown in the table.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to include this purchase receipt in the current purchase return.
Receipt Nbr. The reference number of the purchase receipt.
Type The type of the purchase receipt.
Vendor The vendor specified in the purchase receipt.
Location The vendor location specified in the receipt.
Date The date when the purchase receipt was created.
Total Qty. The total quantity of the inventory items received in the purchase receipt.
The dialog box has the following buttons.
Add PR Adds the lines from the selected purchase receipt or receipts (those for which you have selected the Included check box) to the purchase return.
Add & Close Adds the lines from the selected purchase receipt or receipts to the purchase return and closes the dialog box.
Close Closes the dialog box without making additions to the purchase return.

Add Receipt Line Dialog Box

You use this dialog box to add a line or multiple lines from an existing purchase receipt of the selected vendor to the current purchase return.

Element Description
The Selection area of the dialog box includes the following elements.
Order Type The type of purchase order whose purchase receipts should be shown in the table: Normal or Drop-Ship. If the order type is not selected, the purchase receipts not linked to purchase orders are also shown.
Order Nbr. The number of the purchase order whose purchase receipts should be shown in the table.
Receipt Nbr. The reference number of the particular receipt whose lines should be shown in the table.
Inventory ID The inventory ID of the item in the purchase receipt lines that should be shown in the table.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to include this purchase receipt in the current purchase return.
Order Nbr. The reference number of the purchase order for which the purchase receipt was prepared.
Order Type The type of the purchase order for which the purchase receipt was prepared.
Receipt Nbr. The reference number of the purchase receipt to which this line belongs.
Vendor Ref. The vendor reference specified in the purchase receipt to which this line belongs.
Inventory ID The inventory ID of the item specified in this purchase receipt line.
Warehouse The warehouse to which the item was received in this purchase receipt.
UOM The purchase unit of measure of the item.
Receipt Qty. The total quantity of items specified in the purchase receipt line.
Returned Qty. The quantity of the item to be returned.
The dialog box has the following buttons.
Add PR Line Adds the selected purchase receipt line or lines (those for which you have selected the Included check box) to the purchase return.
Add & Close Adds the selected purchase receipt line or lines to the purchase return and closes the dialog box.
Close Closes the dialog box without making additions to the purchase return.

Add Transfer Order Dialog Box

You use this dialog box to add one or multiple transfer orders to the current transfer receipt.

Although by using this dialog you add the selected transfer orders with all their lines, you can delete from the Details table the lines for which the items are not yet received. You cannot change the item quantities for any added line.

For information on processing transfer orders, see Sales from Multiple Warehouses: General Information.

Element Description
From Warehouse The warehouse where the transfer originated. Select a warehouse to filter existing transfer orders by the warehouse of origin or leave the box blank to view transfers from all warehouses.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to include this transfer order in the current transfer receipt.
Order Type The type of the order.
Order Nbr. The number of the transfer order.
Shipment Nbr. The number of the shipment order.
From Warehouse The warehouse where the transfer originated.
To Warehouse The warehouse to which transfer has been made (the warehouse that you selected in the Warehouse box of the Summary area).
Date The date when the transfer order was created.
Description The description entered for the transfer order.
The dialog box has the following buttons.
Add Transfer Adds the selected transfer order or orders (those for which you have selected the Included check box) to the transfer receipt.
Add and Close Adds the included transfer orders to the transfer receipt and closes the dialog box.
Close Closes the dialog box without making additions to the transfer receipt.

Table Columns

Column Description
Included An unlabeled check box that you select to include the lines of the current purchase receipt in the purchase return.
This column appears only for released purchase receipts.
Branch The branch for which the item is received or returned.
Inventory ID The identifier of a stock or non-stock item that you receive or return.
Stock items are maintained on the Stock Items (IN202500) form, while non-stock items are maintained on the Non-Stock Items (IN202000) form.
You can also enter an alternate ID in this box; the system will search for the corresponding stock or non-stock item, and replace the alternate ID you entered with the inventory ID. You can enter an alternate ID of the Vendor Part Number, Global, Barcode, or GTIN/EAN/UPC/ISBN type. The alternate ID must comply with the INVENTORY segmented key defined on the Segmented Keys (CS202000) form.
For more details on alternate IDs, see Managing Item Cross-References.
Line Type The type of the purchase receipt line. The value in this column cannot be changed if it comes from a purchase order or a purchase order line added to the purchase receipt. The available options are listed below:
  • Goods for IN: An item ordered for inventory. This line type is shown for all stock items for which the Require Receipt check box is selected on the Stock Items (IN202500) form.
  • Non-Stock: A non-stock item for which the Require Receipt check box is selected on the Non-Stock Items (IN202000) form.
  • Service: A non-stock item for which the Require Receipt check box is cleared on the Non-Stock Items (IN202000) form.
  • Freight: An applicable freight amount.
Subitem The subitem code for the inventory item to denote variations of the item in size, color, material, or some other factor.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Warehouse The warehouse where the item has been received.
This column appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.
Location The location of the specified warehouse where the item has been received. <SPLIT> is displayed if multiple locations are assigned to the received quantity of the item.
If the purchase receipt line has a particular project and project task specified, the system populates this column as follows:
  • If the specified project has the Track by Location inventory tracking mode, the system searches for a warehouse location that has the same project and project task specified on the Locations tab of the Warehouses (IN204000) form. If no location is found, the system searches for a location with the same project and no project task specified. If no location is found, the system will insert the non-project code (which is X by default) in the purchase receipt line.
  • If the specified project has the Track by Project Quantity or Track by Project Quantity and Cost inventory tracking mode, the system inserts the default receiving location of the stock item in this line. This location is specified in the Default Receipt To box on the General tab of the Stock Items (IN202500) form. If no location is specified in the item settings, the system leaves this column empty.
This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Transaction Descr. The description of the receipt or return transaction.
UOM The unit of measure (UOM) used for the purchased or transferred item. By default, it is the purchase unit.
Ordered Qty. The quantity of the purchased item (in the specified UOM).
Open Qty. The quantity of the purchased item (in the specified UOM) that has not been received yet.
Receipt Qty. The quantity of the item (with the specified subitem code), expressed in the unit of measure specified in the UOM column, that has been received (that is, listed on released receipts). For purchase returns, this column shows the quantity of items to be returned.
Account The account used to record the purchase of the non-stock item on the release of the purchase receipt. For non-stock items with the Non-Stock line type, it is the account specified for the item in the Use COGS / Expense Account From box on the Posting Classes (IN206000) form; for non-stock items with the Service line type, it is the account specified in the COGS/Expense Account box of the item on the GL Accounts tab of the Non-Stock Items (IN202000) form.
If you create a purchase return of a non-stock item, this account is associated with the default reason code for returns (specified on the Purchase Orders Preferences (PO101000) form) but can be overridden.
For an intercompany purchase receipt, if this is a manually added line with a non-stock item for which the Purchases option is selected in the Post Cost to Expenses On box on the Price/Cost tab of the Non-Stock Items (IN202000) form, the system inserts the expense account it copies from the following source, based on the option selected in the Use Intercompany Expense Account From box on the Accounts Payable Preferences (AP101000) form:
  • If Vendor Location is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected in the Summary area of this form.
  • If Inventory Item is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the non-stock item selected in this line.
Sub. The subaccount used to record the purchase of the non-stock item on the release of the purchase receipt. By default, it is the subaccount generated in accordance with the rule defined in the Combine Expense Sub. From box on the General Settings tab of the Accounts Payable Preferences (AP101000) form.
If you create a purchase return of a non-stock item, this subaccount is associated with the default reason code for returns (specified on the Purchase Orders Preferences (PO101000) form) but can be overridden.
Accrual Account The accrual account to record the item amount on the purchase receipt; used for stock items and non-stock items for which a receipt is required. If this purchase receipt is created for return, this account is empty.
The account selected in this box should be configured as a control account for the purchase orders subledger. That is, for this account, PO should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.
Accrual Sub. The subaccount used to record the item amount on the purchase receipt, used for stock items and non-stock items for which a receipt is required. If this purchase receipt is created for return, this subaccount is empty.
Project The project with which the purchase receipt is associated, or the non-project code, which indicates that this document is not associated with any project.
If the document is based on a purchase order, the project is copied from the respective purchase order line by default. If the associated project has the Track by Location inventory tracking mode and the system has not found any warehouse location linked to the project, the system will insert the non-project code (which is X by default) in this column.
The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the PO check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.
This column does not appear for transfer receipts.
Project Task The project task with which the document is associated. If the document is based on a purchase order, the project task is copied from the respective purchase order line by default. For the receipt line with a stock item, you can select this project task only if the specified warehouse has a warehouse location assigned to this project task. If you select a project that has the default project task, this task is automatically populated in the column.
The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the PO check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.
This column does not appear for transfer receipts.
Expiration Date The expiration date of the received item.
This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form.
Lot/Serial Nbr. The lot or serial number assigned to the received quantity of the purchased item; <SPLIT> is displayed if multiple lot or serial numbers are assigned to the received quantity. If the receipt is created for a drop-ship order, lot or serial numbers must be specified only if the Required for Drop Shipments check box is selected for the item’s lot or serial class on the Lot/Serial Classes (IN207000) form.
This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form.
PO Order Type The type of the purchase order related to this purchase receipt.
This column does not appear for transfer receipts.
PO Order Nbr. The reference number of the purchase order related to this purchase receipt.
This column does not appear for transfer receipts.
PO Line Nbr. The line number of the purchase order related to this line of the purchase receipt.
This column does not appear for transfer receipts.
Transfer Order Type The type of the transfer order to which this receipt is linked.
This column appears for transfer receipts only.
Transfer Order Nbr. The reference number of the transfer order to which this receipt is linked.
This column appears for transfer receipts only.
Transfer Line Nbr. The line number in the transfer order to which this receipt is linked.
This column appears for transfer receipts only.
Complete PO Line A check box that indicates to the system (if selected) that the purchase order line added to this receipt line should be considered completed upon release of this purchase receipt. You use this check box to override the purchase order line completion requirements (the Min. Receipt, Max. Receipt, and Complete On values) set for the order on the Purchase Orders (PO301000) form. This column appears for only purchase receipts of the Receipt type.
Open PO Line A check box that you select to open the related line of the purchase order when the purchase return is released.
This column appears for purchase returns only. For the lines of purchase receipts that are not linked to a purchase order, this check box cannot be selected.
Line Order The order number of the document line. The system regenerates this number automatically when you reorder the lines in the table.
Base Receipt Qty. The quantity of the item received, expressed in the base unit of measure. This quantity is used for calculating discounts if the Base UOM option is selected in the Apply Quantity Discounts To box on the Price/Discount Settings tab of the Accounts Payable Preferences (AP101000) form.
Editable Unit Cost A check box that indicates (if selected) that the unit cost in the line can be edited. The state of the check box is defined by the system and cannot be edited.
  • If the purchase order line has retainage or inclusive taxes applied, the Editable Unit Cost check box is cleared in the corresponding purchase receipt line.
  • If the purchase order line does not have retainage or inclusive taxes applied, the Editable Unit Cost check box is selected in the corresponding purchase receipt line.
 This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Unit Cost The unit cost of the item.
This column is unavailable for editing regardless of the state of the Editable Unit Cost check box in the line if the following are true:
  • The vendor specified in the purchase receipt has the Allow AP Bill Before Receipt check box selected on the Vendors (AP303000) form.
  • The purchase receipt is created from a purchase order.
 This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
This table has the following information in the table footer for the item specified in the currently selected line (that is, the line you have clicked). The information is shown in the purchase units of measure.
On Hand The on-hand quantity of item in the warehouse and location specified in this line.
Available The available quantity of item in the warehouse and location specified in this line, which is calculated taking in account the quantity in other lines of this document (if any).
Available for Shipping The quantity of the item that is available for shipping in the warehouse and location specified in this line.
For details on the calculation of the quantity that is available for shipping, see Availability Calculation Rules: General Information.
Estimated IN Ext. Cost The estimated extended cost of the item.
If the purchase receipt is created on the current form, this amount is calculated as the quantity of the item in the line of the receipt multiplied by the unit cost of the item.
If the purchase receipt is generated from a purchase order, this amount is calculated as the amount in the Ext. Cost column on the Details tab of the Purchase Orders (PO301000) form divided by the quantity in the Order Qty. column on the same tab of the Purchase Orders (PO301000) form and then multiplied by the quantity in the Receipt Qty. column on the Details tab of the current form.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Final IN Ext. Cost The final extended cost of the item.
In lines of purchase receipts that are created to record the receipt of stock and non-stock items from a vendor, this amount is equal to Estimated IN Ext. Cost.
In lines of purchase returns that are created to record the return of stock items to a vendor, this amount depends on the option selected in the Cost of Inventory Return From box in the Summary area of the current form.
  • If the Original Cost from Receipt or Manual Cost Input option is selected, this amount is equal to Estimated IN Ext. Cost.
  • If the Cost by Issue Strategy option is selected, this amount is calculated according to the valuation method of the stock item, and it can differ from Estimated IN Ext. Cost.
    • For more details on the valuation methods, see Item Costs and Valuation Methods: General Information
In lines of purchase returns that are created to record the return of non-stock items to a vendor, this amount is equal to Estimated IN Ext. Cost.
The system inserts this amount when the purchase receipt or return is released.

Back to TopOrders Tab

The Orders tab has a table with detailed information about the purchase order or orders for which the current document (purchase receipt or purchase return) was prepared. For transfer receipts, this tab is not available.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
Type The type of the purchase order for which the current document was prepared.
Order Nbr. The reference number of the purchase order for which the current document was prepared.
Currency The currency used in the purchase order for which the current document was prepared.
Vendor Tax Zone The tax zone of the vendor’s location in the purchase order for which the current document was prepared.
Tax Calculation Mode The tax calculation mode of the vendor’s location in the purchase order for which the current document was prepared.
This box contains one of the following options:
  • Tax Settings (default): The document uses the tax settings (specified for the applicable tax in the Calculation Rule box on the Taxes (TX205000) form) of the selected vendor; it instead uses the tax settings of the vendor's location, if the Business Account Locations feature has been enabled on the Enable/Disable Features (CS100000) form.
  • Gross: The tax amount is included in the item price.
  • Net: The tax amount is not included in the item price.
This box appears on the form if the Net/Gross Entry Mode feature has been enabled on the Enable/Disable Features (CS100000) form.
Pay-To Vendor The vendor to be used by default in the created Accounts Payable documents.
Status The status of the purchase order for which the current document was prepared.

Back to TopPut Away Tab

This tab displays the list of transfer documents related to the current purchase receipt or purchase return.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Reference Nbr. The reference number of the inventory transfer.
Status The current status of the inventory transfer (On Hold, Balanced, or Released).
Transfer Type The type of the transfer, which can be one of the following: 1-Step or 2-Step.
Date The date of the transfer.
Post Period The post period of the transfer.
From Warehouse The warehouse from which the goods are transferred.
Total Qty. The total quantity of transferred items.
Batch Nbr. The reference number of the general ledger batch generated on release of the inventory transfer.

Back to TopMove Tab

This tab displays information about the move transaction that has been automatically generated when the purchase receipt was released.

Element Description
MFG Batch Nbr. The reference number of the move transaction that has been created during the release of the purchase receipt.
MFG Document Type The type of the generated transaction, which is Move.
Status The status of the transaction set by the system. The option in the box can be one of the following:
  • On Hold: The transaction is a draft and can be edited. You cannot release the transaction.
  • Balanced: The transaction has been validated by the system and is ready to be released. You can put the transaction on hold to modify or delete it.
  • Released: The transaction has been released. You cannot modify or delete the transaction.
Date The date when the move transaction was created.
Post Period The financial period to which the transaction amount is posted. By default, the period is calculated based on the date and the defined financial periods in the system, but you can change the period.

Back to TopHistory Tab

The History tab has a table with detailed information about the purchase returns that were prepared for this purchase receipt. For transfer receipts, this tab is not available.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
PR Type The type of the related document.
PR Nbr. The reference number of the related document.
Date The date of the related document.
Post Period The post period of the related document.
Status The status of the related document.
Total Qty. The total item quantity in the related document.
IN Doc. Type The type of the inventory document generated on release of the related document.
IN Ref. Nbr. The reference number of the inventory document generated on release of the related document.

Back to TopBilling Tab

The Billing tab has a table with detailed information about the Accounts Payable documents that were prepared for this purchase receipt or purchase return.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
Type The type of the related accounts payable document (Bill or Debit Adj.).
Reference Nbr. The reference number of the related accounts payable document.
Date The date of the related accounts payable document.
Status The status of the related accounts payable document.
Billed Qty. The total item quantity in the related accounts payable document.
Billed Amt. The total amount in the related accounts payable document.
Accrued Qty. The total quantity of items in the related accounts payable document that have been received to inventory.
Accrued Amt. The total amount of the items in the related accounts payable document that have been received to inventory.
PPV Amt. The purchase price variance that occurs on release of the related accounts payable document.

Back to TopLanded Costs Tab

The Landed Costs tab has a table with detailed information about the landed cost documents linked to a line or multiple lines of this purchase or transfer receipt. For transfer receipts, this tab is available only if the transfer is performed between different warehouses (not between different locations within the same warehouse). For a purchase return, this tab is not available.

For more information on landed costs, see Allocating Landed Costs.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
Landed Cost Nbr. The reference number of the landed cost document linked to a line of the current document.
Date The date when the landed cost document was created.
Status The current status of the landed cost document.
Vendor The landed cost vendor to which the landed cost document was created.
Landed Cost Code The landed cost code specified in the line of the landed cost document. These codes are defined on the Landed Cost Codes (PO202000) form.
Amount The landed cost amount incurred for this purchase receipt of transfer receipt.
Currency The currency used for the landed cost.
AP Ref. Nbr. The reference number of the AP document generated for the landed cost. Click the link to open the document in a pop-up window.
IN Ref. Nbr. The reference number of the inventory transaction generated for this landed cost document. Click the link to open the document in a pop-up window.

Back to TopOther Tab

This tab provides information about the inventory document generated on release of the current document. It also provides information on the branch and date that the system will use in the accounts payable document prepared for the current document.

Element Description
IN Ref. Nbr. The reference number of the inventory document generated on release of the purchase receipt or purchase return.
Branch The branch involved in billing the vendor (for purchase receipts and returns), or the branch under which the transfer is performed (for transfer receipts).
Bill Date The date on which the bill should be generated for the document. This box is not available for transfer receipts.

Intercompany Sale Section

This section is displayed only if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form and the vendor specified in the purchase receipt or return is a related company or branch extended as vendor.

Element Description
Related Shipment Nbr. The link to the related shipment. You can click the link to open the shipment on the Sales Orders (SO301000) form. This box is visible only for documents with the Receipt type.
Exclude from Intercompany Processing The check box indicates (if selected) that an intercompany purchase return will not be processed as an intercompany document. That is, it will not be displayed on the Generate Intercompany Sales Orders (SO504000) form and Intercompany Returned Goods in Transit (IN402020) inquiry. This box is visible only for documents with the Receipt type.
Related Order Type The type of the return order. This box is visible only for documents with the Return type.
Related Order Nbr. The link to the related return order. You can click the link to open the return order on the Shipments (SO302000) form. This box is visible only for documents with the Return type.

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