Select Receivers

If you selected the Default to receiver lookup? (see Set AP Invoice Entry Options) option, when you click Post or OK in the AP Invoice Entry (NE) program, select a receiver, and click Lookup, the program displays:

Field Name	Displays
Invoice amount	The invoice amount that you entered
Selected receipts	The value of the receiver lines that have been selected for invoicing

These fields display for each receiver:

Field Name	Displays
Sel	Selected: This receiver line is selected Blank: It is not selected
Receiver no	The number of a receiver for this vendor
Ln	The receiver line number
Date rcvd	The date the goods were received
PO number	The purchase order number
Ln	The purchase order line number
Item no	The item number on this receiver line
Qty to pay	The unpaid quantity
PO cost	Unit cost specified on the purchase order line
Extended amt	The extended amount: Quantity to pay x PO cost
Amount to invoice	The amount of this receiver line selected for this invoice
Insp?	A check mark indicates that items are pending inspection or have not been stocked
MRB?	A check mark indicates that items are tagged for disposition
Pkg slip no	The packing slip number for this receiver line
Description	The received item's description
Vend item no	The vendor's item number for the received item
Org	GL organization code
Brch	The receiving branch

(Optional) Click Prog opts to review your options. To change them:

Click the Runtime tab to set runtime options. See Set Options for Reports and Inquiries for more information.
Click the Sort tab to set sort order.
Click the Selection tab to select specific records.
Click the Program tab to set this program specific options:

Field Name	Type / Max Length	Action / Description
Exclude receivers with zero cost?	Optional	Select to omit receivers that have no cost. For example, if you ordered a sample from a vendor for no charge, the receiver on which the sample was received would not have a cost.

Choose the appropriate options:

To	Do This
Review your options for the receiver lookup	Click Prog opts. See step 1.
Select/de-select a line	Highlight the line and click Select or double click the line. A check mark indicates the receiver line is selected.
Display purchase order details for a line	Highlight the line and click Order. See Display a Summarized Purchase Order. Click OK to return to this program.
Display receiver details for a line	Highlight the line and click Receiver. See Display a Receiver. Click OK to return to this program.
Display invoice information for a line	Highlight the line and click Invoices. See Display AP-Purchasing Detail. Click OK to return to this program.
Change the quantity, cost or surcharges	Click Modify. See step 3.
Select/de-select all receivers or receiver lines for payment	Highlight a line and click All. Click All lines to select all lines for the selected receiver or click All receivers to select all receivers for the vendor associated with the selected line. Click Cancel to return without changing selected invoices. Note The All button selects only the receivers that match your selection criteria. For example, if you selected a range of item numbers, the program selects receiver lines on which item numbers within the range specified were received.
Continue entering the distribution for the invoice	Click OK. See Enter a Distribution.

When you click Modify, enter or change data in the following fields:

Field Name	Type / Max Length	Action / Description
Qty to pay	Optional 11 numeric in the format 99999999999	Accept the displayed quantity or enter a different quantity. The field defaults to the unpaid quantity (Total qty to pay less Qty paid for). If you enter more, the program prompts Qty paying is greater than qty to pay; continue? Click Yes to pay for more or No to pay for the quantity received.
Invoice amt	Optional 14 numeric in the format 999999999.99999	Accept the displayed PO amount or enter a different amount in the vendor's currency. If you enter an amount that exceeds (plus or minus) the percent for the AP/Purchasing variance % option in the System Options Maintenance (XM) program (Accounts Payable Options), when you click OK the program displays the message Variance tolerance exceeded. Click Modify to change the total cost, click Cancel to exit, or click Skip to deal with this later. If you click Skip, the register will not include this transaction.
Description	Optional 25 alphanumeric	Accept the displayed description, which is the receiver number and line, or enter a different description.
Surch 1 - 4 ext	Conditional Optional 14 numeric in the format 999999999.99999	Accept the surcharge amount calculated for this quantity based on settings in the Vendor Price Maintenance (VMM) program or enter a different amount. These fields can only be changed if surcharges apply.

The program also displays these fields:

Field Name	Displays
PO qty ordered	The quantity ordered on the purchase order
Qty received	The total quantity received
Qty rejected	The quantity that you inspected and rejected
Qty stocked	The quantity in purchasing units of measure that you received into your branch inventory
Qty paid for	The quantity of the line that has been paid for
Total qty to pay	The quantity to pay (i.e., the quantity received)
PO line total	Extended amount of the PO line (Quantity ordered x Unit cost) + Surcharge 1 + Surcharge 2 + Surcharge 3 + Surcharge 4
Total to pay	Total amount to pay (Quantity received x Unit cost) + Surcharge 1 + Surcharge 2 + Surcharge 3 + Surcharge 4
PO unit cost	The purchase order price per unit

Click OK to accept changes or click Cancel.