Receive a Purchase Order

Click Pur order in the Receiver Maintenance (IRC) program to receive goods and services purchased from a vendor. See Background and Road Map for more information.

  1. Enter the number of the purchase order or click the Lookup icon and use the standard lookup options to select the purchase order number from a list. Leave PO number blank and press Return to receive another type of order or exit the program.

Field Name

Type / Max Length

Action / Description

PO number

Display only

 The PO number you entered/selected

PO date

Display only

 The date the PO was created

Vendor no

Display only

 

 The vendor on the PO

Vendor name

Display only

 The name of the vendor

Receive complete?

Optional

Select to receive all lines and open quantities or leave blank to receive selected lines or a different quantity than ordered.

Depending on user options set by your System Administrator, you may not be able to change this field.

Inspection?

Optional

Select to force inspection of received items or leave blank.

Some items may require inspection regardless of whether you select this field or leave it blank.

Shipped via

Optional
3 alphanumeric

Accept the vendor's default carrier or select a different carrier..

Tracking number

Optional
30 alphanumeric

Enter the tracking number the shipper assigned to this shipment.

Packing slip number

Optional
12 alphanumeric

Enter the number on the packing slip associated with the items you are receiving.

Notes?

Optional

Select if you want to be able to enter notes for receiver lines or leave blank if you do not.

  1. Choose the appropriate options:

To

Do This

Change the Receive complete?, Inspection?, Shipped via, Tracking number, Packing slip number and/or Notes? fields

Click the field and make changes.

Accept the displayed information and receive PO lines

Click OK. If you left Receive complete? blank, see Partially Receive a Purchase Order.

Display the purchase order

Click View. See Display a Summarized Purchase Order. Click OK to return to this program.

Exit without receiving this order

Click Cancel. See step 1.

  1. Enter data in these fields:

If an item requires a certificate of compliance (specified in Enterprise Item Maintenance), the program displays these fields:

Field Name

Displays

Sel

Selected: You have a certificate of compliance for this item. If a certificate number is required, you will be prompted to enter it.
Blank: You do not have a certificate of compliance. This forces the line to be inspected before being stocked.

Ln

The purchase order line number

Item number

The item number on the line

Qty ordered

The quantity of the item ordered in purchasing units of measure

Cert rcvd?

Y: You received the certificate with this item
N or Blank: You have not received the certificate with this item

Cert number

The certificate number you entered for the receipt. If there are multiple certificate numbers for a receipt, each quantity must be on a separate receiver line.

  1. If the item is controlled (specified in Enterprise Item Maintenance), see Enter Control Information.

  1. (Conditional) Click OK if the program displays the message Shipment [number] has been created for S/O [number].

    The program displays a message with the receiver number created and if the order was stocked or requires inspection.

    Click OK to proceed or, if you selected Notes?, choose the appropriate option:

To

Do This

Proceed

Click OK.

Add comments to a receiver line

Click Notes. Received lines are listed.

Highlight the line you want to add notes for and click Select or double click the line.

Line detail is displayed. Click Notes to add comments. See Enter or Change Notes.

When you are done entering notes for receiver lines, click OK.