Purchase Order > Receive Goods

The Receive Goods function facilitates the recording of inventory item receipts. This function requires a valid purchase order number, so you can be assured that all receipt transactions come from approved purchase orders. You also have the ability to assign the goods received to a specific warehouse and bin. If the Inventory Control module were activated, you can set up unlimited number of warehouses and bins where you can assign to store the goods received.

In recording receipt of purchased items, you can choose to accrue the obligation or not.

•With accrual of obligation

When a vendor record has been set up to accrue received goods, the system will post a debit entry to the Inventory GL Account ID and a credit entry to an Accrued Liability GL Account ID when you record the receipt of goods from the said vendor. You must reverse the accrual when you post the corresponding AP invoice in the Accounts Payable module to avoid overstatement of your liabilities.

•Without accrual of obligation

Receiving the goods without accrual increases the inventory item’s on-hand quantity, decreases the vendor’s PO Backorder balance and the inventory item’s on-order quantity; however, the system will not generate any accounting entries to reflect these changes.

To record the receipt of goods, perform the following steps:

1.Access the Receive Goods function from the Receipt group under the Transactions menu in the Purchase Order module.

2.Enter in the PO # field, the number of the purchase order whose line items you want to record as received. Alternatively, you may click the List box button to select from a list the appropriate purchase order number. Once a valid purchase order number is entered, the purchase order details is shown in the respective fields.

3.Accept or amend the value in the Warehouse field that you choose to be the receiving warehouse for the PO line items. The default value comes from the purchase order record.

Notes:

•A message is displayed if the purchase order has no line items assigned to the specified receiving warehouse.

•If multiple warehouses were assigned to the line items in the purchase order, this function's Line Items page will show only the line items assigned with the specified warehouse. You need to receive line items separately for each warehouse.

•If no prior receipts have been recorded for a line item and you need to receive that item in a warehouse that is different from the one assigned for the line item in the purchase order, you must first change the warehouse assigned to the line item by amending the purchase order prior to recording the receipt of the line items in the desired warehouse.

4.In the Default Receiving Bin area, assign the default receiving bin for the line items. Select either of the following options:

oItem's Master Bin

Select this option if you want the master bin of the warehouse code to be the default receiving bin. The master bin must be assigned and specified as a receiving bin in the Bin Setup grid in the inventory item's maintenance record.

oSpecific Bin

Select this option if you want the default receiving bin to be other than the master bin of the warehouse code. If you select this option, you must provide the bin in the adjacent field. Alternatively, you may click the List box button to select from a list the appropriate receiving bin in the selected warehouse. The bin entered in this field becomes the default value in the Bin column of the Line Items grid. You may select a different bin for each line item received.

Note: If the Inventory Control module is not activated, you are limited to one warehouse and one master bin only; thus, you can record the receipt of the inventory items only to the Master bin of the MAIN warehouse.

5.Specify the actual date of the receipt in the Receive Date. Accept or amend the default date which is the system date. You may click the Calendar button to select a different date. You may also click the Fiscal Period Table Lookup button to display the Posting Period Restrictions function screen to ascertain if the period is restricted for posting.

Note: AccountMate will not accept a Receive Date that is not defined in the fiscal period table.

6.Review the information in the Information page. This page displays the ordering and receiving addresses. For more details, see the Information Page section.

7.Access the Line Items page to enter the quantities received and make the necessary amendments to the unit prices, discounts and freight charges. For more details, see the Line Items Page section.

8.View or update the vendor activities in the Activity page. For each vendor activity, you can define its type, description, contact person, and status. Refer to the Activity Page section for more information.

9.In the Notes page, review and amend, if necessary, the information about the vendor and the current receipt of goods. For more details, see the Notes Page section.

10.When you are ready to save the transaction, click the Save button in the function toolbar; otherwise click the Cancel button. If you clicked Save, the Received Goods save confirmation window appears. The read-only receipt number is shown in the Receipt # field. In this window, choose how to proceed, as follows:

oLanded Cost

Click this button if you want to accrue the landed costs for this purchase order receipt and access the Landed Cost function directly from this window where you can record the accruals.

oPost AP

Click this button if you want to post an invoice right after receiving the inventory items and access the AP Invoice function directly from this window where you can create an AP invoice.

oNew

Click this button if you want to record another purchase order receipt. This will clear the Received Goods function ready for the next transaction.

oClose

Click this button [X] to exit from the Receive Goods function save confirmation window.

When saving a receipt transaction, the system updates the following information:

Information	Function	Results
PO Backorder	Vendor Maintenance	Decreases the backorder amount.
On-order Quantity	Inventory Maintenance	Decreases the on-order quantity.
On-hand Quantity	Inventory Maintenance	Increases the quantity on hand.
Average Cost	Inventory Maintenance	The inventory item’s average cost is updated based upon the increase in the on-hand quantity and the total on-hand cost.
Last Received Cost	Inventory Maintenance	The inventory item’s last received cost is updated based on the cost of the most recently received units.

Note: If the item’s unit of measure in the purchase order is different from the unit of measure in the item record, AccountMate will calculate the last received cost by translating the item’s unit price in the purchase order to its equivalent in the item’s unit of measure. This will be the value displayed in the Last Received Cost field in the item record.

Receive Goods

Receive Goods

See Also