Receiving a Purchase Order

Process Definition:

Receiving a purchase order is completed when the product has arrived at the warehouse. The process will add inventory to Deacom and create the appropriate journal entries. Users are able to receive the full order quantity or receive a partial order quantity and then automatically create a backorder for the remaining quantity. 

This SOP will lay out the steps for the following scenarios:

  • Receiving a Purchase Order in Full – the PO was received in the full amount from the vendor.
  • Receiving a Purchase Order in a Partial Amount – the PO has been partially received from the vendor and a backorder can/will be generated.
  • Receiving a Purchase Order with Multiple Pallets/Units for the Same Part and Vendor Lot – the PO has been fulfilled with multiple pallets for the same Vendor Lot and needs to be split to track the actual location of each pallet.
  • Receiving a Purchase order with Multiple Vendor Lots for the Same Part – the PO has been fulfilled with multiple Vendor Manufacturing Lots and needs to be split into each Vendor Manufacturing Lot.

Process in Deacom:

Receiving a Purchase Order in Full

  1. Navigate to Purchasing > Receive.
  2. If the number to the PO to be received is known, use the ‘Purchase Order’ search box to select the order.
    1. Click Continue.
  3. If the PO number is not known, the Show Orders button may be selected to display a list of all un-received orders. Additional fields on the pre-filter, such as ‘Vendor’ and ‘Facility’ may be used to filter the list that will be generated when using the Show Orders button.
    1. On the Orders to Receive screen, highlight the appropriate PO from the list.
    2. Click Continue.
  4. If all lines are going to the same receipt location, select the ‘Location Type’ and ‘Location’.
  5. Select the ‘Print PO Labels After Receipt’ checkbox to print lot labels upon receipt.
  6. Double-click or highlight and click Modify on the first PO line item to open the Edit Quantity window.
    1. Confirm the ‘Receive’ quantity that was physically received at the warehouse.
    2. Enter the expiration date in the ‘Expires’ field.
    3. Choose the ‘Location Type’ and ‘Location’ where the inventory should be put away to, if different than what was entered on the header.
    4. If the ‘Lot’ field shows “Lot Required”, enter a Lot number.
      1. Note: this usually is the Vendor Lot number if known.
    5. If the ‘Lot’ field shows “System”, the system will generate a lot number.
    6. Enter the lot ‘Attribute’ fields if applicable.
    7. Click Next to continue receiving inventory.
    8. Click Save and Exit once completed.
  7. Once all header and detail fields are updated appropriately, click the Receive button to complete the process.
  8. On the Print/Export To screen:
    1. Select the applicable ‘Print To’.
      1. Note: if “Printer” is selected, the printer selection will happen on the next form.
    2. Click Print/Export to open the Print Part Forms screen.
    3. On the Print Part Forms screen:
      1. Update the ‘Printer’ if printing to a physical printer.
      2. To update print quantities, double click or highlight and click Modify on the line.
        1. Update the ‘Print Qty’.
        2. Click Next to update the next line. Click Save and Exit once completed.
      3. Click Print.

Receiving a Purchase Order in a Partial Amount

In scenarios where the ordered quantity on the purchase order line will not be fully received, a partial receipt is performed. 

  1. Navigate to Purchasing > Receive.
  2. If the number to the PO to be received is known, use the ‘Purchase Order’ search box to select the order.
    1. Click Continue.
  3. If the PO number is not known, the Show Orders button may be selected to display a list of all un-received orders. Additional fields on the pre-filter, such as ‘Vendor’ and ‘Facility’ may be used to filter the list that will be generated when using the Show Orders button.
    1. On the Orders to Receive screen, highlight the appropriate PO from the list.
    2. Click Continue.
  4. If all lines are going to the same receipt location, select the ‘Location Type’ and ‘Location’.
  5. Select the ‘Print PO Labels After Receipt’ checkbox to print lot labels upon receipt.
  6. Double-click or highlight and click Modify on the first PO line item to open the Edit Quantity window.
    1. Adjust the received ‘Quantity’ to reflect the less than planned received quantity. The backorder quantity will update accordingly.
    2. Enter the expiration date in the ‘Expires’ field.
    3. Choose the ‘Location Type’ and ‘Location’ where the inventory should be put away to, if different than what was entered on the header.
    4. If the ‘Lot’ field shows “Lot Required”, enter a Lot number.
      1. Note: this usually is the Vendor Lot number if known.
    5. If the ‘Lot’ field shows “System”, the system will generate a lot number.
    6. Enter the lot ‘Attribute’ fields if applicable.
    7. Click Next to continue receiving inventory.
    8. Click Save and Exit once completed.
  7. Once all quantities have been entered correctly, click Receive to complete the process.
  8. On the Print/Export To screen:
    1. Select the applicable ‘Print To’.
      1. Note: if “Printer” is selected, the printer selection will happen on the next form.
    2. Click Print/Export to open the Print Part Forms screen.
    3. On the Print Part Forms screen:
      1. Update the ‘Printer’ if printing to a physical printer.
      2. To update print quantities, double click or highlight and click Modify on the line.
        1. Update the ‘Print Qty’.
        2. Click Next to update the next line. Click Save and Exit once completed.
      3. Click Print.

If backorder quantities were entered the system will create a separate purchase order for these amounts and display the order number. Note: this number will be identical to the original PO except for the backorder number populated in fifth or sixth digits. For example, PO 2020-00-00035 would be backordered as 2020-01-00035. 

Receiving a Purchase Order with Multiple Pallets/Units for the Same Part and Vendor Lot

  1. Navigate to Purchasing > Receive.
  2. If the number to the PO to be received is known, use the ‘Purchase Order’ search box to select the order.
    1. Click Continue.
  3. If the PO number is not known, the Show Orders button may be selected to display a list of all un-received orders. Additional fields on the pre-filter, such as ‘Vendor’ and ‘Facility’ may be used to filter the list that will be generated when using the Show Orders button.
    1. On the Orders to Receive screen, highlight the appropriate PO from the list.
    2. Click Continue.
  4. If all lines are going to the same receipt location, select the ‘Location Type’ and ‘Location’.
  5. Select the ‘Print PO Labels After Receipt’ checkbox to print lot labels upon receipt.
  6. Double-click or highlight and click Modify on the first PO line item to open the Edit Quantity window.
    1. Enter the FULL ‘Quantity’ received by the warehouse.
    2. Enter the expiration date in the ‘Expires’ field.
    3. Choose the ‘Location Type’ and ‘Location’ where the inventory should be put away to, if different than what was entered on the header.
    4. If the ‘Lot’ field shows “Lot Required”, enter a Lot number.
      1. Note: this usually is the Vendor Lot number if known.
    5. If the ‘Lot’ field shows “System”, the system will generate a lot number.
    6. Enter the lot ‘Attribute’ fields if applicable.
    7. Click Next to continue receiving inventory.
    8. Click Save and Exit once completed.
  7. Highlight the line that received more than 1 pallet/unit and click Split Lots.
    1. Enter the ‘Number of Lots’ and tab or click out of the field.
      1. Note: this will create additional lines on the right-hand side.
    2. Double click on the first line on the right.
      1. Confirm the ‘Quantity’ of each pallet.
      2. Click Next to continue updating the remaining lines.
      3. Click Save and Exit once completed.
    3. Ensure the ‘Original Quantity’ and ‘Entered Quantity’ match and the ‘Remaining Quantity’ is “0”.
    4. Click Save.
  8. Once all header and detail fields are updated appropriately, click the Receive button to complete the process.
  9. On the Print/Export To screen:
    1. Select the applicable ‘Print To’.
      1. Note: if “Printer” is selected, the printer selection will happen on the next form.
    2. Click Print/Export to open the Print Part Forms screen.
    3. On the Print Part Forms screen:
      1. Update the ‘Printer’ if printing to a physical printer.
      2. To update print quantities, double click or highlight and click Modify on the line.
        1. Update the ‘Print Qty’.
        2. Click Next to update the next line. Click Save and Exit once completed.
      3. Click Print.

Receiving a Purchase Order with Multiple Vendor Lots for the Same Part

  1. Navigate to Purchasing > Receive.
  2. If the number to the PO to be received is known, use the ‘Purchase Order’ search box to select the order.
    1. Click Continue.
  3. If the PO number is not known, the Show Orders button may be selected to display a list of all un-received orders. Additional fields on the pre-filter, such as ‘Vendor’ and ‘Facility’ may be used to filter the list that will be generated when using the Show Orders button.
    1. On the Orders to Receive screen, highlight the appropriate PO from the list.
    2. Click Continue.
  4. If all lines are going to the same receipt location, select the ‘Location Type’ and ‘Location’.
  5. Select the ‘Print PO Labels After Receipt’ checkbox to print lot labels upon receipt.
  6. Highlight the line that received more than 1 vendor lot and click Split Lots.
    1. Enter the ‘Number of Lots’ and tab or click out of the field.
      1. Note: this will create additional lines on the right-hand side.
    2. Double click on the first line on the right.
      1. Enter the Vendor ‘Lot’ number.
      2. Enter the ‘Quantity’ received in this lot.
      3. Click Next to continue updating the remaining lines.
      4. Click Save and Exit once completed.
    3. Ensure the ‘Original Quantity’ and ‘Entered Quantity’ match and the ‘Remaining Quantity’ is “0”.
    4. Click Save.
    5. Continue with the below process to update the ‘Expires’ date, ‘Location Type’ and ‘Location’, and ‘Attribute’ fields.
  7. Double-click or highlight and click Modify on the first PO line item to open the Edit Quantity window.
    1. Confirm the ‘Quantity’ that was received at the warehouse.
    2. Enter the expiration date in the ‘Expires’ field.
    3. Choose the ‘Location Type’ and ‘Location’ where the inventory should be put away to, if different than what was entered on the header.
    4. If the ‘Lot’ field shows “Lot Required”, enter a Lot number.
      1. Note: this usually is the Vendor Lot number if known.
    5. If the ‘Lot’ field shows “System”, the system will generate a lot number.
    6. Enter the lot ‘Attribute’ fields if applicable.
    7. Click Next to continue receiving inventory.
    8. Click Save and Exit once completed.
  8. Once all header and detail fields are updated appropriately, click the Receive button to complete the process.
  9. On the Print/Export To screen:
    1. Select the applicable ‘Print To’.
      1. Note: if “Printer” is selected, the printer selection will happen on the next form.
    2. Click Print/Export to open the Print Part Forms screen.
    3. On the Print Part Forms screen:
      1. Update the ‘Printer’ if printing to a physical printer.
      2. To update print quantities, double click or highlight and click Modify on the line.
        1. Update the ‘Print Qty’.
        2. Click Next to update the next line. Click Save and Exit once completed.
      3. Click Print.