Modifying Purchasing Receiver

There are three main documents in the purchasing and accounts payable process: a Purchase Order Report, Purchasing Receiver, and Vendor Invoice. The Purchase Order Report is sent from the buyer to the supplier and communicates what, how many, and at what price the company wants to purchase. The Purchasing Receiver is an internal report that documents the items that were physically received, the quantity and description of which should be compared to the Purchase Order Report, and the quality of which should be examined and verified against any QC standards in place. The Vendor Invoice is sent from the supplier to the buyer to officially request payment for the goods. As a best practice, all three of these documents are used in the accounts payable process to perform a three-way match (verify that the items, description, quantities, cost, terms, etc. match across all documents) to ensure all charges are as expected and only valid and accurate Vendor Invoices are recorded and paid.

When designing a Purchasing Receiver, quantities ordered should not necessarily be included. This forces the employees receiving the material to perform blind counts rather than assuming the quantity received is equal to the quantity ordered. In addition, most receiving reports have multiple copies printed so that once finalized for an order, the copies can be sent to other departments to notify them what items have been received and are ready for use. For example, one copy can be sent to the Accounting department for recording/accruing (if the receipt occurred near month-end, they may accrue expenses for supplier invoices that have not yet arrived), one to Purchasing to verify the order was received, and one to the department that requested the order. The creation of multiple copies is covered in steps 5-7 of the "Designing the receiver layout" section below. From a control standpoint, it can be useful for each Receiving report to have a sequential number so that the sequence can be audited to check if any reports are missing. For information on the actual receipt process, refer to Receiving Purchase Orders.

Configuration

The "Print outs menu" and "Printouts -- maintenance" security settings must be set to "Yes" for users who will build and modify report layouts. Additionally, the "Printouts -- edit report layouts for purchases" setting is required to modify this report. Other configuration considerations include sample Purchase Order and Vendor master data created in DEACOM. If customers have just recently installed the DEACOM software, they may need relevant data loaded or created. This occurs during the Implementation process.

Users should also reference the "Configuration" section of the Managing Report Layouts page prior to creating any report.

Process

General process information on designing Report Layouts can be found in the Managing Report Layouts page.

Designing the receiver layout

  1. Navigate to Print Outs > Maintenance > Report Layouts.
  2. Locate and select the "receiver" system report in the list then click "Modify" to display the Printing Defaults form.
  3. In the "Name" field enter an appropriate name for the report. Note that this indicates the name of the report as it will appear in the pick list throughout the system when users select the report to print.
  4. Ensure "Type" is set to "Purchase" and complete other fields on the Printing Defaults form as desired. Complete information on the fields available to this form are covered on the Report Layouts Encyclopedia page.
  5. Click "Add" to display the Printing Defaults form.
  6. Enter a caption for the new report, such as "u_receiver" so the system recognizes this version as a user-created version of the master system report. The value entered is up to the user, but we recommend that the value entered be preceded by "u_".
  7. Click "Save" to create the new report copy then close the Printing Defaults form.
  8. In the Edit Printing Default section of the Printing Defaults form, locate and select the newly added copy then click "Edit Report".
  9. On the User Report Name form, enter a name for the report then click "Continue" to open the Report Designer, which should display the default receiver template as supplied by DEACOM.
  10. Modify the general layout of information on the report.
    1. Users may wish to print a few receiver reports using the default template to understand what type of information is generally printed. This is accomplished by clicking the "Preview" button on the Report Designer toolbar.
  11. Typically, Purchase Order receivers will contain the following:
    1. Header: Form title, Company information (company name, logo, address, and contact information), Order information (Purchase Order Number, Vendor and Ship-to names and addresses, Facility in which the material is being received, Ordered date, Terms, Ship Via, Freight method).
    2. Detail: Item Master information of the materials being received (Part Number or Vendor Part Number and Description, Wanted date, Quantities received, Prices and extensions (if receiving personnel should have visibility to such data), etc. and any Quality Control requirements or specific Lot Numbers being requested, if Lot Tracking is used).
    3. Footer: Notes from various records such as the order itself, items ordered, Vendor, Hazardous or special storage information, the total cost of the Purchase Order, date and time document was printed, page numbers, etc.
      1. Note: The "poqc_item" field stores quality control information, such as test results, for the items listed on purchasing reports. The information in the "poqc_item" variable is reported once per item, not once per lot.
  12. Once all sections have been designed, click "Save" to commit the changes, then close the Report Designer.
  13. Back on the Printing Defaults form, click "Save" then close the form to complete the process.

Printing the receiver

To print a Purchase Order receiver:

  1. Navigate to Purchasing > Order Reporting > click "View". Users may also utilize other available filters to narrow down the list of Purchase Orders that will be displayed.
  2. Locate and select the desired Purchase Order and click "Print".
  3. On the Copies To Print form, confirm the "Report" selected and print settings then click "Print".

FAQ & Diagnostic Tips

Tip: The "lotloc" variable can be added to the Receiver report to show the lot locations for received items.