Receive

The Receive transaction handles both the receiving and un-receiving of Purchase Orders. In addition, the transaction allows users to indicate the Location where items to be received will be placed and the specification of Lot information, if required. Users may drill into the Purchase Order prior to performing the receipt in order to obtain additional information. Purchase Orders may be received in full or in part. If quantities will be backordered, the Vendor record must be flagged with "Accept Backorders" on its General tab and individual Items must be flagged with "Allow Backorders When Receiving" on their Properties tab.

The sections on this page contain descriptions of all the fields and settings available when using the Receive transaction in Deacom. 

System Navigation

  • Purchasing > Receive

Receive pre-filter

Button/Field

Description

Continue

Opens the Receive form, which is used to receive the selected order.

  • Beginning in version 17.01.022, the system will check to see if any lots for the selected order have already been received in the WMS application and display the following prompt when attempting to click this button" This PO is in the process of being received through WMS and cannot be received through the main application."

Un-Receive

Un-receives the "Purchase Order" selected.

  • When un-receiving Purchase Orders, the system uses the original receipt date as the date for un-receipt and will ignore any value entered in the "Transaction Date" field.
  • When "Cancel Backorders When Un-Receiving" is checked in Purchasing Options, any un-received backorders will also be cancelled for the Purchase Order.

Un-Invoice/Un-Receive

Allows for the order to be un-invoiced/un-received in one step.

  • Only visible on the form when the security setting "Purchase orders -- One step un-invoice and un-receive purchase orders" is set to true.
  • When clicked the selected order will be un-invoiced using the invoice date(tp_invrecv) as the un-invoice date, and the un-received using the receive(tp_recevd) date as the un-received date. If the order was not invoiced, the order will be un-received. If the order was also not received, the user will be prompted with this information.
  • No posting dates and any individual checks that would prevent un-invoicing and un-receiving will be honored.

Show Orders

Opens the Orders to Receive form, which lists all Purchase Orders that are available to receive.

Purchase Order

Search field used to select a specific Purchase Order to receive.

Vendor

If specified, only Purchase Orders with the selected Vendor will be displayed.

Facility

If specified, only Purchase Orders with the selected Facility will be displayed.

Facility Group

If specified, only Purchase Orders whose Facility belongs to the selected Facility Group will be displayed.

Date Based

On

Pick list used in conjunction with the Start and End Dates to determine if the list of Purchase Orders will be filtered based on their Ordered or PO Date 1-5 dates.

Start/End Date

Used in conjunction with the "Date Based On" selection to define the date range for which to filter.

Transaction Date

Provides the default "Received" date value for the Receive form. When a PO is selected that has already been received, this field is disabled.

Entered By

Filters the list of Purchase Orders for those entered by the selected User.

PO Text 1-2

Filters the list of Purchase Orders for those that have the inputted PO Text 1-2 information on their Misc 1 tab.

  • Captions for these fields are defined via System > Options > Purchasing tab.

Orders to Receive form

Opened via the "Show Orders" button on the Receive pre-filter, the Orders to Receive form lists all Purchase Orders that are available to receive.

Button

Description

Continue

Opens the Receive form, which is used to receive the selected order.

  • Beginning in version 17.01.022, the system will check to see if any lots for the selected order have already been received in the WMS application and display the following prompt when attempting to click this button" This PO is in the process of being received through WMS and cannot be received through the main application."

View Detail

Opens the selected order in view mode.

Show Orders

Pick list used to display either Received or Not Received orders.

Receive form

Opened via the "Continue" button on the Receive pre-filter and the Orders to Receive form.

Button/Field

Description

Receive

Receives the quantity specified into the Location Type and Location selected, closes the form, and completes the receipt process.

View Docs

Allows users to attach files or pictures directly to the selected Purchase Order without having to drill into the order. 

Modify

Opens the Edit Quantity form for the selected line, which is used to specify the quantity received, Location Type and Location into which the inventory will be received, and other Lot information.

Zero Received

If clicked, sets all quantities in the "Receive" column to 0.

Zero Backorder

If clicked, sets all quantities in the "Backorder" column to 0.

Split Lot

Opens the Split Lot form, which is used to split the selected Lot into two or more Lots and specific Lot numbers and quantities for each.

Delete Lot

Deletes the selected Lot from the order.

Catch Weight

Opens the Edit Catch Weight form, which is used to specify the Catch Weights of the selected Lot when the Part is flagged with "Catch Weight" on its Item Master Properties tab.

  • The default Catch Weight is based on the item's "Unit Weight" as identified on its Item Master Calcs tab.
  • If a base Unit of Measure is not indicated for the "Weight" type, the system will default the Lot's Catch Weight to 1, regardless of the value specified in the pr_unitwgt field.
  • The "Split Weights" button, when pressed, allows the user to enter a Total Weight amount, which will get divided among the lines in the catch weight grid as their 'Actual' weight values. Any rounding difference due to the division is applied to the last item in the grid.
  • The "Missing Catch Weight" form will be displayed if the user attempts to receive the purchase order prior to entering catch weights.

Make All Master Lots

If clicked, all catchweights received into the facility will be put into a master lot so they can be moved and picked with WMS.  This button creates a unique master lot for each line displayed on the receiving grid. This function also honors grid filtering so the user can do it for only the catch weight items.

  • The flag "Make Master Lot on Receipt" in the properties tab of Item Master can also be used when receiving particular items to assign to master lots.

Signature

Opens signature dialog with drawing canvas to capture electronic signatures. This field is not required. When saved, an image of the signature is attached to the purchase order with a description of 'Signature', regardless of whether the order gets received.

  • The signature will be visible via the "View Docs" button on the Receive Purchase Orders form.
  • Often used to capture the signature of the person acknowledging receipt of the delivered goods/services.

Line UDF

Displays the user-defined fields for the selected Purchase Order line in view mode, as defined on the Purchase Order line User Fields tab.

  • Users with the security "Purchase Orders -- Edit User Fields from View Order Form" set to 'Yes' can modify line user-defined fields while in View mode.

Header UDF

View and Modify Purchase Order header user fields.

Shipped Via

Search field used to select the Ship Via that was used by the Vendor to ship the Purchase Order.

Received

Indicates the date that will be used to receive the order and the date with which all inventory received on this order will be available in the Facility.

Facility

Search field used to selected the Facility into which the material will be received.

Notes

Memo field used to store additional details or special instructions, which are available for printing on Part Forms and labels.

Print PO Labels After Receipt

If checked, the Part labels for the material received are printed immediately after the Purchase Order has been marked as received.

Print Master Lot Labels After Receipt

If checked, the Master Lot labels for the materials received are printed immediately after the Purchase Order has been marked as received.

Print Document Group After Receipt

If checked, the Document Group on the Purchase Order will automatically be printed after PO receipt. The default for this field is set in Purchasing > Options.

  • Added in version 17.04.003.

Purchase Order

Displays the Purchase Order number.

Vendor

Displays the Vendor for the selected order.

Ordered

Displays the "Ordered" date for the Purchase Order as defined on its Dates tab.

Entered By

Displays the User who entered the order.

Location Type

Indicates the Location Type into which inventory for all lines on the selected order will be received.

  • The Location Type indicated here will overwrite any existing Location Types on order lines.
  • The Location Type on individual lines can be modified by first selecting the desired line then clicking "Modify".

Location

Indicates the Location into which inventory for all lines on the selected order will be received.

  • The Location indicated here will overwrite any existing Locations on order lines.
  • The Location on individual lines can be modified by first selecting the desired line then clicking "Modify".

Edit Quantity form

Opened via the "Modify" button on the Receive form, the Edit Quantity form is used to specify the quantity received, Location Type and Location into which the inventory will be received, and other Lot information.

Button/Field

Description

Select Lots

Allows the user to select the Lot(s) to use when processing Vendor returns.

  • When selected for a Purchase Order, the specific Lot chosen will be used even if there are other Lots with the same User Lot but different System Lots.

Our Part

Displays the Deacom Part Number for the item being received.

Description

The description of the Deacom Part Number.

PO Line Notes

Memo field that displays any notes that were entered on the selected Purchase Order line.

Purchase Unit

Search field used to select the Unit with which the material was purchased, if different than the one defined on the Purchase Order line.

  • When a PO is received, the "Purchase Unit" is stored with the Lot along with the conversion factor in the "Container Unit" (fi_contunid) and "Container Size" (fi_container) fields.
  • The units available for selection in this field can be restricted, on a per item basis, via the "Restricted Receiving Unit" flag on the Edit Unit form of the Item Master record.

Container Unit

Search field used to indicate the Unit used to measure a Container of the part indicated on the purchase order line to be received.

  • The default value for this field is determined according to the following logic:
    • If the Purchase Order line has a vendor cross reference part, check the "Container Unit" field (p2_contunid) on the Vendor Part and use that to populate this field.
    • If the "Container Unit" on the Vendor Part is blank, then check to see if the Deacom part has a value in the "Container Unit" field (pr_contunid) and use this value. If the Deacom part does not have a Container Unit then this field will be left empty.
  • Business Case - The ability to define a Container Unit during receipt is particularly useful in the Nutra and Pharma industries where bags/boxes/containers can not be opened by the warehouse and must be received/staged in any quantity as it was received or staged.

Gross Weight

Allows the user to specify the gross weight of the material.

  • When modified, the quantity is calculated as "Gross Weight" minus "Tare Weight".
  • Only available when the item being received is stocked with a UOM that has a "Type" of "Weight".

Tare Weight

Allows the user to specify the tare weight of the material.

  • Defaults from the "Tare Weight" specified on the Part's Item Master Calcs tab.
  • Only available when the item being received is stocked with a UOM that has a "Type" of "Weight".

Vendor Lot Date

Indicates the date the Lot was produced by the Vendor.

  • Defaults to the current date or the date specified on the Edit Pre-Receipt QC form, but may be overridden as necessary.
  • Used to set the Lot Date (fi_lotdate) and Expiration Date, which is set as the date in this field plus the "Shelf Life Days" defined on either the Vendor Part Cross Reference or the Part's Item Master General 2 tab, if a cross reference does not exist or was not used.
  • Changing the "Received" date will update this date because this date is not allowed to be later than the date received.

Ordered

Displays the quantity ordered on the selected PO line.

Receive

Indicates the quantity that will be received into inventory.

  • Defaults to the full "Ordered" quantity or 0, depending on the "Default Receiving Qty" selection in Purchasing > Options.
  • If modified to less than the "Ordered" quantity, the difference will be added to the "Backorder" field.

Backorder

Indicates the quantity that will be placed on a separate backorder PO.

Source Location Type

Displays the Location Type in which the inventory is currently located.

Source Location

Displays the Location in which the inventory is currently located.

Location Type

Indicates the Location Type into which this inventory will be received.

  • The default value for this field is based on the hierarchy below. The system will check each level of the hierarchy from top to bottom until a match is found. If no match is found, the system will leave the Location Type field blank, in which case the user will be required to select an entry.
    • Item Facility Default Receive Location Type (based on the Facility specified on the Receive form)
    • Item Facility Default Location Type (based on the Facility specified on the Receive form)
    • Item Master Default Receive Location Type, assuming the Location Type is linked to the Facility selected on the Purchase Order being received.
    • Item Master Default Location Type, assuming the Location Type is linked to the Facility selected on the Purchase Order being received.
    • Default Location Type for the Facility selected on the Receive form.
  • Selecting a Location Type on the Receive form will populate this field.
  • If "Receive" quantity is set to 0, this field is not required.
  • Beginning in version 17.04.006, when selecting a master lot, this field will be populated with the selected master lot's Location Type, then disabled. This is to done to ensure that master lots may contain only one Location Type.

Location

Indicates the Location into which this inventory will be received.

  • The default value for this field is based on the hierarchy below. The system will check each level of the hierarchy from top to bottom until a match is found. If no match is found, the system will leave the Location field blank, in which case the user will be required to select an entry.
    • Item Facility Default Receive Location (based on the Facility specified on the Receive form)
    • Item Facility Default Location (based on the Facility specified on the Receive form)
    • Item Master Default Receive Location. assuming the Location is linked to the Facility selected on the Purchase Order being received.
    • Item Master Default Location, assuming the Location is linked to the Facility selected on the Purchase Order being received.
    • Default Location for the Location Type specified above.
  • Selecting a Location on the Receive form will populate this field.
  • If "Receive" quantity is set to 0, this field is not required.
  • Beginning in version 17.04.006, when selecting a master lot, this field will be populated with the selected master lot's Location, then disabled. This is to done to ensure that master lots may contain only one Location.

Lot

Displays the User Lot number for the material being received or "System" if no User Lot number is required.

  • User Lot number requirements are defined using the "Require User Lot On Receipt" flag on the Part's Item Master Properties tab.
  • The security setting "Purchasing -- edit user lot" controls if this field is disabled during PO receipt, within both the main application and WMS.

Move To

Determines into which inventory segment items/lots will be moved during receipt or receipt verification(if the Verify Receipts flag is checked on the Purchase Order header). Selection options are:

  • Inventory (default)
  • Quarantine

This field was added in version 17.04.007.

This field is only enabled if the security "Inventory -- move to quarantine" is set to yes.

The use of this field removes the need to first receive, then move inventory to quarantine, particularly when performing large amounts of receipts or using receipt verification.

This field is set to "Inventory" by default and users can, as needed, select the option to receive and move lots directly to Quarantine.

While "Inventory" will generally be the default move, there are some scenarios (listed below) where the values in this field will be set by the system and users will not be able to select manually.

  • If the item being received is not stocked, or the line is marked "Do Not Post Inventory".
    • The system will disable the 'Move To' field and set it to 'Expense'.
  • If the vendor approval is expired.
    • The lots will be placed into quarantine. The Move To field should be set to quarantine and disabled.
  • If the purchase order is linked to a job or sales order and the material will be placed into a WIP or reserved status.
    • If the PO line is linked to a job:
      • 'Move To' field is disabled and set to 'WIP' for that line.
      • The master lot search box is disabled. Note: The "Make Master Lot" can still be used to create new master lots, as everything on the line will be received to WIP. Disabling the search box prevents mixing master lots across lines.
    • If a PO line has any linkages in Linked SO table, (These are PO line to SO line level links.) then the full PO line quantity will be set to reserved at receipt.
      • The 'Move To' field will be disabled and set to 'Reserved' for that line.
      • Only the quantities linked to SO's should actually go into a reserved status.
      • The Master Lot search box and Make Master Lot checkbox will be disabled.
  • If the lots being received have failing pre-receipt QC results, and the QC Group is configured to fail to quarantine, the system will verify the entry in the User Lot field to match pre-receipt QC to the lot being received.
    • The 'Move To' field will be disabled and set to 'Quarantine'.
  • Note: the line level disable fields logic is still applied after splitting lots.
  • Master Lots - The above logic will prevent received lots that will end up in a status other than inventory/quarantine from being added to and existing master lot. Any master lots created during the current receipt transaction will also be available. When a to master lot is selected, set the move to field to match the status of the selected master lot.
    • In the main application:
      • If there is inventory not being currently received already in the master lot, the Move To field will be disabled and set it to match the inventory already in the master lot.
      • If the master lot only exists from the current receipt, the Move to will still be enabled. and the system will ensure all lines received into this master lot have the same move to.
    • In the WMS application, when receiving, Master lots should be in one location and one inventory status.
      • If there is existing inventory check the status(fi_type) of the inventory in the master lot:
        • If inventory - set Move To to inventory and disable the field.
        • If quarantine - set Move To to quarantine and siable the field.
        • if pending - Move To next section.
        • if any other status - Prompt the user. "The master lot contains inventory in <<status>>, new lots cannot be received to this inventory type." After ok clear the to master lot field. Prevent the user from adding the new lots to this master lot.
      • If there a lots in the master lot in pending status, use the same logic as above with inventory, but check dtpur2.p2_finewtype to determine the status of the inventory in the master lot. Set the move to field = p2_finewtype and disable it.
      • If there is no existing inventory the master lot this is a newly created master lot. The move to field should be enabled if the user has security.
  • Multiple PO Receipts - Main Application - The ability to receive to a different status will not be impacted by the PO Receipt Type(df_receipttype). Each individual receipt should go through the processes outlined below. WMS - WMS receiving creates dtpur2 records regardless of if receipt verification is being used or not. Lots received in WMS before the transaction is completed are held in a pending status, until the PO receipt is saved. The system will set the p2_fitype and p2_newfitype based on the user move to selection for each receipt. The only process that will impact the ability to receive to different statuses will be receipt verification.
    • Main App - Without Receipt Functionality
      • When the PO is received the lines/lots should be received to the fi_type based on the move to field.
        • WIP - Systematically happens when PO lines are linked to jobs. Essentially no change here, just enforcing it on the receiving form above.
        • Reserved/Inventory - Systematically happens when PO lines are linked to SO lines. Essentially no change here, just enforcing it on the receiving form above.
        • Inventory - No changes when move to = inventory. Existing PO receipt process excluding PO's linked to jobs or sales.
        • Quarantine - When the move to field = 'Quarantine'. Ensure this is applied at the lot level and not the line level.
    • Main App - With Receipt Verification
      • The lots for stocked items will be received and held in a pending(fi_type = 'Pending') status until the verification is completed. To track how this lot should be received set the p2_fitype and p2_finewtype fields based on the 'Move To' selection.
        • WIP = fi_type 'job'
        • Reserved = fi_type 'sal-reserv'
        • Inventory = fi_type empty
        • Quarantine = fi_type 'quarantine'
    • WMS - Without Receipt Verification
      • When the receiving transaction is complete, and the lots are released from their pending status, set fi_type based on the p2_finewtype field.
    • WMS - With Receipt Verification
      • Same as above. Regardless of how the lots were received, their release from pending status will be the same.

Expires

Indicates the date this Lot of material expires.

  • Calculated as the "Vendor Lot Date" defined on this form plus the "Shelf Life Days" defined on either the Vendor Part Cross Reference or the Part's Item Master General 2 tab, if a cross reference does not exist or was not used.
  • Required for Parts flagged with "Require Expiration Date" on their Item Master Properties tab.
    • If that flag is checked, the system will prevent inventory adjustments, finishes, and receipts if the Lot's Expiration Date is blank.
  • The security setting "Purchase orders -- receive expired material" allows the user to receive expired material on Purchase Orders.

Job Number

Search field used to select a Job to which this Lot is linked.

Attribute 1-3

Used to enter specific Lot attributes.

  • Captions for these fields are managed via System > Maintenance > Captions.

Density

Allows the user to specify the actual density of the Lot, which may differ from the default "Density" specified on the Part's Item Master Calcs tab.

  • Only used for Parts flagged with “Measured Density” on their Item Master Properties tab.

Notes

Memobox, can be used to store multiple Vendor Lot Numbers. When lots are received store any information on the form in the related field. Any information in this field will show in a lots report.

  • When lots are split, the notes field will be copied to each split lot.

Master Lot

Indicates the Master Lot (within the Facility on the Receive form) into which this inventory will be received. 

Make Master Lot

If checked, the system will create a new Master Lot into which the material will be received.

  • Beginning in version 17.04.006, when receiving as a master lot, the system has been enhanced to ensure that master lots (and items within the Master Lots) can only be assigned to a single location and inventory type during the receiving process. If a user attempts to select multiple locations for a master lot, a prompt will appear indicating the new requirement.

Edit Serial Numbers form

Displays a line for each unit of the part requiring serialization. For example, if receiving five units marked with serialization of the same part, this form will display five lines. This form is displayed only when receiving parts marked for serialization. This form also contains a catch weight column to display the appropriate weight information when receiving catch weight items. In cases where serialized items will also require entry of catch weights, the Edit Serial Numbers form, detailed in the below section, allows for the verification and modification of catch weights.

Notes:

  1. An "Import Excel" button is available on this form to support the ability to upload Purchase Orders with hundreds of serialized cases or items.
  2. The system was enhanced to allow the addition of "pr_codenum" and "fi_userlot" as column headers in Excel spreadsheets. If the spreadsheet contains pr_codenum and fi_userlot values, these will be used to match to the corresponding lot numbers in the system and populate the "codenum" and "userlot" columns on the grid of the Edit Serial Numbers form. This supports the ability to ensure that the serial numbers specified on the form are associated with the correct part and userlot.
Edit Serial Numbers form

Open by clicking the Modify button on the tool bar.

General tab

The field listed below are the defaults. Additional fields may be added via the use of the Grid Layout option.

Field/Button

Description

Part Number

Displays the part number from the selected Purchase Order line.

Description

Part description.

Catch Weight

Field is used to verify or enter the catch weight for lines/items on the Purchase Order that have the "Catch Weight" flag checked. 

Serial Number

Field is used to verify or enter serial numbers for lines/items on the Purchase Order that have the "Unit Serialization" flag checked.

Container Number

Specify the Container number for the part being received.

Container Tare

Specify the Container tare weight.

Attributes 1-3

Optional fields used to describe additional information for the part or Container. 

User Fields

Deacom allows the creation of user-defined fields that, once created, are available on various master data records such as items, Vendors, and Ship-to Companies. These fields allow companies to enter and store information outside of the fields provided in the system. User fields may be added via Tools > Maintenance > User Fields. 

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