Partial-receiving-in-Purchase-Orders


In the 5.0 version of ERPAG, there was no direct possibility to partially receive and partially pack items in the documents.


With the ‘split document’ option you could handle those types of business situations. This option was meant to be used in rare cases but in practice, the need for it became bigger and bigger. This was particularly common during the receiving process because the suppliers were delivering the products from different warehouses.

The receiving process in the 5.1 version is done in two steps. The activation of the process starts by clicking the ’Receive’ button.

partial receivng in purchase orders


After the activation, in the same document the ‘Goods Received Note’ will be generated and it will suggest the unreceived items.

partial receivng in purchase orders


The received quantity you will enter in the fields by simply retyping the suggested quantities. For the items that are completely unreceived, you will either type in zero as a quantity or delete it from the list. 

partial receivng in purchase orders


With the ‘Post Document option’ we are placing the items from the Goods Received Note in stock.
If you haven’t received the complete quantity from the Purchase Order, the ‘Receive’ option will be visible again and you will have the possibility to generate a new Goods Received Note, that will offer you the remaining quantity.

The view of the Purchase Order will be changed and in the Item section you will get a ‘Received quantity’ column. Also, for each Goods Received Note that you generate, you will have a separate panel that you can expand in order to see the content.

partial receivng in purchase orders

partial receivng in purchase orders


In case there has been a mistake during the receiving process, it’s possible to separately Void any of the Goods Received Notes or the entire Purchase Order.
partial receivng in purchase orders


After the entire quantity is received, it’s possible to generate a Supplier Invoice.

The status of the document will be ‘Partially Received’ if the items are received partially and ‘Received’ if the items are completely received.
partial receivng in purchase orders

Split document

In some cases, it happens that we complete the Purchase Order and the supplier delivers only a part of the ordered items (we generated one Goods Received Note more than necessary), and the other part is not going to be delivered at all. Or the delivered items will be Invoiced now, while the rest of the items will be invoiced later on, separately.

To handle that type of business situation, we are using the ‘Split document’ option that is visible in the Purchase Order only if the items are partially received (a.k.a. the status of the document is ‘Partially Received’).


partial receivng in purchase orders

By activating this option, we will generate another Purchase Order (with the same number), and the status will be ‘Entered’.
partial receivng in purchase orders

In the source document will remain only the received quantity (as well as services, if there are any) and that document will change its status to ‘Received’ because the quantity that remained is the one that is received.
partial receivng in purchase orders

Now it is possible to issue a ‘Supplier Invoice’ for that document.

The new document that is created contains the remaining quantity, and the status of that document is ‘Entered’.
partial receivng in purchase orders


Depending on the situation, it is possible to delete the document (if there is a need for that, the items from the deleted document will appear again in the Fulfillment option / Back Ordering option) or manipulating it in a different way (changing status, changing the supplier, changing the quantities etc.).

Note: Considering the split document, if the reference number is the same, the payment record will be the same as well.

Serial / lot numbers

In the 5.1 version, Serial and/or Lot Numbers are entered in the Goods Received Note, where those columns will be automatically opened in case that information exists.
partial receivng in purchase orders

Mobile App (iOS / Apple / Android)

The change is visible in the Mobile App as well.
       
partial receivng in purchase orders

partial receivng in purchase orders

partial receivng in purchase orders

The quantity can be entered by scanning the item Barcode with the mobile camera or by using the Manual Search, regardless of that from which Purchase Order it is being received. If the same item is located on more than one Purchase Order, the application will ask you from which one the item is being received. The search will include only the items that haven’t been received yet (a.k.a. that can be found in the ‘Open Purchase Orders’ report).
    
partial receivng in purchase orders

partial receivng in purchase orders

partial receivng in purchase orders

In case that for some of the items the serial or lot number must be entered, the entering process will be adjusted to that.

Receiving the items (and generating the Goods Received Note) can be activated by clicking on the icon in the upper right corner and by confirming that by clicking on the ‘Receive Goods’ button.
partial receivng in purchase orders

The intention of this application is the fast and easy handling of the warehouse inventory. For more advanced options (for example, document changes, split document etc), you will need to use the ERPAG desktop or notebook version.








0 comments:

Post a Comment