The receiving tool streamlines the process of recording and managing product receipts from purchase orders for Sales Orders, Projects, and Stock.
How it works
The receiving process starts with the receiving wizard which imports the selected purchase order and line item details chosen by the user.
Sales Orders and Projects
When a product is purchased for a Sales Order or Project, the system links the Sales Order Line Numbers, and Project Opening Numbers to the products on the Purchase Order. These links are carried into the receiving tool.
For partial receiving, the user must select the openings to which the product received will be assigned. See the Receiving Opening Selection Tool article for details about the opening selection tool. When the Purchase order is received in full, the system automatically handles the assignment of openings.
Note: After a partial receiving, only the openings selected will be available to ship. The product cannot be reallocated to a different opening after the receiving is completed.
As part of the receiving process, the user can set the WIP staging location for the received product. By default, the system will set this location to the Sales Order/Project's staging location.
When receiving Miscellaneous Cost the system references the Sourced Cost. The Sourced Cost is the value entered on the Sales Order and does not necessarily represent the actual Purchase Cost. As such, the received sourced cost should be thought of as the dollar value for the percentage of work completed.
When a product is purchased for stock, the user enters the quantity received and sets the stock location where the product was stored. By default, the system will use the primary warehouse location as configured on the Managed Product record.
Non-Stock Expense Products
Non-Stock Expense Products are products ordered for stock, but not configured as a stock product. Receiving these products requires special security rights granted by "Allow non-stock expense products" under the Purchase Order section of security rights. When received these products are immediately expensed, and do not impact inventory quantities.
The system automatically generates a journal entry upon completion of the receiving receipt. The credit side of the entry journalizes the total cost to the Accrued Payables (Liabilities) account. The debit side of the entry is dependent on what each product on the receiving was ordered for.
- For Sales Orders/Projects, the product cost will be debited to a Work In Process (Assets) account.
- For Stock, the product cost will be debited to an Inventory (Assets) account.
- For Non-Stock Expense Products, the product cost will be debited to a Purchase Order Expense (Expenses) account.
The system uses the current cost shown on the Purchase Order when calculating the costs for the journal entry. Should the product cost on the Purchase Orders be incorrect, the system will create the necessary adjustments when the Payable is processed.