Receiving a purchase order

You can receive Purchase Orders by starting from either of two different screens in SmartTurn:

• Receiving>Receive Purchase Orders
• Ordering>Purchase Orders>View Purchase Order, then click the Receive button at the bottom of the page.

The resulting receipt is exactly the same. Both procedures are described below.

To receive a purchase order (from the Ordering section):

1. Select Ordering>Purchase Orders.
2. Highlight the purchase order you want to receive, then select View up above. The View purchase order screen appears.
3. Select the Receive button at the bottom of the page. A Receive Against PO-nnn screen appears. Continue with steps 4-7, below.

OR

To receive a purchase order (from the Receiving section):

1. Select Receiving>Receive Purchase Orders.
2. Highlight the purchase order you want to receive.
3. From Receiving>Receive Purchase Orders, select Receive from the toolbar above. A Receive screen appears.
4. Enter overall Receipt details in the top section:
   • The Receipt Date defaults to today's date. You can change this as needed.
   • Check the Use as item receipt date box if you want each item on the receipt to have the same Item receipt date as the date appearing in the Receipt Date field. (You can also edit each item on the receipt individually to assign an Item receipt date.)
   • Notice that the receipt inherits the value for Priority from the purchase order, but that you can change it here, if necessary.
   • Notice that the receipt inherits the values in the Vendor, Owner, Broker, and Carrier fields from the Purchase Order, but that you can change these here, if necessary. (For instance, if one of the business affiliates has become inactive between the time it was added to the PO and the time of the receipt, you will need to change it to an active business affiliate, re-activate the inactive business affiliate, or remove it before you can save the receipt.) See more information about how Business affiliate data follows inventory through transactions...

     If you enter an Owner on the receipt, then all of the other business affiliates on the document must have a Business Affiliate Owner that is either not set or is set to the Owner on the receipt, and all of the receipt items must have an item master Owner that is either not set or is set to the Owner on the receipt.

   • If you have defined custom fields, enter the information under the Custom tab as needed. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
5. In the Receipt Details tab, enter the vendor's Shipment Reference code or number, Container #, Dock #, Bill of Lading, as applicable for your operation. Switch to the Comments tab to enter up to 200 characters of comments.
6. Under Receipt Items, make any needed changes to the items:
   • Edit the attributes of any receipt item: You can enter or change Lot #, Expire date, Serial #, Product ID, or Location for each receipt item. If you want to edit additional information, such as Item receipt date, Details, or Condition, check the receipt item on the left and select Edit... above.
     • Items on the receipt that are Expiration Date Controlled cannot be received without an Expire date.
     • Items on the receipt that have Serial Control set cannot be received without a Serial #. You may need to split the line if you want different items on this line to have different serial numbers. More info...

       To split is to separate line items of the same item master. This is useful for instance if you need to enter different attributes, such as different serial numbers.

       There are two ways to split the quantity in single line items:

       • A basic Split splits the single line item into two line items. The first line has the original quantity and the second line has zero quantity. Adjust the quantities between the two lines.
       • A Split by Qty splits the single line item into as many lines as there is quantity. For example, if the quantity is 10 ea, Split by Qty creates 10 lines that each have quantity 1 ea.
       • On a receipt, you may need to put away different quantities of the same receipt item to different locations, assign serial numbers or different expire dates, etc.

       To Split a receipt item or Split by Qty:

       1. Select the check box on the far left of a row for an item you would like to split.
          • For a basic Split, select Split up above the receipt list. The screen refreshes, with the single line split into two rows, and the receipt still editable. The Received qty SmartTurn displays in the upper of the two rows is the original Received qty. The application sets the Received qty in the lower of the two rows as zero.
          • For a Split by Qty, select Split by Quantity in the toolbar above the receipt list. The screen refreshes, with the single line split into separate rows—each row has a Received qty of one.

            The unit of measure (UoM) for the split line(s) is always the same as the original line's receiving UoM, so if you split an item received in cases, the added line(s) will be in cases. You can always edit this when you key in the actual quantities.

       2. For a basic Split, key in your adjusted Received qty for both rows. (For a Split by Qty, the Received qty is already 1 per line.)

          If you defined custom fields, the new (split) line has the same value for each custom field as the original line did. Important Note: This value is different than any defaults defined the Business Process Details if you edited the custom field value on the original line before splitting it.

          Tip: If you want to assign Serial numbers (or different putaway Locations, License #s, Lot #s, etc.) to some—but not all—of an item’s quantity, you can use the Split function to separate off single quantities. For instance, if you have an original Received qty of 5, and 2 of the quantity require serial numbers (or different putaway Locations, License #s, Lot #s, etc.), you could split a line, and then split it again. The result would be three rows of the same item.

       3. When finished, select Receive to receive the items into inventory. A closed receipt appears.

          Or, select Save or Save & Continue Editing to save the receipt and receive it later.

          If you close the receipt, note that SmartTurn displays the Ordered qty on the rows you split as the original total ordered quantity.

          If the sum of the Received qtys in the split rows does not equal the original Received qty, SmartTurn does not prevent the receipt from closing. The PO, however, remains open until you receive all items, or manually close the PO.

     • If you defined custom fields, check the receipt item on the left and select Edit... above to enter the fields. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
   • Assign the same putaway Location to several items at once: Check the check box next to each item you would like to put into the same location. Select Put to Same Loc.... In the pop-up, select the location. Then click OK.
   • Change the putaway unit of any receipt item: By default, inventory items are putaway (stored) in their Standard Unit, which is set in the item master. (This may not be the unit of measure that the item is being received in.) Use the Putaway Unit drop-down to select the unit of measure the inventory item should be stored in. More info...
   • Edit the measurements of any receipt item:
     • Under Cube, Dim Wt, and Pallets, you can enter the volume, dimensional weight, and pallets being received, respectively. By default, these values are taken from the purchase order.
     • Under Putaway Cube, Putaway Dim Wt, and Putaway Pallets, you can enter the volume, dimensional weight, and pallets being put away, respectively. By default, these values are based on the Putaway UoM and its measurements in the item master.

       Most of the time, these two sets of measurements are identical. However, having two sets of measurements allows you to capture differences between the warehouse operation and the inventory item. For example, when you receive the item from your vendor, it may have a Cube of 3 cubic feet. But after you take off the protective packaging, it may only have a Putaway Cube of 2 cubic feet, and only take up 2 cubic feet in your warehouse.

   • Add a receipt item not originally on the PO: Select Add... above the toolbar.
   • Delete a receipt item: Check the item(s) you want to delete and select Delete above.
   • Assign a license number to a receipt item

     You can assign license numbers to receipt items in two different ways:

     When you're receiving a Purchase Order	When you're adding a blind receipt
     Receiving>Receive Purchase Orders, then click Receive up above OR Ordering>Purchase Orders, then highlight a PO and double-click to view details. On the View Purchase Order #: PO-nnn screen, down below under PO Items, check each line and click Receive selected	Receiving>View Receipts, then click Add Blind Receipt up above

     To assign a license number to a receipt item:

     1. Enter the license number in the Lic # field in the Receipt Items table. Repeat as you like for other items.
     2. Complete other receipt details.
     3. Click Save or Save & Continue Editing to save the receipt.

     To assign a license number to multiple receipt items at the same time:

     1. Click the check boxes to the left of the receipt items to which you want to assign the same license number.
     2. Select Assign Lic # up above. A pop-up appears with a list of license numbers.
     3. Click the check box to the left of the license you want to assign to the item.
     4. Click Save or Save & Continue Editing below.

        If the license you want to assign is not in the list, and you need to add it to the system:

        • Click Cancel to close the pop-up.
        • Keep the receipt item selected.
        • In the toolbar above the Receipt Items table, click Add New Lic #. A pop-up appears where you can enter license number details.
        • A default license number appears in the License # field. You can accept this number, or assign a unique number.
        • Enter the License Reference (the owner of the license). (This is optional.)
        • To place an item on hold: Select the On Hold? check box, then select a hold reason from the Hold type drop-down.

          To see how holds work, see License holds.

        • Click OK below. SmartTurn automatically applies the license to the selected receipt item.

          Even if the receipt is cancelled, SmartTurn keeps the license number permanently added to the list of license numbers.

   • Change the license number assigned to a receipt item

     To change the license number assigned to multiple receipt items:

     1. Click the check boxes to the left of the receipt items.
     2. Select Assign Lic # up above. A pop-up appears with a list of license numbers.
     3. Click the check box to the left of the new license you want to assign to the item.
     4. Click OK below.

   • Remove a license number from a receipt item

     To remove license numbers from multiple receipt items:

     1. Click the check boxes to the left of the receipt items.
     2. Select Remove Lic # Assignment up above.
     3. Click Save or Save & Continue Editing below.

   • Putaway items to the same location

     To save receipt processing time, SmartTurn has a one-step way to record the same putaway location for several items.

     To putaway to the same location:

     1. Click the check boxes to the left of the receipt items to which you want to assign the same putaway location.
     2. Select Put to same loc... up above. A pop-up appears with a list of locations.

        The locations listed in the Location finder are all able to receive goods. SmartTurn filters out locations from this list that are currently unable to receive goods (because they are at capacity, on hold, etc.).

     3. Click the check box to the left of the location you want to assign to the items.
     4. Click OK below. The pop-up closes, and the location you chose is assigned to the receipt items you checked.

   • Split receipt items, or Split by Quantity

     To split is to separate line items of the same item master. This is useful for instance if you need to enter different attributes, such as different serial numbers.

     There are two ways to split the quantity in single line items:

     • A basic Split splits the single line item into two line items. The first line has the original quantity and the second line has zero quantity. Adjust the quantities between the two lines.
     • A Split by Qty splits the single line item into as many lines as there is quantity. For example, if the quantity is 10 ea, Split by Qty creates 10 lines that each have quantity 1 ea.
     • On a receipt, you may need to put away different quantities of the same receipt item to different locations, assign serial numbers or different expire dates, etc.

     To Split a receipt item or Split by Qty:

     1. Select the check box on the far left of a row for an item you would like to split.
        • For a basic Split, select Split up above the receipt list. The screen refreshes, with the single line split into two rows, and the receipt still editable. The Received qty SmartTurn displays in the upper of the two rows is the original Received qty. The application sets the Received qty in the lower of the two rows as zero.
        • For a Split by Qty, select Split by Quantity in the toolbar above the receipt list. The screen refreshes, with the single line split into separate rows—each row has a Received qty of one.

          The unit of measure (UoM) for the split line(s) is always the same as the original line's receiving UoM, so if you split an item received in cases, the added line(s) will be in cases. You can always edit this when you key in the actual quantities.

     2. For a basic Split, key in your adjusted Received qty for both rows. (For a Split by Qty, the Received qty is already 1 per line.)

        If you defined custom fields, the new (split) line has the same value for each custom field as the original line did. Important Note: This value is different than any defaults defined the Business Process Details if you edited the custom field value on the original line before splitting it.

        Tip: If you want to assign Serial numbers (or different putaway Locations, License #s, Lot #s, etc.) to some—but not all—of an item’s quantity, you can use the Split function to separate off single quantities. For instance, if you have an original Received qty of 5, and 2 of the quantity require serial numbers (or different putaway Locations, License #s, Lot #s, etc.), you could split a line, and then split it again. The result would be three rows of the same item.

     3. When finished, select Receive to receive the items into inventory. A closed receipt appears.

        Or, select Save or Save & Continue Editing to save the receipt and receive it later.

        If you close the receipt, note that SmartTurn displays the Ordered qty on the rows you split as the original total ordered quantity.

        If the sum of the Received qtys in the split rows does not equal the original Received qty, SmartTurn does not prevent the receipt from closing. The PO, however, remains open until you receive all items, or manually close the PO.

   • Enter serial numbers for serial-controlled items
7. When finished, select Receive to receive the items into inventory. A closed receipt appears.

   Or, select Save or Save & Continue Editing to save the receipt and receive it later.

   • It is good practice to choose Save & Continue Editing after you add items, before you start making edits to the lines.

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