RECEIVING > Receipts > Receive
When products or services are delivered, Purchase Orders can be received entirely or in part (back ordered).
When you process receipts, all areas of SpendMap will be updated instantly, including the status of the Purchase Order, the supplier's delivery performance, perpetual inventory levels (for stock items), accruals (for invoice approval/matching), and so on. The actual areas of SpendMap that are updated will depend on the type of item that you receive and the modules that you are using.
You don't have to receive all line items on a PO or even the entire quantity of a line item. If you receive only a portion of a PO, the balance will be on back-order and can be received in the future. You can enter an unlimited number of receipts for each PO.
Information for each receipt transaction will default from the associated PO to reduce data entry but you can optionally override many of the fields that default from the PO for each receipt. For example, if required you can change account coding for each receipt, the stocking location, etc.
You can also enter notes and attach files to the PO when receiving, which might include a scanned copy of the supplier's packing slip.
When receiving products or services that someone else ordered (e.g. in a central receiving environment), there are various e-mail notifications to let the Requisitioner or Buyer know that their items were received, back ordered, etc.
Cost centers and Inventory Control
Questions & Options
1.Select a filter for POs to access. Applying a filter will reduce the number of POs that you can select from in step 2, below.
| TIP for end-users: If you will only ever need to receive your own documents, use the “Don’t ask me again” option to default this question. |
| TIP for System Administrators: If some users are only permitted to receive certain documents, this option can be set and locked so that the user is permanently restricted. |
2.Enter or select a PO Number to receive against and click [NEXT] to go to the Multi-Line Receiving Screen.
This screen is used to receive the entire quantity of one or many line items on an open Purchase Order. Note the values for each line item in the "Balance To Receive" column.
If you are receiving many line items at once, this screen can be faster than using the Line Item Details Receiving Screen. However, while faster, this utility is not as flexible in that you must receive the total outstanding quantity (of the selected line items) and you can’t modify the fields that default from the PO, such as account coding, location, etc. If you need to enter a partial receipt or if you need to modify any of the fields that default from the PO, use [RECEIVE LINE IN DETAILS MODE] to go to the Line Item Details Receiving Screen.
To receive one or more lines in full, select the line(s) that you would like to receive, if required fill in the receipt reference fields at the top of the screen and then click [DONE] to process the receipts.
You can select lines using the [INCLUDE/EXCLUDE] or [ALL] buttons or by clicking the box (
) in the Include Column. Lines that you have selected to receive will be marked with "
" in the Include Column. Note the line totals at the top of the screen.
A (
) symbol in the Note Column indicates that the item has internal notes or file attachments. You can hover your mouse over the () symbol to preview the notes or click the [NOTES] button to view or edit the full notes or attachments for the selected line item.
TIP: You can view previous receipt transactions for a line item by clicking [VIEW PO] and then [VIEW RECEIPTS].
Receipt Reference Fields (top of screen)
Line Item Details Receiving Screen
This screen is used to receive all or part of the outstanding quantity of a PO line item. Note the "On Order" and other values at the top-right of the screen.
Using this screen may not be as fast as the Multi-Line Receiving Screen since you can only receive one line item at a time. However, this screen is more flexible in that you do not have to receive the total outstanding quantity (if you receive only a portion of the outstanding quantity, the balance will be on back order and can be received in the future).
Also, you can modify the fields that default from the PO, such as account coding, location, etc. for each receipt. Any fields that you change will carry forward to other areas of the system (e.g. invoice approval) but will NOT change on the applicable PO. To make a change to the PO, use Change Orders.
Finally, some types of line items MUST be received using this screen (i.e. cannot be received using the Multi-Line Receiving Screen). See list...
To receive all or a portion of the line item, enter the quantity and other fields, if applicable, then click [OK] to process the receipt.
NOTE: The receipt will be processed immediately when you click [OK], even if you click [CANCEL] on the previous Multi-Line Receiving Screen.
TIP: You can view previous receipt transactions for a line item by clicking [VIEW PO] and then [VIEW RECEIPTS].
