PO Receiving Basics

Using Receiving- Introduction

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Copyright The George Washington University. All rights reserved.

Entering Purchase Order Receipts

Section Objectives

At the end of this section, you should be able to:

• Understand the basic concepts of using receiving within Oracle Purchasing

• Receive and match items

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Overview of ReceivingWith Oracle Purchasing you can:

• Receive goods and services

• Transfer goods

• Return goods

• Review your transaction history

With Oracle Purchasing, you can control the items you order using the receiving, inspections, transfer, and delivery features. You can use these features to control the quantity, quality, and internal delivery of your items. These features specifically provide you with the capability to:

• Define receiving tolerances and rules at the organization, supplier, item, and order level, with the lowest level overriding previous levels

• Record delivery of items from receiving locations to their final destination

• Record transfers of items to different locations in the receiving area

• Define which of items require inspection. Accept or reject items and provide detailed information about your inspection results

• Record returns to suppliers

• Correct receiving transaction errors

• Review your transaction history

• Receiving is a transaction that signals the goods ordered on a purchase order have arrived.

• Receipt Types:-Standard Receipt: A receipt routing in which shipments are received into a receiving location and then delivered to an interim or final destination in a separate transaction. Standard receipts can be inspected or transferred before delivery.

-Direct Receipt: Direct receipt limits receipt of items directly to the final destination; also known as dock to stock receipt. The final destination includes the requester, or the inventory.

• Receipt Routing is the method of controlling transaction entry by specifying routing steps for receipts:

-Standard Receipt: Goods must be received and delivered in separate transactions.

-Direct Receipt: Goods are received and delivered in one transaction.

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Entering Purchase Order Receipts

Receiving is a transaction that signals that the goods ordered on a purchase order have arrived.

Creating the Receipt Header

Use the Receipt Header form to enter header information for all types of receipts.

1. Select the SC Responsibility from your list of responsibilities.

2. Navigate to the Receipts form by choosing Receiving and then Recepts from the Navigator list.

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3. Open the Receipts form.

4. Enter the Purchase order number you want to receive against.

5. Click the Find button.

Opening a FormYou can open a form in Oracle one of three ways: (1) highlighting the form and clickingthe Open button; (2) double-clicking on the form; (3) highlighting the form and pressingthe Enter key on your keyboard.

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6. Select the New Receipt option, if you want to create a new receipt.

7. Select the Add to Recipt option, if you want to add your receipt to an existing receipt.

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8. Enter the Receipt Date, if different from the one that defaults.

9. Optionally, select the Shipment number.

10. Optionally, enter the Shipped Date.

11. Enter the Packing Slip number, if applicable.

12. Enter the Waybill or Airbill number, if applicable.

13. Optionally, select information in the Freight Carrier field using the List of Values.

14. Optionally, enter the Bill of Lading.

15. Optionally, enter the Containers information.

16. Optionally, select the Supplier using the List of Values.

17. Optionally, select the Received By using the List of Values, if it different from the one that defaults.

18. Optionally, enter Comments.

19. Save your work.

If you select the Add to Receipt option, a List of Values form appears prompting you toselect an existing receipt. Once you select a receipt number, Shipment number, PackingSlip, Freight Carrier, Supplier and Received By fields default according to the receiptselected.

Accessing your List of Values

You can access your list of values in Oracle one of two ways: (1) Clicking on the button in the field; (2)pressing [Ctrl] + [L].

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Saving a documentYou can save a document in Oracle one of three ways: (1) selecting Save from the Filemenu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].

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Entering ReceiptsThere are five tabs: Lines, Details, Order Information, Outside Information, and Shipment Processing.

In the Lines tab region:

1. Select the goods you want to receive by clicking on the small box to the far left of the corresponding line.

2. Enter the Quantity to be received in the Quantity field.

3. Select the Unit of Measure using the List of Values, if different from the one that defaults.

4. Select the Destination Type using the List of Values, if different from the one that defaults.

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• Select Receiving as the Destination Type if you are performing a standard receipt.

• Select Expense as the Destination Type if you are performing a direct receipt.

5. Enter the Item number, if available.

6. Enter the Description, if different from the one that defaults.

7. Select a Location using the List of Values, if different from the one that defaults.

8. Select a Requestor using the List of Values, if different from the one that defaults.

The Item Category defaults.

In the Details tab region:

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9. Optionally, enter the Packing Slip number.

10. Optionally, enter the Supplier Lot number.

11. Optionally, enter the transaction Reason Code.


13. Check the Receipt Exception box if you want to enter a receipt exception for this receipt.

14. Save your work.

In the Order Information tab region:


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You can view the following information about the shipment:

• Order Type, PO Number, Release number, Line number, Shipment number, Supplier, Quantity Ordered, UOM, Due Date, and Supplier Item number

In the Shipment Information tab region:

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• Carrier Code, Container, Truck, Bill of Lading, and Bar Code Label, Waybill/Airbill number and Freight Bill number

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SummaryYou should now be able to do the following:

• Understand the basic concepts of using receiving within Oracle Purchasing

• Receive and match items

Should you have any questions, contact the Help Desk at 994-5530, Option #4.

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Correcting Receiving Transactions and Entering Returns

Chapter 2

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Correcting Receiving Transactions and Enter-ing Returns

Section Objectives


• Return goods to a supplier

• Perform receiving corrections

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Overview of Returns and Corrections

Returns

With Oracle Purchasing you can return delivered externally sourced items to the supplier if the purchase order has neither been canceled nor finally closed. You can also optionally specify additional return infor-mation such as a reason code and RMA (Return Material Authorization) number.

Corrections

From time to time, receiving transactions will require correction. Oracle Purchasing provides you the capa-bility to correct any receiving transaction. Each transaction is done individually, correcting the previous transactions until all applicable transactions are corrected.

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Finding ReturnsThe more search criteria you include, more restrictive your search will be. You may choose not to enter any search criteria. In this case, click on the Find button and all the returns will be displayed.

You can click the Clear button to clear any existing search criteria.


2. Navigate to the Returns form by choosing Receiving and then Returns from the Navigator list.

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3. Open the Returns form.

The Find Returns form opens:

2. Select the receipt Source Type using the drop down arrow.

3. Select the Receipt number using the List of Values.

4. Select the Purchase Order number using the List of Values.

5. Select the Shipment number using the List of Values.

6. Select the Supplier using the List of Values.

7. Select the Supplier Site using the List of Values.

8. Select the Current Location using the List of Values.

9. Optionally, enter Item, Revision, Category, Description, and Supplier Item information in the Item alternative region.



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10. Optionally, restrict the search to lines that are due today or enter from and to Due-By dates in the Date Ranges alternative region.

11. Optionally, restrict the search to include Transaction Dates and Transaction Type in the Transaction Details alternative region.

12. Click the Find button to initiate the search and open the Receiving Returns form.

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Entering ReturnsThe Receiving Returns form contains five tab regions: Transactions, Details, Return From, Order Informa-tion and Outside Processing – this region is not used by GW.

Use the Receiving Returns form to enter and match returns against receipts, deliveries, transfers, accep-tances, and rejections.

1. Open the Returns form.

The Find Returns form opens:


The Receiving Returns form opens:

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In the Transactions tab region:

3. Enter the return Quantity.

Oracle Purchasing selects the line and places a check in the Line Selector check box.

4. Select the Unit of Measure of the goods being returned using the List of Values, if different from the one that defaults.

5. Select Receiving or Supplier in the Return To field using the List of Values. If you select Supplier, the supplier and location information defaults.

6. Optionally, add the RMA number information.

The remaining fields are for viewing reference.

In the Details tab region:

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7. Enter the Transaction Date, if different from the one that defaults.

8. Tab through the transaction Reason field.

9. Optionally, enter the Supplier Lot.


11. Save your work.

In the Return From tab region:


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All information on this form defaults, it is to be viewed only.

In the Order Information tab region:


• Order Type, Order number, Release number, Line number, Shipment number, Supplier, Quantity Ordered, UOM, Due Date, and Supplier Item number

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Shipment Status of a Returned Line

Shipments: Purchase Order Status


2. Navigate to the Purchase Order Summary form by choosing Purchase Orders and then Pur-chase Order Summary from the Navigator list.

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3. Open the Purchase Order Summary form.

The Find Purchase Orders form opens:

4. Select Shipments in the Results region.


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The Purchase Order shipments form opens:

You can check the status of your shipment on the Purchase Order Shipments form for the following related fields: Shipment Amount, Quantity Due, Quantity Received, Quantity Accepted, Quantity Rejected, Quan-tity Billed, Quantity Cancelled etc.

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Finding CorrectionsThe more criteria you include, more restrictive your search. You may choose not to enter any search crite-ria. In this case, click on the Find button and all the receipt corrections will be displayed.

You can click the Clear button to clear any existing search criteria


2. Navigate to the Corrections form by choosing Receiving and then Corrections from the Navigator list.

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3. Open the Corrections form.

The Find Corrections form opens:

4. Select the receipt Source Type using the List of Values.

5. Select the Receipt Number using the List of Values.

6. Enter the Purchase Order number using the List of Values.

7. Optionally, enter the Shipment number using the List of Values.

8. Optionally, enter the Supplier using the List of Values.




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9. Optionally, enter the Supplier Site using the List of Values.

10. Optionally, enter the Current Location using the List of Values.

11. Optionally, enter Item, Revision, Category, Description, and Supplier Item information in the Item tab region.

12. Optionally, restrict the search to lines that are due today or enter from and to Due-By dates in the Date Ranges tab region.

13. Optionally, restrict the search to include Transaction Dates and Transaction Type in the Transaction Details tab region.

14. Click the Find button to initiate the search and open the Receiving Returns form.

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Entering CorrectionsUse the Receiving Corrections form to record correction transactions against prior receiving transactions. Each line correction requires a separate transaction.

1. Enter the search criteria to find the transaction you want to correct.


The Receiving Corrections form appears.

3. Select the line you want to correct by clicking on the small box to the far left of the corresponding line.

4. Enter the correction Quantity.

5. Save your work.

You will see two lines for the PO receipt you want to correct on the Corrections form.Select the line that has “Deliver” as the Transaction Type to enter corrections.

Make sure that this quantity is the number of items not received. The Quantity myst beentered as a Negative number in the field.

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To reaccess the form:

6. Select Query from the menu bar.

7. Choose Find.

The Find Corrections form appears.

8. Enter the search criteria to find the transaction you want to correct.

9. Click the Find button. The Receiving Corrections form appears.

10. Select the line you were correcting by clicking on the small box to the far left of the corresponding line.


The previous transaction must be processed and the form needs to be reaccessed beforeyou can enter your next correction to complete this process.

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11. Enter the correction Quantity.

12. Save your work.

You will see two lines for the PO receipt you want to correct on the Corrections form.Select the line that has “Deliver” as the Transaction Type to enter corrections.

Make sure that this quantity is the number of items not received. The Quantity myst beentered as a Negative number in the field.


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• Return goods to a supplier

• Perform receiving corrections


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Performing Receiving Inquiry

Chapter 3

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Performing Receiving Inquiry

Section Objectives


• Find transactions for receipts

• Use available receiving reports

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Overview of Receiving Inquiry

Finding Receiving Transaction Information

You record receipts by entering receiving transactions. From the time of receipt, many transactions may be required to record the movement of an item through the receiving process. These transactions provide a history that allows you to track an item from its source to its destination. You can use the Receipt Transac-tions Summary form to review these transactions.

Receiving Reporting

You can use the report options available in Oracle Purchasing to access numerous reports to answer the following questions regarding receiving information:

• What goods are expected today, tomorrow, next week?

• Has a particular order been received?

• What shipments are overdue?

• What suppliers have sent more than what was ordered?

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Using the Find Receiving Transactions Form

Find Receiving Transactions

Use the Find Receiving Transactions form to find receiving transactions. You may choose not to enter any search criteria. In this case, click on the Find button and all the receiving transactions will be displayed.

You can click the Clear button to clear any existing search criteria.


2. Navigate to the Receiving Transaction Summary form by choosing Receiving and then Receiv-ing Transaction Summary from the Navigator list.

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3. Open the Receiving Transaction Summary form.

The Find Receiving Transactions form opens:


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4. Select the Source Type using the List of Values.

5. Select the Purchase Order number, Line number, Supplier, and Receipt number using the List of Val-ues.

6. Optionally, enter Item, Rev, Category, Description, and Supplier Item information in the Item alterna-tive region.

7. Optionally, restrict the search to include Packing Slip, Receiver, Freight Carrier, and Bill of Lading infor-mation in the Receipt Details alternative region.

8. Optionally, restrict the search to include Transaction Date and Receipt Routing information in the Transaction Details alternative region.

9. Click the Find button to initiate the search.



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Reviewing Receiving TransactionsReceipt Transaction Summary

1. Select the line you wish to view for transaction summary information.

2. Click the Transactions button.

The Receipt Transaction Summary form appears.

3. Click the Header button to view the header information for the receipt you selected.

4. Close the forms.

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Receiving Information Reports

Receipt Information Reports

You can use the report options available in Oracle Purchasing to access numerous reports to provide you with receiving information. Please refer to the Reporting chapter in your manual for navigation instructions on how to run a report.

The table below has some examples of receiving reports available in Oracle Purchasing. Please note that this is not a complete list of all the receiving reports in Oracle Purchasing.

Report Names Use

Expected Receipts Report Use this report to review all or specified expected receipts for a particular date or a range of dates.

Unordered Receipts Report Use this report to review all or selected unordered receipts. Unordered receipts refer to received items that receiving personnel could not match to POs.

Receiving Transactions Register Use this report to review detail information about your receiving transactions.

Receiving Exceptions Report Use this report to review receipts you placed on exception hold.

Overshipments Report Use this report to find purchase order receipts with a quantity received greater than the quantity ordered. You can also use this report to identify service overcharges or suppliers who deliver more than the requested quantity.

Uninvoiced Receipts Report Use this report to review all or specific uninvoiced receipts.

Receipt Adjustments Report Use this report to review purchase order shipments with corrections or returns to the supplier.

Quality Code Listing Use this report to review the inspection quality codes.

Receipt Traveler Report Use this report to facilitate receiving inspection and delivery of goods you received within your organization.

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• Find transactions for receipts

• Use available receiving reports


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Documents

PO Receiving Basics