Receiving by PO Line Number

Receiving by PO line means that you identify the number of the PO on which the goods were ordered. To receive by PO line, you must use the Receipt Setup (RSU) screen and the Receiving by PO Line Number (RBL) screen.

The Receipt Setup (RSU) screen records general - or header - information about the receiving of one or more shipments of ordered items.

Once you complete the RSU screen for the first time each day, you can receive multiple shipments of items without setting up a new receipt header. However, if any of the general information (such as the delivery date) changes for a shipment, you must set up a new receipt header.
 

1. Type RSU in the NEXT FUNCTION field of any screen in the Purchasing module and press ENTER to access the Receipt Setup (RSU) screen. 
2. Type your buying entity in the BUY ENTITY field.
3. Type the purchase order number (usually found on the packing slip) in the PO NO. field. 
4. Type the packing slip number in the PACKING SLIP NO field. (If no number is available, you can use a code established by your agency.)  This is a required field and cannot be left blank. 

Note:  If you use the actual packing slip number, you should create a new receipt header for each shipment you 
          receive.  

Note:  If you use a code, you can receive several shipments under the same receipt header. However, if any  
          general information on the original receipt header changes, other than the PO number, you must set up a  
          new receipt header. 
5. Type the three digit ship-to code for your receiving location in the RECEIPT LOCATION field. 
6.  Type the date you received the merchandise in the DELIVERY DATE field, using the MMDDYY format (where MM = month, DD = day, and YY = year).  

Note:  You can also enter the date in MMDDYYYY format. 

Note:  If you leave this field blank, the system automatically inserts the current date. 
7. Type X (or any other character) in the RECEIVING BY PO LINE NUMBER field and press ENTER to access the Receiving By PO Line Number (RBL) screen. 
8. Press ENTER again to display the purchase order lines that are open to receiving. 
9. Select the correct PO line based on the item description and type the actual number of items received in the QUANTITY field.  

Note:  Enter this amount in the correct unit of measure.  This can be recorded in either stock-keeping units  
          (SKU) or units of purchase (UOP).  When practical, physically count the items delivered and verify your  
          count with the quantity on the vendors packing slip. 
10. Type the unit of measure code in the UOM field and press ENTER.  

Note:  The code for the unit of measure (UOM) for the quantity you receive should match the code in the UOP  
          field for the item you are receiving.  However, if receiving by stock-keeping unit (SKU), type the  
          appropriate SKU code.  The system makes the conversion to UOP for you. 

Note:  For a listing of units of measure, access the Units of Measure List (UML) screen by typing UML in the  
          NEXT FUNCTION field and pressing ENTER. Type R in the NEXT FUNCTION field and press ENTER to  
          return to the RBL screen. 
11.  If receiving inventory or stock items that are perishable, type the expiration date, if applicable, in the EXP DT field in the MMDDYY format.  

Note:  You can also enter the date in MMDDYYYY format.
12. If needed, type a short note or code about the items received in the NOTES field. 
13. If you have a shipment to receive from another PO, type the new PO number in the PO NO. field and press ENTER.  The PO lines that are open to receiving will be displayed. 

Note:  If any of the general information on the receipt header has changed for this shipment (e.g., packing slip  
          number or delivery date), you must return to the RSU screen to update this information before you begin  
          receiving the next shipment. 
 
 
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