Steps in the screenshots correspond to the numbers in the headings.
Services and Rental are handled totally differently than Office and Maint_Supplies. For Services and Rental, you are working from a total dollar amount. For each receipt, you enter a quantity of 1 and a dollar amount. That dollar amount is subtracted from the total until the PO balance is consumed.
If you need MORE money added to the PO, you can contact your Buyer, and they can either add another line to the PO or create a new PO, whichever makes more sense.
If you are not going to use the entire amount, you can check the Close Short box to indicate the full amount will not be used.
In all cases, ALL RECEIVING MUST BE COMPLETED IN THE PO LINE in the lowest section of the screen BEFORE the Close Line button is clicked.
Additional things to consider:
You must hit Save in the header (or Control+S) after every receipt -- there is no implied Save.
If you have made an error in the lowest section and the PO line is in the Received Partial status, the Buyer can assist you with correcting your error.
If you have made an error, Closed the Line, and the PO is in the Received Full status, the Purchasing Supervisors can fix your error.
1. From the main menu, select Inventory > Purchasing > PO GNS Receipt.
2. Enter the PO ID number in the search text box.
3. Click the green magnifying glass. The PO will load.
4. Select the Line to be received.
If your PO has multiple lines, you will be working with each line individually.
A GNS ID of Services must have a Services Category selected. If there is not a Services Category selected in a Line, you will have to select one before receiving that line.
5. All receiving will be done in the lowest workspace.
6. Click the New button to add a line.
7. The Quantity Consumed defaults to 1 and should ALWAYS be 1 when consuming Services or Rentals.
NOTE: There is a validation field when entering a receipt on a SERVICES or RENTAL GNS Line that you will NOT be able to enter a quantity other than one (1). If you type something different by accident, the system will give you an error and will not allow you to proceed until it is corrected.
8. Enter the amount for this receipt - the dollar figure for this transaction.
If you do not enter a decimal point, the system assumes that you have entered a whole dollar figure.
9. Enter a Receipt Note containing the Invoice #, your initials, and date of receipt. This field is limited to 40 characters.
10. Click Save in the header or Control+S. There is no implied Save. If you do not hit Save, the transaction will not be recorded.
11. The Line Status and PO Status will move to Received Partial.
12. The Services/Rental Remaining Balance will be reduced by the amount of the entry.
13. Repeat steps 6-12 until you have consumed the entire purchase.
14. If you are not going to use the entire amount of the PO, on your last entry, check the Close Short box and Save.
Remember, as long as the PO line is in the Received Partial Status, any mistake that has been made can be corrected by your BUYER.
15. Once you are TOTALLY FINISHED RECEIVING against the PO, click the Close Line button and Save.
16. Clicking Close Line will move the Line Status to Received Full, and if there is only one line on the PO, it will move the PO to Received Full as well.
Once Close Line has been hit and the Line status is in Received Full, the PO must be sent to the Purchasing Supervisors if any changes need to be made.
