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Purchasing: Using CounterPoint
Receiving Items
Overview
When you receive items from your vendors, there are four ways to enter these receivings
into your CounterPoint system.
y
Purchasing / Receivings / Receive P.O.’s allow you to process receivings for an existing
purchase order.
y
Purchasing / Receivings / Receive without P.O. allows you to process receivings when no
purchase order is on file.
y
Purchasing / Receivings / Import allows you to import receivings from a text file for
existing P.O.’s.
y
Purchasing / Receivings / Quick receivings allows you to quickly enter (or import) and post
receivings transactions with fewer keystrokes than the standard CounterPoint
receiving process.
This document explains how to use all of these receiving functions.
Introduction to Receiving
Receive P.O.’s
Purchasing / Receivings / Receive P.O.’s allows you to receive against an existing P.O. In this
function, you can:
y
Change the quantity received for an item
y
Backorder or cancel the remainder if the merchandise is not received in full
y
Record serial numbers and lot numbers for serialized and lot-controlled items
y
Receive items that were not on the original P.O., including items that are new to your
inventory
Inventory transactions (and optional received P.O. history entries) are automatically
created for the quantity received, and any backorder quantity remains open on the order.
When no backorders remain on a P.O., the P.O. is removed from the system.
When receivings are posted, the inventory transactions are also posted.
When purchase orders are created by posting purchase requests (see “Posting purchase
requests and printing purchase orders” in Creating Purchase Orders for more
information), the quantity received for each item (and for each location in allocated
purchase orders) is set equal to the quantity ordered, in anticipation of complete
shipment. You may receive a P.O. in one of two modes: All lines mode or Selected lines
mode.
Purchasing: Using CounterPoint - Receiving Items
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You may also use Purchasing / Receivings / Receive P.O.’s to edit or cancel (delete) an open
P.O.
NOTE:
In a Multi-Site configuration, you can receive purchase orders at the Hub or at
any Satellite.
Receiving P.O.’s:
See the Receiving a purchase order section on page 3 for more information.
Receive without P.O.
Purchasing / Receivings / Receive without P.O. allows you to enter receivings for a single
location when a P.O. is not on file. In this case, you enter the P.O. header information
along with each item and the quantity received, at the time you receive the goods. Serial
numbers and lot numbers can be recorded for serialized and lot-controlled items. New
vendors and inventory items can be added during entry.
Receiving without P.O.:
See the Receiving without a P.O. section on page 12 for more information.
Import
Purchasing / Receivings / Import allows you to retrieve receiving information from an existing
text file on disk.
Importing receivings:
See the Importing receivings section on page 13 for more information.
Quick receivings
While quick receivings do provide a faster way to enter and post transactions, there are a
few things to keep in mind when using them:
y
Quick receivings don’t allow form printing
y
Committed quantities for all locations are updated as soon as a quick receiving is
entered
y
On-hand quantities for all locations are updated as soon as a quick receiving is
posted
y
Quick receivings don’t update received P.O. history because they have no
associated P.O. or vendor, so quick receivings can’t be vouchered
You should use the standard receiving process rather than quick receivings if:
y
You want to print receiving forms
y
You want to update received P.O. history
Using quick receivings:
See the Quick receivings section on page 21 for more information.
Purchasing: Using CounterPoint - Receiving Items
Receiving a purchase order
Select Purchasing / Receivings / Receive P.O.’s.
1. P.O.#
Enter the P.O. number to receive.
Press F1 to scan through the existing purchase orders.
When an existing P.O. is displayed, press:
F2
To receive (post) the line items on this P.O. (See the Receiving the P.O.
section on page 8 for more information.)
F3
To cancel this P.O. (See the Canceling a purchase order section on page 20
for more information.)
F5
To view or edit purchase order notes.
F6
To zoom on vendor information.
F8
To view the Purchase Order Totals window.
Enter
To proceed to the line item screen.
NOTE:
For an allocated purchase order, the ship-to location displays as the Location,
and the location group displays beneath it.
OK to cancel this P.O. ?
This question appears if you press F3 to delete the P.O.
Specify whether to delete this P.O. from the system.
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Purchasing: Using CounterPoint - Receiving Items
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Receive mode
A purchase order may be received in one of two modes: All lines or Selected lines. When a
purchase order is initially displayed, its receive mode is All lines.
All lines mode
When you receive in All lines mode, an inventory receiving transaction is created for each
item for the current Qty-rec’d amount. Unless entries have been made, Qty-rec’d is the
same as Qty-ordered.
Use All lines mode when the majority of the line items are being received. To prevent a
line item from being received, you must change Qty-rec’d to zero and backorder the line.
Selected lines mode
When you receive in Selected lines mode, an inventory receiving transaction is created for
only those line items that you have specifically selected by entering a Qty-rec’d or by
pressing F1 to select the line.
Use Selected lines mode when only a few line items are being received.
Receiving individual line items
At the top of the screen, the P.O.#, vendor, location (showing the ship-to location for an
allocated purchase order) and date display, along with running totals for cost and
stocking units received. (Cost information displays only if you are authorized to view
costs.)
Purchasing: Using CounterPoint - Receiving Items
Press:
Up
Down
Arrow Arrow
Page
Up
Page
Down
Home
End
5
To move among the line items.
Enter
To make changes to the highlighted line item. (See the Changing a line
item during a receiving section below for more information.)
F1
In Selected lines mode only, to alternate between selecting and
unselecting the highlighted line. (See the Selecting individual line items
section on page 7 for more information.)
F2
To receive the line items on this purchase order. (See the Receiving the
P.O. section on page 8 for more information.)
F4
To change the price of the highlighted item. (See the Changing item
prices section on page 7 for more information.)
F5
To find a line item on the purchase order by item number or barcode.
(See the Finding a line item on a P.O. section on page 10 for more
information.)
F6
To Zoom on highlighted item.
F7
To change the receive mode. (See the Changing the receive mode
section on page 11 for more information.)
F8
To either view totals in the Purchase Order Totals window or create tags
for each line on the P.O., based on the quantity received, without
completing the receiving. (Any tags already on file for the current P.O.
are removed.)
F9
To add an item to the purchase order (see the “Adding a line item during
a receiving” section on page 11 for more information), or to discount
cost of existing line items.
Esc
To save any changes to this P.O. and exit without receiving the P.O.
Changing a line item during a receiving
Press Enter to make changes to the highlighted line item.
Qty-rec’d
The quantity ordered displays as the default.
Enter the quantity of the item that was actually received for this P.O.
Press:
F2
If the vendor’s purchase unit in the vendor item record is different than the item’s
stocking unit, to enter the quantity in terms of the vendor’s purchase unit (which
will be converted to stocking units after entry).
Up
Arrow
On non-allocated P.O.’s, to change the item description (available only for
miscellaneous items, unless you specified in Setup / Purchasing / Control to enter
non-miscellaneous descriptions).
If you specified in Setup / Purchasing / Control to show cost during receivings, and you are
authorized to view costs, press F5 to change the unit cost.
Purchasing: Using CounterPoint - Receiving Items
A warning message appears if you enter a quantity greater than the quantity ordered.
NOTE:
You cannot change the quantity ordered when using Purchasing / Receivings /
Receive P.O.’s. Quantity ordered can only be changed by reissuing the purchase
order. (See Creating Purchase Orders for more information.)
Gridded items
For gridded items, press:
F1
To enter received quantities in a grid.
F2
To enter received quantities in a list.
F7
To set the received quantity for all color/sizes to 0.
After you have completed entering quantities, the total of the received quantities for all
color/size combinations displays as Qty-rec’d.
NOTE:
Decimal quantities are not allowed for serialized or gridded items.
Allocated P.O.’s
If you are receiving a merged allocated P.O., quantities are entered for each location in
the location group. (See the Receiving a merged allocated P.O. section on page 12 for
more information.)
Unit cost
This field appears if you press F5 to change the unit cost.
Enter the cost, per stocking unit, that you paid the vendor for this item.
Press F1 to select one of the cost options. (See Creating Purchase Orders for more
information.)
Description
This column is accessible only if you press Up Arrow at Qty-rec’d.
Press:
F1
To display the description from the Item file.
F2
If the vendor’s description in the vendor item record is different than the item
description, to use the vendor’s description.
Description changes are retained in the P.O. and included in received P.O. history, but
don’t affect the descriptions in the Item or Vendor Item files.
Gridded items
For gridded items, the color and size tags display in the second line of the description,
and cannot be changed.
Qty-bkord
This column is accessible only if you entered a quantity received less than the quantity
ordered. The remaining quantity on order displays as the default. If you entered a
quantity received equal to or greater than the quantity ordered, 0 automatically displays
for Qty-bkord and cannot be changed.
Enter the quantity to remain on backorder.
Enter 0 to indicate that the remaining quantity is canceled.
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Purchasing: Using CounterPoint - Receiving Items
Backorder or Cancel quantities not received in full ?
This question appears for gridded items if you enter a Qty-rec’d less than the Qty-ordered.
Select:
Backorder
To backorder all remaining on-order quantities for this line item.
Cancel
To cancel all remaining on-order quantities for this line item.
Comment
Make any desired changes to the line item comment.
Serial and lot number information
If you edit a serialized or lot-controlled line item, you are allowed to specify serial
numbers or lot numbers for the quantity received. (See “Entering serial number
information” in Working with Serial Numbers or “Entering lot number information” in
Working with Lot Numbers for more information.)
Changing item prices
Press F4 to change prices for an item.
This option is available only if you are authorized to make protected changes or to add
items on-the-fly.
If you press F4, an item prices window appear. You can change item prices just as you
would using Inventory / Prices / Item prices. (See “Entering item prices” in Working with
Prices for more information.)
NOTES:
y
Changes made to item prices during receivings affect only prices in the Item file.
Location-specific prices can’t be changed during receivings.
y
Changes made by gross margin % are based on the cost of the item on this
receiving.
y
Grid oversize prices can’t be changed during receivings.
Selecting individual line items
Press F1 in Selected lines mode only, to alternate between selecting and unselecting the
current line.
When you select a line using F1, the entire quantity ordered for that line is copied to Qtyrec’d.
When you unselect a line using F1, Qty-rec’d is set to 0.
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Purchasing: Using CounterPoint - Receiving Items
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Receiving the P.O.
Press F2 to receive the P.O.
Labels
If you specified in Setup / Purchasing / Control to auto-generate tags for receivings, (Print
labels) appears in the upper right corner of this window.
After you have completed the fields in the window, press F2 to alternate between
enabling or disabling tags/labels for this receiving.
You may use F2 to enable/disable tags regardless of whether you specified in Setup /
Purchasing / Control to auto-generate tags.
Press F6 to select or change the label format, or press Enter to receive the PO, and then
print labels for the received items.
Receiving date
Enter the date to use as the receiving date (transaction date).
Press F1 to use the current system date.
Receiver #
Enter the number to use as the document number for the receiving transactions.
Press F1 to use the next available receiver number, if one has been specified in Setup /
Purchasing / Control.
If you select to print a receivings form (in Form ID), your entry here prints on the form.
First transfer #
This field appears only if the P.O. being received is an allocated P.O.
When an allocated purchase order is received, the entire P.O. is received into the Ship-to
location of the purchase order. Transfer requests are automatically created to transfer
allocated quantities of the received items from the Ship-to location to the other locations in
the location group.
Enter the starting transfer number to use for transfer requests.
Press F1 if you specified a Next transfer number in Setup / Inventory / Control, to auto-assign
the next available transfer number.
Processing transfers:
See Transferring Inventory for more information.
Purchasing: Using CounterPoint - Receiving Items
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Default comment
Enter the comment to use as a default comment for the receiving transactions.
Press F1 to use the P.O. number as the default comment
The default comment is used only for lines that don’t already have comments entered.
Form ID
Enter the form ID to use when printing the receivings (a Print P.O. form) or creating a text
file (an Export P.O. form).
Press:
F1
To use the receivings form ID specified in Setup / Purchasing / Control.
Enter
For None, if you don’t want to print or export the receiver information.
[Receiving miscellaneous charge-1/-2]
If you specified to use receiving miscellaneous charges in Setup / Purchasing / Control, a
field appears for each charge you specified.
Enter the amount of each miscellaneous charge for this receiving.
Leave <blank> for .00.
If you are authorized to view costs, press F2 to calculate the miscellaneous charge as a
percent of the purchase cost.
If you specified in Setup / Purchasing / Control to include miscellaneous charges in inventory
cost, any charges entered in these fields becomes part of the landed inventory cost for
each item on the receiving. The landed cost is used to update monthly history and
inventory history for these receivings.
You can enter miscellaneous charges as negative dollar amounts or percents. This
feature is useful for recording discounts or other purchase related credits, or for
restocking charges for RTV’s.
Percent
This field appears in a pop-up window if you press F2 to enter the miscellaneous charge
as a percent of the purchase cost.
Enter the percent of the purchase cost to use for this miscellaneous charge.
When you press Enter, the software calculates the miscellaneous charge by multiplying
the percent by the purchase cost, and enters the result in the miscellaneous charge field.
Please mount receiver forms on printer
Type "DONE" when ready
This message appears if you specified a Print P.O. type form ID.
Insert the forms on the printer and type DONE when ready.
Is receiver form just printed OK ?
This question appears after the receiver form has been printed.
Specify whether the printed form is acceptable.
Purchasing: Using CounterPoint - Receiving Items
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Reprint receiver form?
This question appears if you answer No to Is receiver form just printed OK ? .
Specify whether to reprint the receiver form.
This field appears if you specified an Export P.O. form.
Enter the name of the export file to create.
Any existing file with this name in the top-level CounterPoint directory will be overwritten.
OK to receive this P.O. ?
This question appears after you complete the receiving fields if you specified a form ID of
None, or after you specify that the printed forms are okay (for Print P.O. forms), or after the
export file has been created (for Export P.O. forms).
Specify whether to receive this P.O.
Press F1 to alternate between enabling and disabling the creation of tags for this
receiving.
If you answer Yes, receiving transactions are created for each non-miscellaneous item for
the quantity received. No transactions are created for drop-shipped P.O.’s. Any
miscellaneous charges “included in inventory” (per Setup / Purchasing / Control) will
increase the cost of the inventory transaction.
P.O. lines are deleted for items that have no remaining quantity backordered. If no P.O.
lines remain with ordered or backordered quantities, the P.O. is also deleted.
NOTE:
The receiving transactions are not automatically posted. They must be posted
using Purchasing / Receiving / Post.
Finding a line item on a P.O.
Press F5 to find a line item by item number or barcode.
Item number
Enter the item number or barcode of the line item.
Press:
F1
To scan through the line items on this P.O. in order by item number.
F5
To alternate between normal lookup and barcode lookup (which allows you to
enter a barcode greater than 15 characters).
Esc
To exit item lookup.
Purchasing: Using CounterPoint - Receiving Items
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Adding a line item during a receiving
Press F6 to add a line item to the P.O.
Item number
Enter the item number or barcode of the item to add to this P.O.
Press:
F1
To scan through existing items in the item file.
F5
To alternate between normal lookup and barcode lookup (which allows you to
enter a barcode greater than 15 characters).
F7
To enter input text (comments).
Esc
To exit the add mode.
NOTE:
If the Item not on file message appears, press F1 to associate the barcode with an
existing item or F2 to add the item to the item file. See Additional Ticket Entry
Options for further information.
Serial and lot number information
If you add a line item for a serialized or lot-controlled item, you are allowed to specify
serial numbers or lot numbers for the quantity received. (See “Entering serial number
information” in Working with Serial Numbers or “Entering lot number information” in
Working with Lot Numbers for more information.)
Changing the receive mode
Press F7 to change the receive mode for this P.O.
All lines mode
When a purchase order is first created, it is placed in the All lines receive mode. If you
receive the P.O. while in the All lines receive mode, inventory receiving transactions will
be created for all line items whose Qty-rec’d is greater than zero.
Selected lines mode
The Selected lines mode allows you to select specific line items to receive.
If you change line item information or add new lines while in Selected lines mode, those
line items are automatically selected. If you had changed any line item information or
added new line items prior to changing to Selected lines mode, those line items are also
automatically selected.
While in Selected lines mode, lines that are selected show quantities for Qty-rec’d and Qtybkord. These two columns are blank for lines that aren’t selected.
Press:
F1
To alternate between selecting and unselecting the highlighted line item.
F7
To change the receive mode back to All lines.
F8
To sort lines in order by item number, description, vendor item number, or bin
location. Items will print in the order selected.
If you press F7 to change the mode to All lines, any changes made while in Selected lines
mode are still in effect.
Purchasing: Using CounterPoint - Receiving Items
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Receiving a merged allocated P.O.
On a merged allocated P.O., quantities received for non-gridded items are entered in a
location grid, just as the quantities ordered are entered on the P.O. (See “Entering
quantities on an allocated purchase request” in Creating Purchase Orders for more
information.) When you press Esc to end quantity entry, the total of the location quantities
displays as the Qty-rec’d.
Gridded items
Receivings for gridded items on a merged allocated P.O. are entered in the usual
color/size grid, using a separate color/size grid for each location. Enter the received
quantities for gridded items just as you would enter gridded item ordered quantities on a
P.O. (See Creating Purchase Orders for more information.)
NOTE:
For gridded items on an allocated P.O., Up Arrow and Esc are disabled to prevent
“moving back” or aborting entry while making changes. After completing the line
item, you can return to the line to make changes.
Receiving without a P.O.
Select Purchasing / Receiving / Receive without P.O.
This screen is almost identical to the first screen of Purchasing / Receivings / Receive P.O.’s,
with the following differences:
y
F1 is not available to scan through existing purchase orders.
y
If you use Purchasing / Receivings / Receive without P.O. at a remote location (System type
of Remote store or P.O. On-the-Go in System / Registration), you can only create a
“receivings without P.O.” for your own location.
y
When the cursor is positioned at Delivery date, you cannot copy from another
purchase order or purchase request.
y
You cannot enter drop-ship information.
The line item entry screen for Purchasing / Receivings / Receive without P.O. is also almost
identical to the line item screen for Purchasing / Receivings / Receive P.O.’s (see the
Receiving individual line items section on page 4 for more information), with the following
differences:
y
You can press F7 when editing an existing line item to abort entry of the P.O.
y
Only the quantity received is entered. The quantity ordered for each line item is set
to 0 (and doesn’t display on the screen).
y
You can press F6 at Qty-rec’d to view the Item zoom window for the current item (See
“Zooming on an item” in Creating Purchase Orders for more information.).
y
Serial and lot numbers can be entered when receiving without a P.O. (See “Entering
serial number information” in Working with Serial Numbers or “Entering lot number
information” in Working with Lot Numbers for more information.)
After entering a receiving without a P.O., if you don’t then immediately receive the P.O.
(using F2), you must later use Purchasing / Receivings / Receive P.O.’s to receive the P.O.
If you later access this P.O. using Purchasing / Receivings / Receive P.O.’s and change the
receive mode of the P.O. to Selected lines, all lines are automatically selected.
Purchasing: Using CounterPoint - Receiving Items
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Importing receivings
Select Purchasing / Receivings / Import.
If you have previously saved parameters for this import, these parameters display
automatically in fields 2-6. After you have completed field 1, press:
F1
To clear the default parameters from the screen.
F2
To define the import file format. (See the Defining an import file format section on
page 15 for more information.)
1. Review receivings or update P.O.’s ?
Select:
Review receivings
To print a report for review of an import file without actually
importing the data.
Update receivings to P.O.’s
To print the report and import data from the file.
2. Import filename
Enter the name of the file to import.
If the import file is not in the top-level CounterPoint directory, be sure to include the
appropriate drive letter or pathname.
Purchasing: Using CounterPoint - Receiving Items
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3. Backorder or cancel qtys not received in full ?
Select:
Backorder To backorder all quantities not received in full.
Cancel
To cancel any remaining on-order quantities for items that are partially
received.
4. Backorder or cancel items not received
Select:
Backorder
To backorder the entire ordered quantity for items that were not received at all.
Cancel
To cancel any items for which no quantity was received.
5. Add lines for received items not on P.O. ?
Specify whether to add line items for any received items that were not on the original
P.O.
6. Bypass updating for
Select:
Lines with errors
To reject receivings for any line item on a P.O. that has an error in the
imported data.
P.O.’s with errors
To reject receivings for the entire P.O. if any line item on that P.O. has
an error in the imported data.
All, if any errors
To reject all receivings for an import procedure if any error is found in
the data.
Save as/Replace default import parameters ?
This question appears after you press Enter at Field number to change ? if you made any
changes on this screen.
Specify whether to save the information on this screen for use with future imports.
If you answer Yes, the import parameters on this screen are saved.
The import file format, which is entered on the second import screen, can only be saved
from the second import screen.
OK to import receivings ?
This question appears after you press Enter at Field number to change ? if you specified to
update P.O.’s in field 1.
Specify whether to proceed with the import.
Purchasing: Using CounterPoint - Receiving Items
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Defining an import file format
This screen appears when you press F2 at the import parameters screen.
If you have previously saved an import file format, this format displays automatically,
press F1 to clear the default screen in order to enter a new import file format.
1. Record format
Select:
Fixed length
If the length of each record has the same number of characters.
Variable length
If the length of each record is variable.
A file containing fixed length records may or may not display or print one record per line.
Some ASCII text files are fixed length.
Most ASCII files contain variable length records, terminated by a carriage return. These
text files can be “typed” (“cat”ed in Unix systems) or printed, and display or print one
record per line.
Record length
This field appears only if you specified a Fixed length record format.
Enter the number of characters in each record, between 1 and 256.
2. Field format
Select:
Delimited
If the data fields in a record are in variable starting columns, and are
separated by a specific, “delimiting” character at the end of each field.
Fixed position
If each data field in each record always begins in a specific, “fixed” column.
Purchasing: Using CounterPoint - Receiving Items
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Delimiting character
This field appears only if you specified a Delimited field format.
Enter the two-character hexadecimal code for the ASCII character used at the end of
each field to separate the fields in a record .
The corresponding ASCII character is then displayed in quotation marks next to the
hexadecimal entry.
Text in quotes ?
This field appears only if you specified a Delimited field format.
Specify whether each text field in the import file is enclosed in quotation marks.
Field number
This field appears for each remaining section of information on this screen if you
specified a Delimited field format.
Enter the relative field number of the field in the import record.
For example, if you enter 4, the field would be preceded by three occurrences of the
specified delimiting character.
Serial and lot number sections
For serial and lot number information, press Enter for None, if you don’t use serial or lot
numbers.
Start pos / Len
These fields appear for each remaining section of information on this screen if you
specified a Fixed position field format.
Enter the starting column number and length of the field in the import record.
For example, if you enter a Start position of 15 and a Length of 10, the field would be found
beginning at column 15 and extending for 10 characters.
Serial and lot number sections
For serial and lot number information, press Enter for None, if you don’t use serial or lot
numbers.
P.O. numbers
This section of information defines how to determine P.O. numbers.
3. P.O. number method
Select:
From import file
To use the P.O. number from the file you are importing.
Manual entry
To manually enter the P.O. number.
Use prev # if blank ?
This field displays (N/A) if you specified a P.O. number method of Manual entry.
Specify whether to replace blanks in a P.O. field with the last P.O. number.
Purchasing: Using CounterPoint - Receiving Items
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Because receivings must be imported into a specific P.O., a missing P.O. number causes
an error.
Item numbers
This section of information defines how to determine item numbers.
4. Primary lookup by
Select:
Item number
To search the Item file for each imported item number.
Barcode
To search the Item file for each imported item barcode.
Gridded items
For gridded items, each import record must contain a grid barcode and receiving quantity
for a specific color/size. If the majority of your ordered items are gridded, specify B as the
primary lookup method. (Import records for gridded items that contain only the item
number or item barcode are rejected.)
Secondary lookup by
Select:
Barcode
If you specified a primary lookup by Item number, to search the Item file by
Barcode if the number is not found.
Item number
If you specified a primary lookup by Barcode, to search the Item file by Item
number if the barcode is not found.
Enter
For None, if no secondary lookup method should be used.
During the import, the item number (or barcode) is initially looked up using the method
specified for Primary lookup by. If a matching entry is not located using that method, the
Secondary lookup by method is used.
5. Quantities are in ?
Select:
Purchase unit
To scale quantities and costs by the purchase-item’s unit.
Vendor unit
To scale quantities and costs by the vendor-item’s unit.
Stocking unit
To scale quantities and costs by the stocking-item’s unit.
---Quantities--This section of information describes the handling and location of the quantity in each
import record.
6. Use 1 if blank ?
Specify whether to import a transaction quantity of 1 for any record whose quantity is
spaces.
If you answer No, any record that contains spaces as the quantity is reported as an error.
Numeric values (including 0) are always imported as-is. Non-numeric values other than
spaces are always reported as errors.
Purchasing: Using CounterPoint - Receiving Items
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Implied dec places
Enter the number of decimal places contained within the quantity to be imported, from 0
to 4.
You should enter 0 in this field if the quantities are always expressed as whole numbers.
If the import quantity contains a decimal point, the decimal point is used to determine the
number of decimal places, and your entry in this field is ignored.
---Costs--This section of information describes the handling and location of the costs in each
import record.
7. Use imported costs ?
Specify whether to import costs.
Implied dec places
This field displays (N/A) if you specified No for Use imported costs ?.
Enter the number of decimal places contained within the cost to be imported, from 0 to 4.
You should enter 0 in this field if the quantities are always expressed as whole numbers.
If the import quantity contains a decimal point, the decimal point is used to determine the
number of decimal places, and your entry in this field is ignored.
---Serial numbers--Lot numbers
These sections define the location of the serial or lot number in each import record.
10. Delete import file after update ?
Select:
Always
To always delete the import file after the import process.
Never
To never delete the import file after the import process.
No errors
To delete the import file only if the import process produced no errors.
Save as/Replace default format ?
This question appears if you changed the existing import file format on this screen or
entered a new format.
Specify whether to save this import file format for use with future imports.
If you answer Yes, the import file format on this screen is saved.
Import parameters, which are entered on the first import screen, can only be saved from
the first import screen.
Purchasing: Using CounterPoint - Receiving Items
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Import results
As the data file is being imported, the screen displays a running count of the imported
records, along with the item number currently being processed.
Any error conditions encountered during the import session are listed on the Receivings
Import Register.
Use Purchasing / Receivings / Receive P.O.’s to view or change any of the receiving
information after the import, and to actually receive the P.O.’s.
Printing an edit list of receivings information
To print an edit list of receivings information prior to posting the receiving, print the Open
P.O.’s report for the involved purchase orders. (See “Open P.O. Report” in Working with
Open P.O.’s for more information.)
Posting receivings
Select Purchasing / Receivings / Post.
Any P.O.’s that have been received (by pressing F2 in Purchasing / Receivings / Receive
P.O.’s or Purchasing / Receivings / Receive without P.O.) will be posted.
This menu selection also posts:
y
All transfers that were completed using Inventory / Transfers / Transfer-in / Enter.
y
All quick transfer transactions created using Inventory / Transfers / Quick transfers / Enter
or Inventory / Transfers / Quick transfers / Import.
y
All quick receivings transactions created using Purchasing / Receivings / Quick
receivings / Enter or Purchasing / Receivings / Quick receivings / Import.
y
All RTV’s that were completed using Purchasing / Returns to vendor / Enter.
NOTE:
Completed receiving transactions are also posted by the following menu
selections:
•
Inventory / Transfers / Transfer-in / Post
•
Inventory / Transfers / Reconcile transfers / Post
•
Purchasing / Receivings / Quick receivings / Post
•
Purchasing / Returns to vendor / Post
Posting results
Vendor item update
If there is a vendor item record matching the vendor/item combination on this P.O., and if
this P.O. is recorded as this vendor item’s Last Purchase Order (see “Last purchase order
information” in Defining Vendor Items for more information), the date received, quantity
received, and cost per stocking unit are updated in the vendor item record’s Last Purchase
Order information. If these updates are performed and if you specified in Setup /
Purchasing / Control to automatically update current cost, the vendor item’s current cost is
also updated.
Purchasing: Using CounterPoint - Receiving Items
20
Receiving transactions
If you received an allocated purchase order, receiving transactions are created for the
Ship-to location, and transfer requests are automatically generated to transfer allocated
quantities of the received items from the Ship-to location to the other locations in the
location group. Use the Inventory / Transfers / Transfer out menu to print an edit list and post
these requests. (See Transferring Inventory for more information.)
Backordered items
For items with quantity backordered, the P.O. lines are updated so that the default
quantity received is set to the backordered amount, the backorder quantity is set to zero,
and the P.O. remains on file.
Received P.O. history
If you specified in the Setup / Purchasing / Control to retain received P.O. history, the
receiving’s header and line item information is updated to the Received P.O. History file.
Merchandise history
If you specified in the Setup / Inventory / Control to keep merchandise history, the
Merchandise History file is updated.
Inventory history
If you specified in Setup / Inventory / Control to keep inventory history, the Merchandise
History file is updated with inventory history information.
Multi-Site
If the posting is being performed at a Hub or a remote location, copies of received P.O.’s
are written into the appropriate file as follows:
y
At the Hub, if a P.O. is received for a Satellite location, a copy of the received P.O. is
written into the Hub file.
y
At a Satellite, a copy of any received P.O. is written into the Satellite Transmission
file.
Canceling a purchase order
To cancel a purchase order, use Purchasing / Receivings / Receive P.O.’s to display the P.O.
you want to cancel.
Press F3 to cancel this P.O.
Okay to cancel this P.O. ?
Specify whether to delete this P.O. and its line items.
NOTE:
After you have canceled a P.O., you should not re-use the P.O. number.
Received P.O. history
If you specified in Setup / Purchasing / Control to retain received P.O. history the Received
P.O. History file is updated for the canceled P.O. and line items.
Multi-Site
If you cancel a P.O. at a Hub or at a remote location, copies of canceled P.O.’s are
written into the appropriate file as follows:
y At the Hub, if a P.O. is canceled for a Satellite location, a copy of the canceled P.O.
is written into the Hub file.
y At a Satellite, a copy of any canceled P.O. is written into the Satellite Transmission
file.
Purchasing: Using CounterPoint - Receiving Items
21
Quick receivings
Entering a quick receiving
Select Purchasing / Receivings / Quick receivings / Enter.
1. Item #
Enter the number (or barcode) of the item to receive.
Press:
F1
To scan through the existing quick receiving transactions. (Receivings completed
using either Purchasing / Receivings / Receive P.O.’s or Purchasing / Receivings / Receive
without P.O. will also appear.)
F2
To alternate between using normal entry mode and fast entry mode. (See the
Using fast entry mode section on page 23 for more information.)
F4
To scan through existing items in the Item file.
When an existing quick receiving is displayed, press:
F3
To delete this quick receiving.
F4
To change the price of this item. (See the Changing item prices section on page 7
for more information.)
Purchasing: Using CounterPoint - Receiving Items
22
Location
When using normal entry mode, this field defaults to the location specified as This location
in Setup / Inventory / Control until at least one receiving has been entered in this session,
after which this field defaults to the last Location entered.
When using fast entry mode, this field is skipped, and the fast mode default for this field
is used.
Enter the location at which to receive this item.
[Color/Size]
This field appears if the item entered in field 1 is a gridded item.
Enter the color/size information for the item(s) to receive.
Press:
F1
To leave this field blank.
F2
To select the color/size from a selection list.
Color/size information must be entered before this transaction can post.
2. Trx date
When using normal entry mode, the system date displays as the default until at least one
receiving has been entered in this session, after which the last Trx date entered displays
as the default.
When using fast entry mode, this field is skipped, and the fast mode default for this field
is used.
Enter the date of this receiving.
3. Document #
When using normal entry mode, the last Document # entered during this session displays
as the default.
When using fast entry mode, this field is skipped, and the fast mode default for this field
is used.
Enter the document number for this receiving transaction.
Press F1 to find the next existing quick receiving that matches all of the information
entered on field 1 through 4 on this screen.
If you specified a Next receiver number in Setup / Purchasing / Control, press F2 to
automatically use the next available receiver number.
4. Qty received
When using fast entry mode, this field is skipped, and the fast mode default for this field
is used.
Enter the quantity of this item to receive.
5. Cost per [unit]
When using fast entry mode, this field is skipped, and the fast mode default for this field
is used. The item’s Last cost from the Item file displays as the default.
Enter the cost per stocking unit for this receiving of this item.
Purchasing: Using CounterPoint - Receiving Items
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6. Comment
When using normal entry mode, the last Comment entered displays as the default.
When using fast entry mode, this field is skipped, and the fast mode default for this field
is used.
Enter any comment for this receiving.
Using fast entry mode
Press F2 at Item #, to change to fast entry mode.
Location
Enter the location to use as the default Location when using fast entry mode.
Trx date
Enter the date to use as the default Trx date when using fast entry mode.
Leave <blank> to use the system date as the default when using fast entry mode.
Document #
Enter the document number to use as the default Document # when using fast entry mode.
If you specified a Next receiver number in Setup / Purchasing / Control, press F2 to
automatically use the next available receiver number.
Qty received
Enter the quantity to use as the default Qty received when using fast entry mode.
Leave <blank> for No default, to enter a quantity manually for each quick receiving when
using fast entry mode.
For example, if you are barcode scanning individual items, you may want to set this value
to 1.
Unit cost
Enter the cost per unit to use as the default Cost per [unit] when using fast entry mode.
Leave <blank> for No default, to enter a unit cost manually for each quick receiving when
using fast entry mode.
Comment
Enter any text to use as the default Comment when using fast entry mode.
Purchasing: Using CounterPoint - Receiving Items
Pause at Field number to change ?
Specify whether to pause the entry of each quick receiving at Field number to change ? in
order to allow viewing of and changes to the receiving.
Entering serial and lot number information
Entering serial number information:
See “Entering serial number information” in Working with Serial Numbers for more
information.
Entering lot number information:
See “Entering lot number information” in Working with Lot Numbers for more
information.
Importing quick receiving transactions
Select Purchasing / Receivings / Quick receivings / Import.
If you have previously saved parameters for this import, these parameters display
automatically in fields 2-6. After you have completed field 1, press:
F1
To clear the default parameters from the screen.
F2
To define the import file format. (See the Defining an import file format for quick
receivings section on page 26 for more information.)
24
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25
1. Review or update ?
Select:
Review import records
To Review the import records without actually importing them.
Update receivings
To Update receiving transactions.
If you answer Review import records, the Quick Receiving Import Edit List prints, but no
actual receiving transactions are created.
If you answer Update receivings, quick receiving transactions will be created from the
import file you specify.
Multiple receiving transactions can exist for the same item. New receiving transactions
are created regardless of whether there are existing transactions for the same items.
2. Import filename
Enter the path and filename of the file containing the quick receiving information to
import.
3. Transaction date
Enter the date to use for the resulting quick receiving transactions.
Press F1 to use the current system date.
4. Location
Enter the location for the resulting receiving transactions.
5. Document #
Enter the document number for the resulting quick receiving transactions.
6. Default comment
Enter any default comment to use for the resulting quick receiving transactions.
Field number to change ?
Press:
Enter
To begin the import.
F1
If default import parameters have been saved, to clear the default entries from
the screen.
F2
To define the import file format. (See the Defining an import file format for quick
receivings section on page 26 for more information.)
Save as/Replace default import parameters ?
This question appears after you press Enter at Field number to change ? if you made any
changes on this screen.
Specify whether to save the information on this screen for use with future imports.
If you answer Yes, the import parameters on this screen are saved.
The import file format, which is entered on the second import screen, can only be saved
from the second import screen.
Purchasing: Using CounterPoint - Receiving Items
OK to import receivings ?
This question appears after you press Enter at Field number to change ?.
Specify whether to begin the import.
During the import process, a status screen displays showing how many records have
been imported.
Any errors in the import are reported in the Quick Receivings Import Log, which prints
when the import is complete.
Defining an import file format for quick receivings
Import file parameters for quick receivings are entered like import file parameters for
quick transfers. (See “Defining the import file format for quick transfers” in Transferring
Inventory for more information.) Cost information should be entered as follows:
--- Costs --This section defines the cost field in the import file, and determines how many decimal
places are imported for each quantity.
5. Use default when
Select:
Always
To always use the Last cost from the Item file, regardless of any cost in the
import record.
Blank
To use the Last cost from the Item file only if the cost is blank (spaces) in the
import record.
Never
If only costs in the import record should be used.
26
Purchasing: Using CounterPoint - Receiving Items
27
If you answer Never, any blank costs are imported as zero.
Implied dec places
(N/A) displays if you answer Always to Use default when.
Enter the number of decimal places contained in the import quantity, from 0 to 5.
If the import quantities are always expressed as whole numbers, enter 0.
NOTE:
If a decimal point is contained in the import quantity in an import record, the
decimal point is used to determine the number of decimal places, and your entry
in this field is ignored.
Field number
This field appears only if you specified a Field format of Delimited.
Enter the relative field number of the cost field in an import record.
Start position
This field appears only if you specified a Field format of Fixed position.
Enter the starting column number of the cost in an import record.
Length
This field appears only if you specified a Field format of Fixed position.
Enter the length of the cost field.
Purchasing: Using CounterPoint - Receiving Items
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Printing the Receiving Edit List
Select Purchasing / Receivings / Quick receivings / Edit list.
The Receiving Edit List allows you to review existing quick receivings before posting
these transactions. Warning messages appear on this report for all transactions that will
not post (e.g., Transaction will not post - invalid serial count).
NOTE:
This edit list also contains any receivings that were completed using either the
Receive P.O.’s and Receive without P.O.’s menu selections.
Posting quick receiving transactions
Select Purchasing / Receivings / Quick receivings / Post.
This menu selection also posts all receivings that were completed using either
Purchasing / Receive P.O.’s or Purchasing / Receive without P.O.
NOTE:
Any existing quick receiving transactions are also posted by the following menu
selections:
•
Inventory / Transfers / Transfer in / Post
•
Inventory / Transfers / Reconcile transfers / Post
•
Purchasing / Receivings / Post
•
Purchasing / Returns to vendor / Post
When quick receiving transactions are posted, the Item, Inventory, Distributions, and
Merchandise History files are updated to reflect the new transactions. (The Merchandise
History file is updated only if you specified in Setup / Inventory / Control to keep inventory
history and/or keep merchandise history.) In addition, if you are using Multi-Site, the
transactions are added to the Multi-Site Transmission file.
Purchasing: Using CounterPoint - Receiving Items
29
If you entered transactions for serialized or lot-controlled items, the Serial file is also
updated to reflect the new transactions.
Create tags ?
Specify whether to create tags for these receiving transactions.
WARNING: Purchasing / Receivings / Quick receivings / Post also posts all receivings that were
completed using Purchasing / Receive P.O.’s or Purchasing / Receive without P.O. If
you specified in Setup / Purchasing / Control to auto-generate tags for receivings,
you may create duplicate tags if you answer Yes when posting quick transfers.
To avoid creating duplicate tags, you may want to use Purchasing / Receivings /
Post to post all completed receivings before entering and posting quick
receivings.