All Special Orders for customers and Stock Orders, which are entered via the computer, must be received in the Purchase Order Module. To receive a Purchase Order, click Inventory: Purchase Orders: Receive Shipments. If you know the PO Number or Bill Of Sale Number, enter it in the box, and press Enter. Otherwise, click Lookup, find the PO in the list, and double-click it. The Purchase Order screen appears.
If you have not entered the Invoice on Acknowledgement number, do it now! (If you don't have the Invoice, or acknowledgement number, this number can be located on the Freight Bill.) Check the cost and edit it if necessary if you hadn't checked the cost when you got the acknowledgement. The new cost automatically goes back into the sales order, and updates the Cost Of Goods Sold if the item is a Special Order. In a stock shipment, if the cost is changed, the new cost goes back into the inventory database and updates the factory cost of the item.
Tip: After you have clicked the Rec. All button, enter the invoice number in the first line item. Click Rec. All again and the software will automatically populate the invoice number on all line items. This saves many key strokes.
Next, the apply button will be activated. Click the Apply button and the following form will appear on the screen. This form actually does the receiving.
The form shows the quantity ordered as 3. Quantity Received in blue can be changed if the factory Back Orders some items. Depending on how you pay your bills, whether upon "Receipt Of Goods or Actual Invoice Date" Set the date to reflect the dating you want in A/P. For stock shipments as this, you have several options indicated by the bullet.
Select Each Floor Tag allows you to individually receive each items and individually pick which items you want to print a retail price tag for.
Print all w/Floor tags, will print out retail price tags for all items on the Purchase Order. The check box will activate so you can process the entire order with one click.
Print NO Floor Tags avoids the prince tag form. The check box will activate so you can process the entire order with one click.
Note: I do NOT recommend receiving the entire order by checking the check box. This will definitely lead to missing back ordered items!
If you need to skip an item entirely, use the Skip button. Stop receiving will stop any more processing of this Purchase Order.
When you have completed the Purchase Order, a form comes up requesting any "Prepaid Freight". Because we have completely integrated Accounts Payable, any Prepaid Freight by the factory must be accounted for so the software can distribute the invoice.
If you don't have the Invoice yet, the date of the freight bill will be the date of shipment on the invoice. It's always the same. We need this date to set up the dating on the Accounts Payable side. It later can be edited in the Accounts Payable module.
Click OK when done or leave blank if no prepaid freight is charged. Message box comes up; Po Has Been Received! Click OK . You are asked if there are any more PO's to receive. If not, you are returned to the Main Menu.
Here's what receiving the PO's will do:
For stock shipments, you have the option of printing out new Price Tags for the Floor. If the cost has changed, then Inventory cost in the data base will be upgraded and the On Sale and Factory List Prices will automatically be recalculated based on your setting in the data base. You then can print out new retail price tags for the floor. If there are any sold orders tagged against incoming stock, these orders will be received and the balance, if any, will be added to the data base. These orders will be marked POREC on the sales order.
For Special Ordered Shipments, the computer tags the items as "SOREC" or "SSREC" accordingly. If you view the sale, the status column will show the change on each item. The computer will now recognize that the item has been received. The cost Of Goods Sold gets automatically updated.
On both Special Order and Stock shipments, if you have set the store set up to print receiving labels, then a Bar Coded 2 1/4 x 4" labels on the Dymo Label Printer. The case amount of the purchase order will be entered automatically into A/P if you have this option set. Both Stock and Special Ordered Purchase Orders will be available on the Receiving Reports in the Purchase Order Module.