Purchasing – Basic Receiving
This article provides step-by-step instructions about basic receiving.
- Enter FPARCVD in the Search field and select Go to open the Receiving Goods Form.
- Enter NEXT in the Receiver Document Code field or, if you have an “in process” receiving document number, enter the number in this field.
- Optional: To select receiving method, double-click in the Receiving Method field to open the Receiving Method List window and select a method.
NOTE: To select an item from the Receiving Method List, double-click the item or select to highlight it, and then select the OK button. - Optional: To select a carrier, enter the carrier’s number (e.g.,@00499294) in the Carrier field and press TAB or select the Search button and double-click the carrier from the list.
- Optional: To enter Receiving Text, select Related and select View Receiving Text (FOATEXT). Enter the text, then select the Save and Close buttons
- Today’s date defaults in the Date Received field. To select another date, select the Calendar button and select a date in the displayed calendar.
- Select the Next Section button to advance to the Packing Slip section.
- Enter a Packing Slip number (required) for the shipment received or select the Search button and double-click on a number from the list.
NOTE: If you do not have an actual packing slip number, use an internal number (e.g., your initials and today’s date.) - Optional: Enter a Bill of Lading (optional) number for the shipment received.
- Select the Next Section button to advance to the Purchase Order section.
- Enter the PO number in the Purchase Order field and press TAB to populate the Buyer and Vendor fields.
NOTE: Make a note of the new number in the Receiver Document Code field at the top of the form (e.g., Y0015416). - Select from the Tools menu: Select Purchase Order Items (FPCRCVP), if there is more than one item on the PO, or you only want to receive a partial shipment. The Receiving Goods PO Item Selection form will open.
- Select Add Item for each item you need to receive.
- Select the Save button.
- Select the Exit button.
- Select the Yes button to close the form or Receive All Purchase Order Items, if this will be the only receipt on the PO.
NOTE: This selection will auto-populate the Final Received check box and the total quantity ordered for each commodity line.
- Select the Next Section button to advance to the Commodity section.
- Optional: Enter a FOB, and press F9 to open the FOB Code List, if needed.
NOTE: To select an item from the FOB Code List, double-click the item or select to highlight it, and then select the OK button. - Verify the Final Received box.
NOTE: This field was auto-checked if you selected the Receive All Purchase Order Items option. Final Received is per commodity line item, not for the entire PO. The received item is marked with a Final Received indicator and carries over to the invoice process.
NOTE: Check Final Received only if this is the last receipt for this commodity. - Enter the quantity received in the Received: Current field and press TAB.
- Enter the unit of measure in the U/M field if it does not auto-populate.
- Select the Next Section button to advance to the Completion block.
- Select the Complete button to complete the receiving document.
NOTE: Select the In-Process button only if you need to return to this receiving document at a later time to complete it. - Select the Close button to return to the main menu.