Confirm Received Purchase Order Item Costs

Reference Contents > Goods Receipt and Purchase History > Confirm Received Purchase Order Item Costs

This window is used to provide access to Purchase History records for the purpose of adjusting the item cost. It is also used (if permitted in “System preferences”) to update the Current Material Cost or the This-level Outwork Current Cost for parts. This process is usually carried out by accounts staff after the supplier’s invoice is received for the goods. In this way, a simultaneous check can be carried out that the invoice is appropriate (quantities and items have been received). If you have the “Ledgers” license option, you are recommended to use “A/P”, “Invoice and Credits…”, Invoice verification feature.

When the window opens you can either use the previous/next buttons or click on the Select Purchase Order button to select the order you are receiving in the Purchase History PO Selection window. When you have selected the PO of interest a list of PO items received will be presented.

An icon on the right of any list line indicates whether the price update process has already been done. To update the costs if necessary change the unit price or quantity value charged. Remove any lines that are not to be included in the update (I.E. may have been received but as yet un-invoiced).

Finally, click on the Confirm Prices as Listed button.

During an update the history and any purchase part records are adjusted to reflect the new cost. Only if the appropriate “System Preferences…” control is set will the part master current cost be updated.

Cost updates follow the following rules:

• Normal parts: Material current cost will be updated following the Method of costing materials rule chosen in the File — System Manager — Company Details. The Receiving overhead cost may also be updated, depending on settings.
• Outwork type parts: Current this-level outwork cost will be updated along with the Outwork current cost. The Receiving overhead cost may also be updated, depending on settings.
• WO Outwork Operations: The Process Route run time is recalculated based on the updated cost and the Work Centre rates. No immediate cost changes are made to the assembly part, however, after a cost roll-up the new times will effect the assembly’s cost (see NOTE below). The Work History created by the receipt of the Outwork Operation will be adjusted with the new time.

NOTE: For Outwork Operations, there is a system option optPOOutOpNoUpPro which if set to 1, times on process route operations are not changed when WO outwork operations, received from a PO, have their prices confirmed.

NOTE: Normally, part current costs are updated if you have the Update part current cost when Purchase Order prices are confirmed File — System Manager — System Preference is set. This is true even when the Part Prohibit auto-cost-update control is on. However, there is a system-level option that can extend this control. If the option optPartCostNoUpdate is set to 1, when a part has the Prohibit auto-cost-update control on, part costs are not updated during Confirm PO Prices or Invoice Verification.

Field	Description
Purchase Order number	Purchase History. Purchase order number. {PUHFILE.PUHPONO char 6}
Supplier code	Purchase History. Supplier code. {PUHFILE.PUHSUPC char 6}
Supplier name	Suppliers. Supplier company name. {SUPFILE.SUPNAME char 40}
Currency	Purchase History. Currency Code. {PUHFILE.PUHCUR char 3}
Exchange rate	Purchase History. Currency conversion rate at the time of receiving goods. {PUHFILE.PUHRATE number float}
Grid of received items	A list of PO items received to-date. Change any costs on the list and when complete click Confirm Prices.
Remove	Click to remove a line from the list to avoid it being marked as confirmed.
Line number	Purchase History. Purchase order line number. {PUHFILE.PUHLINE number 0dpShortnum}
GRN	Purchase History. Goods received note number. {PUHFILE.PUHGRN number}
Part number	Purchase History. Our part number. {PUHFILE.PUHPTNO char 18}
Supplier part number	Purchase History. Supplier part number. {PUHFILE.PUHSPTN char 18}
Purchase unit of measure	Purchase History. Purchase Unit of Measure. {PUHFILE.PUHPUUM char 6}
Net received qty	The received quantity less any returned to the supplier.
Old Value	The current item quantity value as recorded before any confirmation of new costs.
New Value	The value of the net received quantity after any changes you have made.
New Unit Cost	The unit cost of the item.
Reference	Purchase History. History reference entered on receipt (unique if part is tracked). {PUHFILE.PUHREF char 15 Idx} NOTE: Normally the Reference field is read-only. However, if you have privileges to operate Process – Goods Receiving and History — Amend History References and you operate that first opening the Amend Purchases History References, when you subsequently open the Confirm Received Purchase Order Item Costs window, the Reference field will be available for editing.
Description	Purchase History. Description. {PUHFILE.PUHNPDE char 32000}
Total Old Value	The total value of the order currently on file.
Total New Value	The total value of the order after any changes.

Button	Action
Select Purchase Order	To select a Purchase Order and display all received items. It opens the Purchase History PO Selection window.
Confirm Prices as Listed	To confirm to file the prices that you have entered in the list.

See also: –

Purchase History PO Selection

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Purchase History Part Selection

Reference Contents > Goods Receipt and Purchase History > Purchase History Part Selection

This window is used to select a purchase order received part. There must be purchase history records available. Type in a part number or supplier part number and use the arrow buttons if needs be. You can also use the Parts Scratchpad to select a part.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Purchase History Listing

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Supplier Delivery Performance

Reference Contents > Goods Receipt and Purchase History > Supplier Delivery Performance

This window provides an analysis list of customer dispatches. It derives it’s data from sales history on the basis of the options you have set in the Supplier and Dispatch Performance window.

The Service factor is a extra category of performance that is initially set to zero in the analysis. This is a value that you manually enter in the list and may represent a factor of performance that is not related to the data at all, such as general cooperation. To add in this factor click-pause in the column on the first supplier of interest, enter a penalty quantity and confirm with the tab key.

You can sort by Net to show the suppliers in net grading order.

Use the Print Report button to obtain a hard copy of the results.

Button	Action
Print Report	To print a report sorted in the order shown.

See also: –

Supplier and Dispatch Performance

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Goods Receipt and Purchase History Topic Contents

Reference Contents

Most topics are related directly to functional windows, menus or toolbars. Click on the topic to view details.

• – Goods Receiving and History Menu
• Amend Purchase History References
• Confirm Received Purchase Order Item Costs
• Goods Receipt from Purchase Order
• Goods Received Notes Selection
• Goods Return to Supplier
• Previously Processed GRNs
• Purchase History List
• Purchase History Listing
• Purchase History PO Selection
• Purchase History Part Selection
• Purchase History Report Selection
• Purchase History Selection
• Supplier Delivery Performance
• Supplier and Dispatch Performance
• View Engineering Data

Reference Contents

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– Goods Receiving and History Menu

Reference Contents > Goods Receipt and Purchase History > – Goods Receiving and History Menu

Goods receipt from suppliers or returns. Purchase history review analysis and reporting functions.

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View Engineering Data

Reference Contents > Goods Receipt and Purchase History > View Engineering Data

This window opens with the engineering data for the part selected when you click on the Show Engineering button of the Goods Receipt from Purchase Order window.

TIP: You can usefully incorporate quality standards information in the Engineering Data and then use this feature to gain access to procedures for quality assessment during the receiving process.

See also: –

Goods Receipt from Purchase Order

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Goods Receipt from Purchase Order

Reference Contents > Goods Receipt and Purchase History > Goods Receipt from Purchase Order

Parts and services purchased from suppliers will normally be subject to Purchase Orders. If they are not and the items are part-numbered inventory items, they must be received into stock using a Stock Control Activities window.

When goods that have been ordered on a PO are received from a supplier, this fact must be recorded using the Receive goods from PO function from the Process — Goods Inwards and History menu. If, subsequently, it is decided to return goods received in this way, you must process this using the Return Goods to Supplier function. This return process is only available if Purchase history is being maintained which is controlled by System preferences.

After goods receipt, you can confirm prices paid for the goods. This can, subject to a “System preferences” control, automatically update current material and outwork costs for parts and process route times for outwork operations.

In this window multiple receipts can be processed. When the window opens you can either use the previous/next buttons or click on the Select Purchase Order button to select the order you are receiving in the Select Purchase Order window. When you have selected the PO of interest a list of PO items will be presented.

Once you have the right Purchase Order, you can load the item data into the fields in the list. You enter the received quantity in Buy Units of Measure. The ordered and actual lead days are automatically calculated from the order date using the Buy Calendar. A Purchase reference field is provided for each purchase history record. Up to 15 characters can be entered. This can be used for quality certification data and can be used for report and list selection. You can also modify the default inventory history comment, which by default is prefixed by “Lead NNN, “, where NNN is the actual lead days.

NOTE: You can force the user to enter a unique purchase history reference when receiving tracked parts by checking the appropriate “System Manager” “System Preferences” setting. The reference you enter will then be held against the tracking record and is useful to attach suppliers certification document references to the tracking history.

During the goods receiving process, you may wish to have the option of completing a PO line item with a delivered quantity that is not exactly the ordered quantity. This can be useful to avoid leaving trivial quantities on back-order or, if the received quantity is in excess of that ordered, having to adjust the order prior to receiving it. To provide this feature, the System Manager can enter a variance limit in both quantity percent and value terms (see File — System Manager — Company Details topic). For each PO line item the system will apply the lower of the two values and permit, after a warning, line item completion with that transaction. Purchase history and Inventory will reflect the actual receipt quantity.

NOTE: Normally, if you have outwork assemblies on order and some of the outwork kit items are shortages, you will not be able to receive any quantity of any item on the PO until the shortages are issued to the supplier. This is because the shortages are linked to the PO rather than a specific line item. If this is particularly disruptive to you, you can set an option in your settings to avoid this protection. Set option optPOOutShortReceipts to 1 or YES, you will then only be warned but you can still receive goods from the PO. If you receive everything, the only way to remove the shortages which remain on file is to Reset Data Files, Reset Part Process Quantities for the shortage kit components.

To confirm and process the receipt, click on the Process Receipt button. When a receipt is confirmed the following record manipulation automatically takes place:

• Part physical and on-order quantities are adjusted.
• PO item balance due quantity is adjusted.
• PO item is deleted if balance is zero.
• PO header record is deleted if no PO line items remain.
• Inventory history record is created (subject to “System Preferences…” control).
• Tracking records are created if the part is flagged for Tracking.
• Purchase history record is created (subject to “System Preferences…” control).
• Purchase Part record is updated or created (subject to “System Preferences…” control and being checked on the Purchase Order).

WARNING: This process DOES NOT update the part material or outwork current cost. This is done only within the “Confirm PO prices…” function or, if the Ledgers option is licensed, in the “A/P”, “Invoice and Credits”, Invoice verification feature.

NOTE: If option optStockBatchNoManual is set to 1 or YES, the user is permitted to enter a Batch Number for batch tracked items received from a Purchase Order or received from a Work Order. The number must be unique and have a different prefix character to that currently set in the Company Details.

When you operate the Process Receipt button, depending on options and the status of received parts, you may be presented with the Serial Number Creation on PO Receipt and Location and Batch Assignment windows. See these topics for details of operation.

Button	Action
Select Purchase Order	To select a PO and display all unreceived items for receipt.
Column sort buttons	Click to sort on the column, click again to reverse sort.
Show Engineering	Enables you to view Engineering data for a selected part, which may contain inspection instructions. It opens the View Engineering Data window. TIP: You can usefully incorporate quality standards information in the Engineering Data and then use this feature to gain access to procedures for quality assessment during the receiving process.
Show PO Details	Brings forward the PO header details which may contain comments of importance to the receiving process. It opens the Purchase Order or RFQ Details window.
Show Quality Tests	If the selected line (click in a field of a line) is for a part with the Quality assurance tested attribute set, this button will be enabled and will open the Part Quality Assurance Regime Maintenance window.
Full Receipt	Click to set all items as being fully received.
Process Receipt	To process any receipts you have recorded in the list.

Purchase Order Kits

A PO Kit is a ‘P’hantom type part placed on a Purchase Order. As far as the supplier is concerned, it is one item. However, as far as you are concerned it is the collection of components that make up the bill of material. On placing and order for a PO kit, the program regards the kit items to be ‘Due on P/WOs’ and not the kit assembly. On receipt the kit items are received into stock, not the kit assembly. As far as the purchase documentation is concerned, however, there is only the assembly part recorded (I.E. in PO Items, Purchase History and Purchase Parts).

When a quantity of a PO Kit is received then the net quantity of the kit components are received. This is not visually shown on the window, but if some of the components are serial numbered on receipt or batch tracked or multi-stock locations, they will be included in the pre-processing windows just as if they had been ordered separately.

Goods Received Note Number

A Goods Received Note number is assigned to all purchase history items. You can control whether one number is given to many receipts from the same PO at the same time, or a unique GRN number for each receipted item, by using the following System Preference:

GRN numbers for each receipt rather than session: When Purchase Orders are received from a given supplier and Purchase Order, history records are stamped with a Goods Received Note number. Without this option set, all items received at one time by a user receiving from a given purchase order will all be combined under one GRN number. If this option is set, each individual item receipt will receive a new GRN number.

GRNs will list PO Kit assemblies and also list separately it’s kit components.

Purchase History

History records are optionally maintained. To record purchase history the appropriate checkbox must be checked in “System Preferences…”. In addition, if the purchase item is a regular part numbered item, the system can optionally create or update the Purchase Part record for the part from the supplier. This process is controlled by two factors. First, the appropriate control must be set ON in the “System Preferences…”, and second, the PO line item must have the Update purchase part file on receipt of item checked. If multiple receipts take place for the item, the purchase parts file is updated on each occasion.

The process of updating Purchase Parts records occurs when a PO receipt is processed (see the Purchase Parts topic for more details). If a purchase part record exists for the part/supplier relationship the purchase history record will be linked to it.

Records are automatically maintained for all items received from suppliers under Purchase Orders including part number items, non-part number items and WO outwork operations, and each receipt of each item. Within the “System Manager” controls the “Period Routines…” provides for selective deletion of purchase history records.

Adding Extra Part Items to a PO Receipt

In some circumstances it is sometimes appropriate to add part items to a PO Receipt when it has been inappropriate for those parts to be entered as PO line items. For example, you may buy an assembly from a supplier that you dismantle and use separate parts in different sub-assemblies of your product. In this case you need to receive additional items not listed on the order.

To achieve this you must add the optPOReceiptAddUsers option at the system level (I.E. In the Privileges and Settings window, then System and Options tab panes. Enter a list of system users permitted to add part items to the receipt of PO items list. Each User Id must be followed by a comma, including the last.

If you are a user listed in optPOReceiptAddUsers you can then add parts to a valid PO Receipt list by dragging parts from Parts Scratchpad, or BoM Listing, and dropping them onto the receipt list.

Purchase and Inventory History will be produced when the receipt is processed, but such added items are un-costed and do not effect purchase parts. To indicate which purchase history items were extra added items the supplier’s part number is set to ***EXTRA*** (in fact string s4384). Such extra part items are NOT listed when you confirm purchase prices or on invoice verification and they are always marked as being cost-updated.

See also: –

Select Purchase Order Previously Processed GRNs

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Previously Processed GRNs

Reference Contents > Goods Receipt and Purchase History > Previously Processed GRNs

This pop-up window lists any GRNs previously processed while the Goods Receipt from Purchase Order window has been opened. Select those you want to re-print and confirm with an OK.

See also: –

Goods Receipt from Purchase Order

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Purchase History PO Selection

Reference Contents > Goods Receipt and Purchase History > Purchase History PO Selection

This window is used to select a purchase order that has been received. There must be purchase history records available. Type in a PO number or supplier code and use the arrow buttons if needs be.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Purchase History Listing

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Reference Contents > Goods Receipt and Purchase History > Purchase History PO Selection

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Goods Received Notes Selection

Reference Contents > Goods Receipt and Purchase History > Goods Received Notes Selection

This window is used to print a range of Goods Received Notes or other purchase history based on a GRN range.

NOTE: A GRN has two modes of printing. You can print a GRN at the time you record the receipt of goods in the Goods Receipt from Purchase Order window. In this case both stock location and batch tracking data is available for the report. Alternatively, You can print a range of GRNs from the Process — Goods Receiving and History — Print GRNs menu function. In this case only batch tracking data is available as stock multi-location data in the datafile may not be available or give misleading results.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print Report	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

Compiled in Program Version 5.10. Help data last modified 24 Apr 2012 06:49:00.00. Class wPuhGrnPrint last modified 17 Oct 2017 04:29:56.

Reference Contents > Goods Receipt and Purchase History > Goods Received Notes Selection

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