Receiving Purchases

When vendors ship materials to your company, you record the materials received against the purchase order. If you receive a line item that is damaged, you can receive the full shipment amount and return the rejected quantity. Primarily this would be used to track packing slips from items ordered by purchase order. It may be used to help track where items have been stored and also to track waybills from third party shippers.

To record that you’ve received items you issued a purchase order for, navigate to [a] Payables, then [g] Receiving Entry.

To record that you’ve received items from a purchase order, click on the Detail tab and select the Add action. You’ll be able to select from a list of vendors who have been issued purchase orders that still have outstanding amounts.

We’ll receive the items we purchased in the previous lesson.

It might be that the items you ordered all come in at the same time, or that they dribble in a few here and a few there. If you select the ‘+’ symbol all the outstanding items will be received. Otherwise you can select item by item.

If you review the original purchase order, you’ll see that the items are now recorded as received.

You can print the receiving slip.

Supporting Documents

You may want to save the documents that came with this order. To upload them to Abio, click on the Supporting Documents tab. Start by adding a new document and giving it a description.

Then use the Change action to upload the waybill.

If you specify that this document should be included with invoices, then when this material is included in a daysheet, this waybill will be included in the billing package.

Receiving Entry Actions
  • ‘A’dd a receiving entry . After the addition of a new Receiving Entry a ‘Print receiving slip?’ message will appear. Clicking ALT and Y together can be used to apply a record.
  • ‘C’hange an existing receiving entry. To change an item entry enter Action code C in the Receiving entry and C in the act field of the item to be changed – click on the field to be changed with the mouse, make the change, hit enter and then ALT and Y together to apply the change.
  • ‘D’elete an existing receiving entry. To delete an item in a receiving entry enter C in the Action field of the Receiving entry and D in the act field of the item to be deleted, hit enter and ALY and Y together to apply the delete.
  • ‘H’istory action is used to move a receiving entry from Current to History. This is a toggle – using the H action on a current record will move it to History – using it again on a record on history will bring it back to current.
  • ‘P’rint in the action field will print the invoice.
Receiving Entry Fields

vendor – vendor code, this is a key field and may not be changed, it must be present and have a corresponding vendor record – attempting to tab through this field leaving it blank will bring a drop down list of valid vendors.

receipt no – entered by the system, this number will be the next available sequence number taken from G/L Company table.

shipper – if entered it must be valid in table vendor, entering any character in this field and then attempting to tab through it will bring a drop down list of valid vendors.

packing slip – packing slip number – up to 12 characters in length.

carrier – if entered it must be valid in table vendor, entering any character in this field and then attempting to tab through it will bring a drop down list of valid vendors

way bill – this is the way bill number.

receiver –the name of the employee who received the items.

checker – the name of the employee that checked the received items.

check date – valid date YYYY.MM.DD

comment – memo use only.

stored at – location item is stored.

Receiving Item Details

act – action code -applies to specific item – must be one of Add, Change, Delete or Inquire.

item – item number of entry

p/o no – must be valid open purchase order number for vendor entered – a drop down of available PO’s for this vendor can be displayed by entering a character in this field and attempting to tab through it.

item – must be valid item number for purchase order entered. The ‘+’ key will automatically feed all items on the purchase order to the receiving entry. Entering a character in this field and attempting to tab through it will display a list of available items for the PO entered.

job – this is system generated and pulled from the purchase order.

area – this is system generated and pulled from the purchase order.

description – this is system generated and pulled from the purchase order – clicking on the description with the mouse will display the PO used to populate the item.

date – must be valid date in YYYY/MM/DD format within the previous 2 months to next week timeframe – defaults to date item is entered.

o, s &d – reference number for over, short or damaged items.

shipped – number of units shipped.

received – number of units received.

outstanding – number of units still to be received for corresponding item.