Creating a Purchase Order Receipt

When the items on a purchase order are received at a warehouse, you can create a receipt for them to acknowledge that those items have been received.

You can only create receipts for line items on approved internal purchase orders. In addition, the purchase order lines must meet the following criteria:

  • The line item type must be: "Blanket Order", "Capital Equipment", "Category", "Description", "Item", or "Service". Additionally, line items of type "Service" must have an outbound part status of "Shipped".
  • The purchase order line item must not have a status of "Closed" or "Cancelled".

For more information about receipts, see Receipts.

Notes:

  • If a received item requires inspection, after creating the receipt an entry appears on the Inspection tab in Action Queues. When this occurs, the inspection must be completed before the items can be put away or used in a production order.
  • If you want to allow over-receiving for your purchase order lines, contact your administrator. They can enable this for you by setting up the following two fields of the Organization Settings custom setting according to your needs:
    • Allow Over Receipt of PO Line
    • Over Receipt Percent
    You won't be able to receive over the quantity or total cost on a purchase order line unless the Allow Over Receipt of PO Line field is selected. If an over-receipt percentage has been specified in the Over Receipt Percent field, you won't be able to receive a quantity or amount that exceeds this percentage.
  • To create receipt for intangible items, ensure that you have enabled Indirect Procurement feature from the Feature Console. For more information, see Enabling the Indirect Procurement Feature.

To create a purchase order receipt from a purchase order's detail page:

  1. On the Purchase Order Line Items grid select the purchase order lines for which you are creating the receipt.

  2. Click Create Receipt.
    Note: This button displays in the Purchase Order line items grid only when the purchase order status is "Approved" and the Process_Acquisitions custom permission is assigned to your User group. For more information, see Permission Sets and Other Technical Documentation.
  3. On the Create Receipt window that opens, the purchase order lines that meet the criteria to be received are displayed.
  4. For lines received by quantity, enter the number of units received for each selected line in the Receiving Quantity column. This column is only editable for lines with quantity-based receiving and shows by default the remaining quantity to receive.
  5. For lines received by amount, enter the amount received for each selected line in the Receiving Amount column. This column is only editable for lines with amount-based receiving and shows by default the remaining amount to receive.
  6. For lines with serialized or lot-controlled items, enter the corresponding information in the Serial Numbers and Lot Numbers columns. For more information on how to complete this step, see Adding Serial Numbers and Adding Lot Numbers.
  7. Click Save.
Tip: Use the search box above the grid to quickly find the lines you are looking for. For example, you can search by item name or item description.
Notes:
  • The Create Receipt action does not enable you to create receipts for purchase order lines with serialized or lot-controlled items if you are using the OIM Purchase Order Actions Lightning component.
  • You can only receive by amount purchase order lines of type Category and type Description for which the Receive by Amount checkbox has been previously selected. For more information, see Creating Purchase Order Lines with Amount-Based Receiving.

When you click Create Receipt, a new receipt is created for the purchase order. This receipt contains a receipt line per selected purchase order line. The Amount and Quantity fields for each receipt line are populated as follows:

  • If the related purchase order line is received by quantity, the Quantity field on the receipt line is automatically populated with the value entered in the Receiving Quantity field of the Create Receipt window. The Amount field on the receipt line will show a value of zero for purchase order lines that are received by quantity.
  • If the related purchase order line is received by amount, both the Amount and Quantity fields on the receipt line are automatically populated. The Amount field is populated with the value entered in the Receiving Amount field of the Create Receipt window. The Quantity field is calculated by dividing the received amount by the unit cost indicated on the purchase order line. For example, if you have a purchase order line with a unit cost of 10 and you are receiving an amount of 150 for this purchase order line, the Quantity field on the receipt line will have a value of 15.

Once the receipt is created, the status of the associated purchase order updates from "Approved" to "Closed" if the amount or quantity is fully received. When partially received, the status remains as "Approved". Similarly, the status of the associated purchase order lines updates from "Open" to "Closed" when fully received, and from "Open" to "Partially Received" when partially received. Additionally, the Amount Received and Quantity Received fields on the purchase order lines are updated as follows:

  • If the purchase order line was received by quantity, the Quantity Received field is updated according to the quantity on the related receipt line and the Amount Received field shows a value of zero.
  • If the purchase order line was received by amount, the Amount Received and Quantity Received fields are updated according to the amounts and quantities on their related receipt lines.

Adding Serial Numbers

To create a purchase order receipt with serialized items:

  1. In the Serial Numbers text area field, enter the serial numbers for the received items. Specify each serial number on a separate line. Alternatively, you can separate the serial number values with a delimiter (such as a comma or semicolon) without spaces. You must then indicate the delimiter you are using in the Delimiter field. See example.ClosedIf you add the following list of serial numbers in the Serial Numbers field: SN-00000001,SN-00000002,SN-00000003, you must then enter a comma (,) in the Delimiter field.
  2. Click Save.
Note:

You must enter a serial number for each of the item units specified in the Receiving Quantity field of the purchase order line.

Adding Lot Numbers

To create a purchase order receipt with lot-controlled items:

  1. In the Lot Quantity text area field, enter the quantity of the purchase order line item that corresponds to a specific lot number. See example.ClosedOn a purchase order line item with a quantity of 100, a quantity of 50 might correspond to a lot number and the remaining quantity of 50 might correspond to a different lot number.
  2. In the Lot Number text area field, enter the lot number that corresponds to the item quantity specified in the Lot Quantity field.
  3. [Optional] If you want to have the receipt's name automatically assigned as the lot number, you can leave the Lot Quantity and Lot Number fields blank. See example.ClosedIf the name of the receipt is R-000023, the lot number assigned to the receipt is also R-000023.
  4. [Optional] Click Add Another Lot Number to create an additional line if needed. If you are creating additional lines, ensure that the sum of all the Lot Quantity fields does not exceed the total quantity value specified in the Receiving Quantity field of the purchase order line.
  5. Click Save.

To create a receipt for purchase order items:

  1. Click the Receipts tab.
  2. Click New.
  3. Ensure "Purchase Order Receipt" is selected from the Receipt Type drop-down list.
  4. Enter the Purchase Order Number to which the receipt relates.
  5. Click Create Receipt.
  6. Select the checkboxes of the purchase order lines for which you are creating a receipt.
  7. Enter the number of items received for each purchase order line.
  8. Click Save.
Note: Amount-based receiving is not available for Salesforce Classic or Lightning Visualforce pages.