Receiving Scheduled Orders

Receipts against a scheduled order have several possible stages. How a relationship is arranged is a matter of policy between trading partners. You can use these tools and capabilities to support any receiving relationship between you and your supplier. The primary tools are the various shipment documents.

There are four documents. Each one can be treated as a separate document, or in some cases, one document can serve the function of all four.

The ASN is transmitted when a shipment leaves the supplier’s shipping dock to provide advance notice of items to be received. This document can represent multiple items over multiple orders.

This printed packing list accompanies the shipment, recording quantities and items, identified by a shipper ID.

Barcode labels can be affixed to each shipment container and container group. All items, including container items, explode into inventory during barcode reader receiving. See PO Container Maintenance.

The invoice lists quantity and item detail by order, with extended pricing.

In some relationships, the ASN is the only document transmitted. It is treated as the receiving document and the invoice. The ASN number becomes the shipper number and the invoice number, referenced on payments.

Once you have determined how shipments from your suppliers are to be documented, you can process receipts. Recording a receipt updates three history records:

These records are used for accounts payable, variance reporting, and supplier performance reports. If you receive deliveries from more than one supplier on the same day for the same order, you should enter separate receipts to simplify management in accounts payable.

Note: The receipt of a memo item on a scheduled order produces GL transactions with the same accounts as those produced for a memo item on a discrete purchase order.

• If you need to manually enter receipts or confirm them, use PO Shipper Maintenance (5.5.5.5) first. You can also receive scheduled orders with Purchase Order Receipts (5.13.1).

• If you typically accept the ASN or receiving document without verification, simply confirm the receipt with PO Shipper Receipt (5.5.5.11).

• If you need to modify container quantities, use PO Container Maintenance (5.5.5.4).

• If you need to modify item quantities on a confirmed shipper, use Cumulative Received Maintenance (5.5.5.13).

You cannot create receipts when the transaction date is outside the order line effective date range for the scheduled order line being received. You can return items, but a warning displays when the transaction date is outside of the order line effective date range, and you are prompted to continue. The system displays a warning in the following receipt programs: