PO Receipts

Use PO receipt to record PO purchased items received by the company. PO Receipt is part of a 3-way match:

When a PO receipt is posted a financial entry is made to inventory or an identified account and offset to accrued purchases.

Access PO receipts from the financials, purchasing options.

Process Flow Bar

The Gravity receiving function optionally can uses process flow to streamline the receiving/voucher process. The function is supported with a process flow bar.

After completing a receiver and posting, the process flow bar provides a "next stage" icon. Click the icon and select the next work flow action.

In the example below, the next work flow action is voucher entry. Selecting voucher entry navigates the user to the voucher entry screen, streamlining the vouchering process for companies that receive and voucher simultaneously,

Companies using a dedicated warehousing receiving function, enter and post the receiver.  When AP processes the vendor's invoice they access the PO receiving data directly from the voucher entry screen.

Select a vendor. Use the in-line search capability or the drop-down search box. Selecting a vendor retrieves the vendor’s defaults.

The vendor name displays confirming the vendor selection.

Enter the receiving date. The received date defaults to the current date. Change the date as required. Use the field's calendar icon to display a calendar and select a date.

Use the apply date to determine the accounting period to which the transaction applies based on the fiscal periods set up for the company. For example, an apply date of 4/19/2019 applies the transaction in the calendar period of April if calendar periods are selected in system set up.

With the applicable user permissions assigned, the user can apply transactions to past and future periods. Use the calendar function to navigate and select the correct period and date.

Use dimensions to define how transactions are categorized for unique reporting requirements. Dimensions defined on the header are automatically copied to line items. Select dimensions if most or all of the line items will have the same dimension codes. Dimension codes can be changed at the line item level.

See Using Dimensions

Select PO displays a list of the selected vendor's open PO's. POs can be filtered by site.

Use the check box to select the PO items being received. Items are displayed based on the selected PO.

Selecting the add button adds the selected items to the PO Receiver.

Note: Only non-Inventory items flagged as receiving required can be matched received on the PO.

Use the " + " sign icon to add a receiving line. Select delete to remove a line.

The PO number field displays the selected PO number.

A GL expense account number is required on each receiving line. This account is debited when the receiver is posted. Use the in-line search capability or the field's the drop-down search box to select an account.

Enter a description identifying the line item on the printed PO. Enter up to 2000 characters in the description field.

This system maintained field identifies the remaining PO quantities to be received.

Enter item quantities that are rejected or canceled. The quantities entered reduce the quantity remaining from the original PO quantity ordered.

Enter the item quantities received. Quantity received x rate determines the line amount posted to the GL.

This field defaults the line item's PO rate. The field display is controlled by a flag in entity configuration. Options include:

Tip: If the rate is edited the changes are reflected in the posted JE.

The amount automatically calculates: (quantity x rate). This field is controlled by a flag in entity configuration. Options include:

Use dimensions to define how transactions are categorized for unique reporting requirements. Header defined dimensions are automatically copied to line items. Change line item dimensions if required.

Dimension rules determine whether dimensions are required or optional on each line item.

See Using Dimensions

Use the " + " sign icon to add a receiving line. Select delete to remove a line.

If an item is flagged as serial or lot controlled a red icon is displayed letting the user know that the serial or lot numbers must be added. Clicking on the icon opens a screen allowing serial or lot number entry.

Once completed the indicator turns black. The transaction cannot be saved until the serial or lot numbers have been completed.

 See Inventory Serial or Lot Tracking

The PO number field displays the selected PO number.

This field displays the PO line items selected in the select PO option described above.

The Item description defaults into the line description field. Change the Item description specifically for this receiver. Enter up to 2000 characters in the description.

This field defaults to the default site defined in entity configuration.

Use the in-line search capability or the field's the drop-down search box to select another site as required.

This field displays the UOM for the item from the PO. Use the in-line search capability or the field's the drop-down search box to select another UOM as required. Note, you can only enter UOM or conversions assigned to the specific item.

This system maintained field identifies the PO Line quantity remaining to be received from the PO line.

Enter item quantities that are rejected or canceled. The quantities entered reduce the quantity remaining from the original PO quantity ordered.

Enter the item quantities received on the receiver. The quantity received x the rate determines the line amount posted in the GL.

This field defaults the line item's PO rate. The field display is controlled by a flag in entity configuration. Options include:

Tip: If the rate is edited the changes are reflected in the posted JE.

The amount automatically calculates: (quantity x rate). This field is controlled by a flag in entity configuration. Options include:

Use dimensions to define how transactions are categorized for unique reporting requirements.

Header defined dimensions are automatically copied to line items. Change line item dimensions if required.

Dimension rules determine whether dimensions are required or optional on each line item.

See Using Dimensions