Purchase Order Quick Receipt

Overview

The Purchase Order Quick Receipt program creates receiving records for purchase orders. When searching for a purchase order in this program, you must know the purchase order number and the fiscal year. For purchase orders that apply to the current fiscal year, enter the purchase order number in the Search box. For purchase orders that apply to a different fiscal year, you must use the Advanced Search feature and complete the Fiscal Year and Purchase Order search fields.

When a purchase order expiration grace period has been defined in the Purchasing Departments program, and the Enforce Purchase Order Expiration Date in POReceiving check box is selected in Purchasing Settings, Purchase Order Quick Receipt does not allow entry of receiving records past the order's expiration or grace period dates.

Prerequisites

Before you can successfully complete this process, you must ensure that roles granting the necessary permissions have been assigned to your user account. If the roles have not been established, contact the system administrator to have them updated or added into the Munis system.

Confirm the following:

  • You have permission to receive purchase orders for the department.
  • Open purchase orders exist.
  • Ordered goods have been received from the vendor.

Procedures

To enter a receipt for all items on a purchase order:

  1. Navigate to the Purchase Order Quick Receipt program.
    Munis > Financials > Purchasing > Purchase Order Processing > Purchase Order Quick Receipt
  2. Use the Search field to find the purchase order for which to receive items.
    The program refreshes the screen to display the purchase order information.
  3. Select the Full Shipment check box in the Ordered Items group.
    The program completes the Quantity Receiving field with the quantity to receive.
  4. If the purchase order should be close after the receipt is completed, select the Close PO check box.
  5. Update the Received Date for the shipment. The default value is the current date.
  6. Enter a packing slip number, if applicable.
  7. Click Save.
    The program saves the entries and displays a confirmation message.
  8. Click OK.
    The program updates the Total Received column.
    For inventory items, the program displays the Inventory Transactions > Receipts program.
  9. Enter an expiration date, if applicable, and then click Save.

To enter a receipt of a partial shipment:

  1. Navigate to the Purchase Order Quick Receipt program.
    Munis > Financials > Purchasing > Purchase Order Processing > Purchase Order Quick Receipt
  1. Use the search box to find the purchase order for which to receive items.
    The program refreshes the screen to display the purchase order information.
  2. Click the line description for which to receive items.
    The program displays the Ordered Item Detail screen.
  3. In the Quantity box, enter the number of items to receive.
    The program updates the value of the Dollar Amount box.
  4. Update the Received Date field. The default value is the current date.
  5. If the purchase order should be closed after completing the receipt, select the Close PO check box.
  6. Update the Dollar Amount box if the dollar amount of the received items differs from the default value.
  7. Enter a packing slip number and any comments that apply to the receiving record.
  8. If items from this shipment are or have been returned to the vendor, click the More (+) button in the Returned Items group.
    The program expands the group to display the Quantity and Comments fields.
  9. Enter a quantity of returned items and a comment regarding the return.
  10. If the receiving record is for a fixed asset, click the More (+) button in the Fixed Assets group to view the fixed asset information.
  11. Click Add New to create a new fixed asset from the received items.
    The program adds a blank line to the Fixed Assets group.
  12. Enter an asset tag number and a manufacturer serial number for the item.
  13. If the asset record is imported from outside of Munis, select the Imported check box.
  14. Click Save.
    The program saves your entries. If you entered a fixed asset as part of the receiving record, the Inventory Receiving program opens to allow you to complete the inventory receipt.

Use the ribbon options on the Order Item Detail screen to:

  • Add additional purchase order receiving lines.
  • Delete a receiving record.
  • Add or view attachments to the receiving record.
  • View or complete workflow activity.