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The Purchase Order (PO) process tracks the ordering of items from vendors and the receipt of those items. When a PO is received a vendor shipment number or packing list number is associated to the PO. This packing slip is used as a linking document between the Vendor Invoice and the Purchase Order. It creates a logical flow of data from the Purchase Order, to the Packing Slip, to the Vendor Invoice, and finally the payment of the Vendor Invoice.



Step by Step:

Receive Shipment through Search Vendor Purchase Orders and Purchase Orders

Step 1: Go to Administration > Inventory > Purchase Orders > Vendor Purchase Orders > Search Vendor Purchase Orders

Step 2: Highlight the PO to receive or double click PO to receive.

Step 3: Click Receive.

Step 4: *The Receive Vendor Shipment screen allows you to receive items and record serial numbers. You must record serial numbers first. You may only receive serial numbers one line item at a time.*

Step 5: Check off the first serial numbered line item to record serial numbers for.

 - Click Record Serial Numbers.

 - Click Add.

 - Enter the first serial number for this item.

 - Enter the make of the item (optional).

 - The Model and Year are defaulted for you.

 - Enter any additional attributes for the specific serial number.

 - Edit the Available Date if the item is not going to be available the day it is received. This may apply if the item is a floor model and will not be available for sale for 30 days. You would then need to check the box "Floor Model" and change the available date to 30 days out. The serial number would then be unavailable for sale until the specified date.

 - Click Save and Add Another.

 - Continue the above process until you are finished adding serial numbers for the line item. Click Close.

 - Check off the next serial numbered line item and follow the above process until you are finished receiving serial numbers for all line items.

Step 6: Once you are finished adding serial numbers you have the option to Receive Full Quantity or Receive Partial Quantity of the items on the order:

 - Receive Full Quantity:

 - Check off all the items that you are receiving the entire requested quantity of.

 - Click Receive Full Quantity.

 - Click Add New Vendor Shipment. Note: If you are receiving items off a packing slip already entered in Evosus®, you can bypass Adding a New Vendor Shipment Number and check off the existing packing slip. The packing slip can be attached to the receipt of multiple items over multiple days. If this is the case, skip to Step J.

 - Enter the Packing Slip number located on the paper copy of the packing slip you received from the vendor.

 - Enter the Received Date  The Received Date defaults to the date you are receiving the items into Evosus®.

 - Select the Received by employee from the pull down. The Received By employee defaults to the employee logged in.

 - Enter any shipment comments such as the Vendor Order number or damaged product.

 - Enter any vendor notes written by the vendor.

 - Click Save.

 - Check off the Packing Slip you entered.

 - Click Next.

 - Once you have successfully received items you may click Close to leave the Receive Vendor Shipment screen or continue receiving Partial Quantities of items. NOTE: Line items will turn blue once received in full.

Step 7: Receive Partial Quantity - Receiving Partial Quantity includes receiving MORE than the requested amount. For instance, if you requested 5 items and the vendor sent 10, you would want to choose Receive Partial Quantity so you could record that you received more than the requested amount.

 - Check off all the items that you are receiving a partial quantity for.

 - Click Receive Partial Quantity.

 - Click Add New Vendor Shipment. Note: If you are receiving items off a packing slip already entered in Evosus®, you can bypass adding a New Vendor Shipment Number and check off the existing packing slip. The packing slip can be attached to the receipt of multiple items over multiple days. If this is the case, skip to Step J.

 - Enter the Packing Slip number located on the paper copy of the packing slip you received from the vendor.

 - Enter the Received Date. The Received Date defaults to the date you are receiving the items into Evosus®.

 - Select the Received by employee from the pull down. The Received By employee defaults to the employee logged in.

 - Enter any shipment comments such as the Vendor Order number or damaged product.

 - Enter any vendor notes written by the vendor.

 - Click Save.

 - Check off the Packing Slip you entered.

 - Click Next.

 - For each line item, you will be required to enter the number of items you received.  Enter the quantity received and click Receive. Continue this process until all quantities have been entered

 - Once you have successfully received items you may click Close to leave the Receive Vendor Shipment screen or continue receiving Partial Quantities of items. NOTE: Line items will turn green when partially received.

Step 8: Once you click Close Evosus® will ask "Do you want to print a receipt for the items you received into inventory?" Clicking Yes will print a report of all the items received by the employee logged in. Clicking No will return you to the Search Vendor Purchase Orders screen.  


Receive PO through Receive Vendor Shipment

Receiving Purchase Orders through Receive Vendor Shipments allows you to view all items on order for 1) Specific vendor and stock site or 2) Purchase Order.

Search by Vendor and Stock Site:

Step 1: Go to Administration > Inventory > Purchase Orders > Vendor Purchase Orders > Receive Vendor Shipment.

Step 2: Select a vendor from the pull down menu. Note: Only vendors with open purchase orders will appear.

Step 3: Select a stock site from the pull down menu  Note: Only stock sites included on open purchase orders will appear.

Step 4: Click Search.

Step 5: A list of all items on order (no matter the PO number) for the selected vendor and stock site will appear.

Step 6: Refer to the above processes Receive Full Quantity and Receive Partial Quantity for instructions how to finish receiving items.