Purchase order - Reception

Purchase order - Reception

Overview

When a supplier delivers product(s) ordered through purchase order(s) to your warehouse, you can validate the product(s) reception from a specific screen.

Receive a purchase order

To create a new reception for a purchase order, follow these steps :
  1. Go in menu "Purchasing > Purchase orders"
  2. Select the purchase order you want to receive in the grid
  3. Then in the purchase order view, click on the "Receive" button located in the footer


To fill quantites for product(s) received, you have 2 options :
  1. Use a barcode scanner to scan produc(s) barcode : each barcode scan will increase the quantity received by 1, for the matching product.
  2. Manually fill the quantity received for each products : you can use the “Fill all quantities” button to fill each "Qty to receive" field with the matching expected quantity, or you can update quantities manually
Note : you can fill greater or lower quantities than the quantity ordered, it will create an over or partial reception.

Once all needed quantities are filled, click on the "Save" button to create and save the purchase order reception.

Saving a reception has several impacts :
  1. Creates a new reception for the PO (receptions history is visible in the “Receptions” tab for a PO)
  2. Creates the product/supplier association if the received products are not already associated with the PO’s supplier
  3. Updates the PO delivery progress (can be higher than 100 if you received more than ordered)
  4. Updates products inventory (if you use Embedded ERP, it will also create stock movements)
  5. Updates supply needs (most of the time, it removes supply needs with status “Waiting for reception”)

If the delivery progress reaches 100, the Purchase Order status is automatically toggled to “Complete”.

In case of partial reception for which the missing products will NOT be delivered, you must change the PO status to “Complete” manually : this is important because if you miss this part, the extension will still expect the products and will not warn you about new supply needs.

                                                                                        


Download the purchase order reception PDF

You can print a purchase order reception from the purchase order, going into the "Receptions" tab and clicking on the Print links : 


  1. Barcode column generates the barcode label for every products within the reception.
  2. Print column generates a PDF with all products received and location : 


Defective products

In myFulfillment, you can associate to each warehouse where you will receive purchase orders a "Defective" warehouse.
This warehouse will be the one where products will be received if they are set as "defective" during the purchase order reception.
You can also create multiple "defective" warehouses if you need to receive the defective products in different warehouses, depending of the warehouse where the purchase order is received.
It allows you to keep an eye on all products received as defective that need to be sent back to the supplier / reordered.

Here is the process to follow to associate and use a defective warehouse :

1) Create a new warehouse to manage defective products, set its "Warehouse type" setting to "None" and save it.
Setting the "warehouse type" option to "None" will prevent this warehouse to appear in OrderPreparation or DropShipping screens.

2) Go back to the warehouses grid, and select the warehouse where you usually receive purchase orders in.
Then, from the "General" tab, scroll down to the "Purchasing settings" section and find the option "Defective products warehouse".
In this setting, select the "Defective" warehouse you just created before, and save.

From now, the defective warehouse is correctly associated to the warehouse where you usually receive your purchase orders.

3) If you then open in any purchase order (assigned to a warehouse having a "defective" warehouse associated, as done previously), and go into the reception screen, you will see a new "Defective qty" column :



From this column, you will be able to define for each product to receive if some received quantities (or all) were defective.
If you set any defective quantity and then save the reception, the quantity set in the "Defective qty" column will be assigned to the "Defective" warehouse previously setup.

Example :


In this example, 100 qty still need to be received for the first product.
I've set 75 qty to be received "normally", and 25 qty to be received as "defective".
If I save the purchase order reception, I have then 2 stock movements created on this product :



- The first stock movement (red framed on the screenshot below) will be for 75 qty, to the warehouse assigned to the purchase order ("Warehouse A" in this example)
- The second stock movement (green framed on the screenshot below) will be for 25 qty, this time to the "Defective" warehouse previously setup ("Defective" in this example)

This way, the stock to be received is split between the "reception" and the "defective" warehouses, and you can get a quick summary of all defective products by checking the stock of the Defective warehouse.

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