Receiving Module

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RECEIVING MENU

8.1.1 New (Enter A New Receiver)

Allows users to enter a new receiver into the Receiving Database File. pc/MRP will display the next available Receiver Number and ask if you wish to scroll the PO file. If users answer Yes they will be allowed to scroll the PO file by either PO Number, Account Number, or Part Number. If users answer No, pc/MRP will display the most recent PO Number and Item Number. You can write over these numbers and write in the desired Receiver and PO Numbers. The Receiver Number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters.

Part Number, Description, Manufacturer, Model Number, Vendor, Address, Order Quantity, Unit, Cost, Terms, Account Number, Trade Discount, Tax Rate, Div, and Freight are entered automatically from the PO and can be written over if no longer correct. The RECEIVED BY field is automatically populated by the user name and time.

If a file named RECSCOST.FLG exists pc/MRP will automatically refresh the standard cost field from the Inventory.

If configuration settings and utilities option 16 is set to enable dynamic stock locations pc/MRP will allow you to assign a new stock location for a part number if there are none in stock.

Part number data from inventory can be viewed in the receiver by pressing F1.

Quantity Received should be entered by the computer operator. Freight Bill Number, Collect, Delivered To, and Inspected By will give your Receiving Logs valuable information.

The comments field can be used to store additional information such as weight, number of packages, etc.

If the freight charge is invoiced separately enter the freight invoice number in the Freight Bill Number field.

pc/MRP automatically enters the Date Received. The Pay Date (normally 30 days after the date received), Vendor Invoice Number, and Freight are usually entered by accounting when the vendor sends the invoice (accounting will inspect and edit the receiver).

Receiver Data Entry Screen

The Related Document Field is a 23 character scrollable field. It can be used to enter a related contract number, serial number, sales order number, etc.

Date Received is automatically entered and is used by the Accounting Module in aging the Accounts Receivables Records. It is also the date used to determine which of the receiving records to delete with the "Delete all receiving records over x years old."

The entire amount for the Freight, if known, can be entered once in one line item in the freight field or entered individually for all line items. The freight totals for all line items will be totaled and printed out on the forms and reports.

The Debit/Charge Number is not used by pc/MRP's accounting program at this time.

Once the new receiving record has been entered, pc/MRP will update the quantity received, date received, on time delivery, and complete field in the purchasing record. It will automatically increase the quantity on hand and decrease the quantity on order in inventory, provided pc/MRP has been configured to do so with Configuration, Settings and Utilities Option 4. If a receiver is over received pc/MRP will decrement the quantity on order in inventory but it will not take the onorder quantity negative.

If the new cost >= 0 and quantity received > 0 and the old cost >= 0 and the quantity on hand >= 0, the average cost of the part will be recalculated based on the formula below:

(original avecost x quantity onhand) + (new cost x quantity recreived)

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quantity on hand + quantity received

If the old cost = 0 then the average cost will = the new cost including any discount.

If the new cost = 0 then the average cost will be calculated just as the example describes.

Option 50 in pc/MRP's configuration menu allows you to include alternate area quantities and WIP quantities in the above formula. The option to add alternate area quantities and WIP quantities was added to pc/MRP versions 6.73AQ and 6.78AG and higher.

If you have pc/MRP version 6.51 or higher and have activated the serial/lot number module, pc/MRP will ask "Enter serial/lot numbers ". If you answer Y, you will be prompted to enter the quantity and serial/lot number of the part number you are receiving. This will append a new serial/lot number record to snlotdet.dbf detail file. It will also update the quantity or append a new record in the snlot.dbf master file. If you are receiving multiple serial numbers for the same part number, answer Y when prompted to "Enter another serial/lot number for this part number"

If the item you are receiving is an assembly and you are not using Inventory Adjustment Method S, pc/MRP will ask if you wish to Increase the onhand quantity of the assemblies or Convert parts to assemblies (increase assemblies & decrease onhand quantity of the parts). You will also have the options to run a cost roll-up and or sales price markup.

With version 6.82 and higher if the items you are receiving are assemblies and the configuration option 47 allows you to do cost roll-ups, pc/MRP will ask if you wish to do a cost roll-up and or a sales price mark-up. Be aware that if you turn off option 47 in the Configuration/Settings and Utilities this will also turn off the Inventory cost-roll-up option.

If the PO item has already been received pc/MRP will generate a warning allowing the user to continue or cancel.

Once the initial line item has been received pc/MRP will prompt:

Enter R to receive and additional item.

Enter A if all of the line items on the original PO are to be received on this receiver.

Enter F if you are finished.

After all the line items have been entered for a receiver pc/MRP will automatically debit and credit the general ledger if it is configured to do so (auto accounting on).

8.1.2 Edit/View (Scroll/Delete/Undelete Receiver Line Items)

This option allows users to scroll, edit, delete, undelete or run queries against Receiver records.

Selecting an Indexed Search allows users to search on indexed fields.  This allows pc/MRP to find the information much faster.  To perform an Indexed Search select the:

·         Indexed Search tab

·         Desired Sort Order, Open, Closed, Open and Closed

·         Desired Include information

·         Enter the applicable data in the Begin Scrolling At: field

·         Select the desired Action, View or Edit

·         Press Search

pc/MRP will automatically scroll to the desired record or the nearest match.  Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Receiver table.  For further details see chapter 15.14.

Every field within the receiver table is editable.  There are however several key concepts users must understand before editing.   

·         If users edit the quantity received in a receiver users must:

o        edit the quantity received in the PO record

o        edit the complete field in the PO record to be Y or N if the status of the purchase order has changed

o        edit the inventory area quantity representative of the quantity change

The reason pc/MRP doesn't edit other files automatically is that if the other files were edited first, your edit would then re-adjust the previous edit. This could create an endless loop of confusion. To edit the address, simply edit the address in the first line item.

·         To add an additional item to an existing receiver do not use the edit module. Instead, use the "Enter new receiver" option.  After entering the new receiver and saving the receiver, edit the receiver number to match the previously entered receiver and edit the line item number to match the next line item in sequence.

·         The Complete, Amount Paid, and Check Number Fields are displayed only in the edit mode and are filled in automatically when Accounting records a payment towards this debt. The Amount Paid Field contains the accumulative amount paid. pc/MRP uses the Complete Field to determine if a record is open or closed. A Y in the Complete Field marks the record as closed. A N in the Complete Field marks the record as open. These fields should not be manually edited unless the user specifically wants to change the receiver status, amount paid, or check number.  Edits made here to not automatically edit the General Ledger.  If users are using pc/MRP Accounting, they must also manually edit the General Ledger.

·         The POSTED field is displayed only in the edit mode and is filled in automatically with a Y when accounting enters the initial general ledger I (accounts payable) transaction.

·         Use the delete button to mark a record for deletion.  Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.

8.1.3 Print/Email Receiver

This option will print, display, send to e-mail, or send the receiver to an HTML document to attach the receiver to an e-mail. Through the use of programs like WINFAX users can also directly fax from pc/MRP. The Receiver is (rec.frx) Furthermore, if the flag file DMMAILLB.FLG exists an address label for the vendor on that receiver will automatically be created from the CUSTARD*.LBX or the CUSARD*.LBX.

Note: If you send an e-mail directly from pc/MRP we use MS Outlook. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book. If you create an HTML document, you can save this document and attach it to an e-mail created in your existing e-mail program.

 

For laser printers

You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR pre-collated 8-1/2" X 11" paper. It comes in sets per package.
8.1.4 Reports (Printout/Display Receiver Reports)

Selection 4 allows you to print out or display various reports from the Receiver Database File. See section 15.4.1 to create custom reports. Your standard report options are as follows:

All receiver records (reclog.frx and custrec*.frx with receive.dbf)
All receiver records for a product code
All receiver records for a part number
All receiver records for a vend/cust account #
All receiver records for a document/contract #
All receiver records for a div/dept
All receiver records for a model number
All receiver records for a serial number
All receiver records for a purchase order number
All receiver records for a receiving agent
All receiver records for a debit/charge #
All receiver records for a requestor

All receiver records for a (QuickBooks) batch number 

 

Any of the above can include the following:
                                   

Matching Exact: This selection allows you to find receiver records by using the exact receiver record number, product code, part number, vend/cust account #, document/contract #, div/dept, model number, serial number, purchase order number, purchasing agent, debit/charge #, or requestor. It will display/print/send only those records.

Matching Partial: This selection allows you to find receiver records by using a partial description of the receiver record number, product code, part number, vend/cust account #, document/contract #, div/dept, model number, serial number, purchase order number, purchasing agent, debit/charge #, or requestor. It will display/print/send all receiver records matching the partial description.

 

Any of the above can include:

 

Open and closed (all records)
Open records only (total quantity not received Complete # Y)
Closed records only (quantity received Complete = Y)
Overdue records only

 

Any of the above can include:

 

All records regardless of time period
Records entered during a specified time period
Records due during a specified time period
Records exactly 30, 60, and 90 days old

 

Any of the above may be sorted by:

Receiver Number (faster no re-indexing)
Part number (faster no re-indexing)
Account number (faster no re-indexing)
Part number root

Date entered
Division
Document/Contract #
Date due
Model number
Product code
PO number
Debit/Charge #
Requestor
Vendor invoice #
Vendor + vendor invoice #

Batch number (QuickBooks)

 

The report output options include:

Displayed on screen
Printed in narrow carriage format
Printed in wide carriage format
Sent to a comma delimited ASCII file
HTML file

Sent to a XLS file
Sent to a DBF file

If the Database, Comma Delimited or ASCII output options are chosen, pc/MRP will create a file of that type which contains all of the raw data used by the report. If you have the Windows Generic Print Driver installed, you may select one of the Print output options. Then select Print to File to generate a text file, which mirrors the actual report. Any portion of the printed report, which normally appears in bold, will be included in the text file three times. You may edit the report forms to remove the bolding and prevent the duplication. See Configuration, Settings & Utilities, option 24.

 

The report format options include:

Standard format
Custom format (see custom report section)

8.1.5 Labels

This option will function the same as printing a label for a receiver in the inventory module, see section 5.1.7.

8.1.6 Index

Re-indexes the receiving index files. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or can not find a specific receiver, re-indexing the index file is usually the cure.

 

8.1.7 Remove Marked Records

Removes all receiving records marked for deletion from the disk. The records will no longer be recoverable.

8.1.8 Remove Over X Years

Deletes and removes from the disk all Receivers over a specified number of years old. Prior to running this command it is advisable to save the Receiver Database File to disk and label it "Receiver DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.