This page covers everything in the Processing menu on the Purchase menu tab- the Authorisation of Purchase Orders, Receiving of Purchase Orders, Stock Invoicing of the PO and Purchase Freight Invoice.
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Before you read the information regarding the Receipting Process, we suggest you have a quick look at the YouTube video below, this covers most aspects of the Receipting Process.
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There are 4 options on the Processing menu which are linked below
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Authorise
A new feature to allow control over the amount an employee can order was implemented in Q3, 2021.
If you enter a purchase order and your limit is below the amount of the order it will require authorising by a user who has a higher limit and one which is above the value of the order.
To set the limit you need to adjust this in the user setup.
The Authorise Purchase screen will show the Purchase orders that have been keyed by users that have a Purchase Limit against their user.
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These controls to allow the authorisations of purchases have been added, this is controlled by a new field against the system users which defines up to what limit the user is allowed to order. A purchase will be held if it exceeds this value, waiting for a user with a sufficient limit to allow it in the new authorisation screen.
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To set the user limit please see Access Management - Access Maintenance section |
You will only be able to authorise the payment if you have the right permission against your user/group.
This will show all the Purchase Orders that have their Status as A - Awaiting Authorisation.
Receive
The Receive Purchase Order screen shows any Purchase Orders with one or more lines still waiting to be receipted.
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The Received Purchase Order Screen will only show in Vision Commerce version 3 onwards.
The Purchase Order will be removed from this screen when fully receipted.
Clicking on the ‘View’ button opens the Purchase Order screen with the Receipting tab showing.
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Product, Description, Qty Received, Qty Ordered, and Exchange Rate are all write-protected fields. If you wish to make changes to these, use the Purchase Order Details Tab before receipting the goods.
Rotation Number, Qty Received may be auto-populated if you sent the Purchase order via Warehouse Submission and have received the Goods Received file/data back from the Warehouse.
If the Warehouse requires a rotation you will have to enter one when receipting the PO.
Clicking on the Warehouse Receipt will retrieve information from the Warehouse EDI (if the information is available)
Clicking the Receipt All button to receipt all lines for the quantity on order. The qty on order will be added to the Received Units and Singles columns.
Upon saving the order, a message will appear regarding the Date receipted to make sure you would like to receipt using today’s date.
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Underneath the Lines of the Products for the order, you can enter Internal Rotation Notes for each Product on order.
Partial Receipting:
There are a number of reasons why you might partially receipt a line on a Purchase Order. e.g. Not all of the stock has arrived, or stock has landed across more than one Rotation.
You can enter any number of received units against the line (including more than was Ordered if you need to) and save the PO.
The remaining unreceipted unit or singles will be placed on a new outstanding line on the Purchase Order. Receipt the outstanding stock against the new line when it arrives (or remove the new line if you are not expecting any more stock).
For more information regarding the Warehouse Submissions/Documents
Amending Product Details during Receipting:
If you are aware that a Pack Size or Case Rate has changed before the product is receipted on the Purchase Order then you can use the following method to correct this:
Create a new product.
You can replicate the existing product if this is easier (avoiding having to retype all the information). This will have new sales and standard cost price as well as the new pack size.Before stock is receipted the Purchase Order must be changed. Remove the incorrect Product Code and replace it with the correct Code and Quantity.
Save the Purchase Order and you can receipt the stock.
It is VERY IMPORTANT that you check the old Product Code for outstanding sales orders via Sales Orders - Products Maintenance.
Update the Sales Order lines where the product is specified with the new Product Code taking care to set the correct new quantity.
Where sales orders are allocated you may need to unallocate the Sales Order, update it, and then re-allocate it before submitting it to the warehouse.
Stock Invoice
The Stock Invoice screen shows any Purchase Orders which we’re waiting to receive the supplier invoice for, when this has been received and recorded on the system the Purchase Order will be removed from this screen.
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