Receivings - WebTMA 7

Path: Material > Purchase > Purchase Orders – Receive link on Action Menu

To receive purchases, choose the Receive link in View mode. The Receiving flyout opens to record delivery of materials purchased using the Purchase Order window. If a shipment arrives damaged or has other problems, you can also use the Return/Unreceive link on the Action Menu to account for a return to the Vendor.

Note that your User record must grant the User Management / Preferences–Allow to Receive Purchase Order to permit use of the link.

Receivings Details

When all items on a Purchase Order are logged as received, the PO cannot be edited or modified. This is true even if the PO is not closed. Blanket Orders are an exception to this restriction.

When receipt of material is recorded using Receive, an On-hand Adjustment is created automatically and coded with Adjustment Code 3 (Order Arrival). On the On-hand Adjustment window, icons can be displayed for a line item in Edit mode. Use the Adjustment Code link on the Action Menu to display short definitions.

If the Purchase Order includes a debit account, the system also debits that account using delivery information from the Receive flyout. The account will also reflect the debit amount against the applicable month on the Accounting > Accounts / Budget Tab.

When orders are marked Closed in WebTMA Plus, any remaining funds are unencumbered. If orders are reopened, the funds are re-encumbered.

Auto-Post when Received

When you create an RFQ, PR, or PO, you have the option of adding a Work Order number on the Distribution Entry flyout. By including the Work Order and the number of Parts, you insure that the Parts are automatically distributed to the Work Order as Parts are received. Distributions can also be changed on the PO in Edit mode.

Freight Charges and Receivings

The Freight column on the Receiving flyout is enabled for each line item. The flyout displays read-only Freight totals at the bottom of the flyout. The total is updated by WebTMA to include the sum of freight for the line items. The total freight is stored with the WebTMA PO database records.

Though the line item freight is not displayed on the On-hand Adjustment (OHA) window, it is stored with the line item in the OHA record. Freight information stored with OHA lines is available for reporting.

If Admin > Client Info / Preferences–Materials Management–Include Freight in Unit Cost is granted, freight per line item is taken into account when WebTMA recalculates the average cost for a Part.

The following unit cost rules apply depending on whether you use the optional Invoice module or the optional P-Card module.

  • For non-invoiced purchases, freight is applied to unit costs when the item is received.
  • For invoiced purchases, freight is applied to unit costs when the invoice is matched.
  • For P-Card transactions, freight is applied to unit costs when the P-Card transaction is reconciled.

The formula used to calculate the average item cost when freight is included in unit cost is as follows:

(value of existing stock + value of incoming stock) / (existing quantity + incoming quantity)

How to Log Receivings

  1. Locate the Purchase Order associated with the shipment.
  2. Choose the Receive link in View mode.
  3. Select the Technician Code or Name and the Warehouse Code or Name.
  4. Accept the default Receiving Date, or change it if needed.
  5. (Optional) Enter Packaging Slip # if needed.
  6. Enter the quantity in the Received column for applicable line items.*
  7. Amend the Unit Cost or add Freight if needed.
  8. Select Save on the WebTMA toolbar.

* WebTMA allows you to enter an amount greater than the original order quantity. The overage can be due to a shipment of the wrong quantity or other reasons. A message alerts you if the amount in the Received field exceeds the ordered quantity.

How to Record Damaged Items

If any of the items received are damaged, you can indicate the number and add comments to the line item.

Follow the initial steps in How to Log Receivings, but do not save the record.

  1. Scroll to the right.

  2. Select the Damage link. Note that the link does not display until you have added a value in the Received column.

  3. Complete the Receiving Damage Entry flyout.

  4. Choose the Save button on the secondary flyout.

  5. Select Save on the Receiving flyout when all receivings are noted.

After the record is saved, damaged item information is available on the Purchase Orders > History Tab.

NOTE: If the damage is irreparable, you have the option of using the Return/Unreceive link on the Purchase Order Action Menu. The line item fields on the Return/Unreceive flyout are only available after you have received an item. You can also see returned items on the Purchase Orders > History Tab.

Receiving Line Item Icons

When the Receiving flyout opens, the following icons and definitions are visible at the bottom of the window.

The following icons are visible in the initial line item columns when the item has distributions added to the PO.


If you added an e-mail address on the Distribution Entry flyout when you created the distribution lines, WebTMA will send a message that the Part for the Work Order has been received.

The icons below concern damaged or serialized lines.


Unreceive Parts

If you have used the Receive link to receive an item that is incorrect or damaged, you can then select the Return/Unreceive link on the Action Menu to create an On-hand Adjustment in WebTMA.


Want to Learn More?

Visit the WebTMA Help Page


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