Path: Material > Purchase > Receivings / Identity Tab
The Receivings window is used 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 Unreceive feature to account for return to the vendor.
When receipt of material is recorded using the Receivings window, an on-hand adjustment is created automatically and coded with adjustment code 3 (Order arrival).
If an icon displays for a line item in Edit mode, click the Legend link on the Action Menu for short definitions.
If the purchase order includes a debit account, the system also debits that account using delivery information from the Receivings window. The account will also reflect the debit amount against the applicable month on the Budget Tab of the Accounts window.
When orders are marked Closed, any remaining funds are unencumbered (for WebTMA Enterprise). If orders are reopened, the funds are encumbered once more.
NOTE: 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.
How to Log Receivings
Path: Material > Purchases > Receivings / Identity Tab
You have two options when logging purchase order items on the Receivings window. If most items are received, you can use the Receive All button and change the ones that differ. If only a few items are received, you can post each item separately.
If most of the parts are not received:
- Locate the desired Order #.
- Click Edit on the WebTMA toolbar.
- Type or select the Technician Code and the Warehouse Code
- Accept the default Receiving Date, or change it if needed.
- (Optional) Enter Packaging Slip # if needed.
- Enter the amount in the Received field for applicable line items. **
- Amend the Unit Cost if needed.
- (Optional) Indicate Damaged items. .
- (Optional) Click the Freight field and enter any applicable freight charges.
- Click Save on the WebTMA toolbar.
If most of the parts are received, click the Receive All button. This automatically completes the Received column with the amount ordered. Note: If any part in the list is serialized, the Receive All button is disabled.
** 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.
Auto-Post from Receivings
Path: Material > Purchases > Receivings / Identity Tab
When you create an RFQ, PR, or PO, you have the option of adding a work order number on the Distribution Entry popup window. By including the work order and the number of parts on the Distribution Entry popup, you assure that the parts are automatically distributed to the work order as parts are received.
Freight Charges and Receivings
Path: Material > Purchases > Receivings / Identity Tab
In Edit mode, fields in the Freight column for each line item are enabled, but the Freight field at the lower right, i.e., the total freight, is disabled. 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 line items for OHA records. Freight information stored with OHA lines is available for reporting.
If the Include Freight in Unit Cost check box is marked in Admin / Preferences, 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)
Pass Thru Tax and Receivings
Your WebTMA System Administrator determines whether tax charges are included in the unit cost of items received. When the Include Pass Thru Tax in Unit Cost check box is marked in Admin / Preferences, the tax is calculated based on total quantity.
Though the tax is not shown on the On-hand Adjustment (OHA) window, it is stored with the line item in the OHA record. Tax information stored with OHA lines is available for reporting.
The following unit cost rules apply depending on whether you use the optional Invoicing module or the optional P-Card module.
- For non-invoiced purchases, tax is applied to unit costs when the item is received.
- For invoiced purchases, tax is applied to unit costs when the invoice is matched.
- For P-Card transactions, tax 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)
Receivings for Serialized Parts
Path: Material > Purchases > Receivings / Identity Tab
If you stock expensive parts that are issued by the manufacturer with a serial number and/or warranty, add this information on the Receiving popup windows.
Note: The following steps are used after you have opened the Receivings window and completed most of the steps listed in the topic How to Log Receivings.
To add serial numbers and warranty:
- Select a Part line item.
- Complete the Received quantity. The Serialized Part Entry popup opens when you tab out of the field.
- Click the Add new record link on the popup.
- Type the Serial Number and Warranty Date (date the Warranty expires).
- Click the Update link. If you receive more than one serialized part, continue to add more serial numbers using the Add new record link. You cannot save the record until all received serialized parts have serial numbers.
- Click the Save button on the popup.
- Click Save on the WebTMA toolbar.
Verify that the serial number you entered is accurate. WebTMA does not check for duplicate serial numbers.
Receivings for Distribution Line Items
Path: Material > Purchases > Receivings / Identity Tab
During the edit process, WebTMA informs you of the partial or completed status of any distribution line items. Once the record is saved, the symbols are not visible. Click the Legend link on the Action Menu for definitions.
While you are in Edit mode, red or green icons are visible in the first column. The first two designators apply only to items that are a part or one time purchase (OTP) and have a distribution balance that is greater than zero.
The green check icon indicates that the required amount of parts was received.
The red X icon indicates that a partial quantity was received.
The red ball icon indicates the presence of damaged parts.
The green ball icon indicates serialized parts received.
If you added an e-mail address on the Auto Post to Work Order window when you created the distribution lines, WebTMA will send a message that the part for the work order has been received.
You can edit the text of the message, but be certain to retain the key words to preserve the dynamic information.
Unreceive Purchase Orders
Path: Material > Purchase > Receivings / Identity Tab
If you receive a shipment that is incorrect or damaged, use the Unreceive link on the Action Menu to create an On-hand Adjustment in WebTMA. The Unreceived shipment can be regular stock or on the virtual dock (received but not yet invoiced). The negative On-hand Adjustment codes are 28 for stock and 29 for virtual dock.
When you click the Unreceive link on the Action Menu, the line item columns change to include UnReceive and Max Return Qty headers; however, the lines are locked.
Select a Warehouse Code in the required field to change to Edit mode if the item has been received in the warehouse previously. Important: Unless the item has been received in the selected warehouse, the lines are not unlocked.
Type the quantity to Unreceive, complete other required fields. If parts are serialized, a popup window opens so you can select the serial numbers of parts to be unreceived. Click Save on the WebTMA toolbar.
Once saved, WebTMA creates the appropriate On-hand Adjustment record.
Only users with the Allow Unreceiving for Purchase Orders marked in Admin > User Management > Records / Preferences Tab have permission to use the Unreceive link.
NOTE: The Unreceive function does not reverse related actions such as automatic distribution to work orders.