The Receiving page (Procurement required)

BEFORE YOU BEGIN  This page is only available if Procurement is enabled. Refer to Activations.

NOTE  If Procurement is not activated on your site, you must receive purchase order items from the Purchase Order Search page. Refer to Receiving or canceling receipt of purchase order items.

About the Receiving page

If you are receiving from the Purchase Order Search page, you must know the PO Number to be able to locate the PO Items you want to receive.

Not so on the Receiving page. This page lists all purchase order items where the item status is On Order. You can search for a PO item included with a shipment using many other filters, including Product, Vendor, or Manufacturer Product Number. This is easier and faster than searching through multiple POs.

Once you locate an item that is included in a shipment, you can directly open the Receive/Cancel Receipt of Purchase Order page.

NOTE  You can still only receive items for a single purchase order at a time.

Searching for items to receive

You can only receive items from one purchase order at a time. To receive items, do the following:

1. To open the page, use the path(s) in the Security and navigation section above.
2. Search for the items you want to receive. You can use the column filters to selectively filter the contents of the table.
   
Procurement pages column descriptions

Column	Description
Available	This field refers to stocked items, purchase order items, and product quote items that you keep in inventory. It specifies the number of units of this item currently available in the specified inventory location. Available = (On Hand - Reserved/Picked). If a quote is lost, the reservation is released and the stocked item reverts to a status of Available.
Organization	The organization associated with the sales order, or the ticket, contract, or project charge. Click the hyperlink to open the Organization page.
Date Purchased	The date when the item was purchased. This field will be disabled for contract charges created by a block, retainer, or per ticket purchases. By default, it will display the purchase date of the charges. This date defaults to the current date, but can be edited.
Estimated Arrival Date (available on Receiving page only)	You can specify an estimated arrival date on purchase order items. The Estimated Arrival Date field appears on the Purchase Order Item page Memo form. There is also an Estimated Arrival Date window that will open when you submit a purchase order. From this window you can specify an estimated arrival date for any items on the purchase order that do not have a date specified.
Extended Cost (available on Purchase Approval page only)	The unit cost multiplied by the quantity.
Internal Invoice Number	An internal invoice number for the charge used for reference only.
Internal PO Number	An internal purchase order number for a charge. It is for internal reference only and is not carried through to billing.
Manufacturer Product Number	The part number assigned to the product by the manufacturer
Notes	This column shows notes that were added to the contract, project, or ticket charge. These notes can be edited as long as the charge has not been billed.
On Hand	The On Hand field indicates the stocked item count at a specific inventory location. Stocked items are considered On Hand if they are available, picked, or reserved.
P.O. Number (available on Receiving and Delivery & Shipping pages only)	This field appears on entities that are part of the billing workflow, and is applied to labor and charges. If you assign a purchase order (PO) number to a quote (on the Terms tab), and then close the associated opportunity using the Won Opportunity Wizard, any charges created using the Won Opportunity Wizard will inherit the PO number. If you assign a PO number to a contract, the associated billing items inherit the contract's PO number. If you assign a PO number to projects, tickets, or tasks, that PO number will override the associated contract's purchase order number. The PO number appears on invoices. A separate invoice is created for each PO number. If an organization has multiple billing items that are assigned to different PO numbers, Autotask will generate multiple invoices for that organization. Refer to Working with purchase order (PO) numbers.
Posted (available on Purchase Approvals and Purchasing & Fulfillment pages only)	A check mark indicates that the charge has been approved and posted.
Primary Vendor (available on Purchase Approvals and Purchasing & Fulfillment pages only)	The default vendor specified for the product on which the charge is based. Click the hyperlink to open the Organization page.
Product	The product on which the charge is based. Click the hyperlink to open the Charge page.
Product SKU (available on Purchase Approvals and Purchasing & Fulfillment pages only)	The SKU (stock keeping unit) number assigned to the product
Quantity Needed (available on Purchase Approvals and Purchasing & Fulfillment pages only)	The quantity that must be ordered to fulfill the charge
Reserved / Picked	The number of items that have already been picked or reserved. Click the hyperlink to open the Reserved/Picked Details window.
Sales Order	The name of the sales order associated with the charge. Click the hyperlink to open the Sales Order Detail page.
Ship To (not available on Purchase Approvals)	The shipping address specified on the purchase order. If the item is not associated with a purchase order, the shipping address on the sales order is shown.
Ticket / Project / Contract	The name of the associated project or contract, or the number of the associated ticket. Click the hyperlink to open the parent entity.
Vendor (available on Receiving page only)	On the Receiving page, the Vendor column reflects the vendor the order was placed with, not the primary vendor. Click the hyperlink to open the Organization page.
Vendor Invoice Number (available on Receiving page only)	The Vendor Invoice Number is associated with purchase order items when they are received into Autotask as stocked items. The same vendor invoice number is assigned to all purchase order items that are received in the same shipment. If a purchase order item is partially received over multiple shipments, it may have multiple associated vendor invoice numbers. On the purchase order, the Vendor Invoice # field becomes read-only when the first item on the purchase order has been received. It will contain all vendor invoice numbers associated with all purchase order items that are part of the purchase order, separated by commas. This field is required if the Require Vendor Invoice Number on received purchase order items and when manually adding stocked items to inventory system setting is enabled. Enter the Vendor Invoice Number associated with the purchase order items you are receiving.

NOTE  A single charge item can appear on more than one Procurement page (Purchase Approval, Purchasing & Fulfillment, Receiving, and Delivery & Shipping) at the same time if there are units which have different statuses. For example, an item may have some units with the status of Ready to Deliver/Ship, and some units with the status of On Order.

3. Select the check box for one or more items to receive, or use the bulk selector in the header row.
4. Click Receive Full/Partial. The Receive/Cancel Receipt of Purchase Order page will open. For details on receiving purchase order items, refer to Receiving or canceling receipt of purchase order items.

What happens when items are received?

The following status updates are made when you save the Receive/Cancel Receipt of Purchase Order page:

• If the quantity received = the quantity ordered for all items on the PO, the PO status is set to Received Full.
• If the quantity received < the quantity ordered for one or more charge items, the PO status is set to Received Partial.

• For each charge, if quantity received = the quantity ordered and the PO is configured to ship directly to a Selected Organization, then the status of the associated charge is set to Delivered/Shipped. These items no longer appear on the Receiving page. They appear on the Delivered/Shipped tab of the Delivery/Shipping page.

• If the quantity received for a charge is less than the quantity ordered, the status of the charge remains On Order. The charge remains on the Receiving page, but also appears on the Delivery/Shipping page. Both pages indicate the quantity received and the quantity still needed. As with charges received in full, the Ship To radio button on the PO will determine which Delivery/Shipping tab the charge appears on.

• On the New Charge and Edit Charge windows, items that are received in full but not drop shipped show a status of Picked. The Deliver/Ship column displays a link to Deliver/Ship the item.

• If the PO specifies to ship to Home Office or Other Address, the charge status is set to Ready to Deliver/Ship, and the charge appears on the Ready to Deliver/Ship tab of the Delivery/Shipping page.

• If the unit cost is changed on the Receive/Cancel Receipt of Purchase Order page, then on Save, the Unit Cost is updated on the contract charge, project charge, ticket charge, the sales order, and the quote. For reporting purposes, Autotask uses the unit cost on the received purchase order when calculating profitability.

• Email notification is sent to the resource that created the charge, to the ticket primary resource for a ticket charge, the project lead for a project charge, the opportunity owner for a quoted item, and the sales order owner if different from the opportunity owner.

Exporting the list

To export all the items in the list in CSV format, click the Export icon. For multi-page lists, all pages are included.