Create a Purchase Receipt from a Supplier

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This page describes procedures for environments using Inventory Management (New Method).

If your screen layout differs from the one shown on this page, refer to the Inventory Management (Conventional Method) manuals.

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

This section explains how to create a purchase receipt from a supplier in Inventory Management (New Method).

Purpose

The main purpose of this feature is to centrally manage receipt information by allowing the receipt information and receipt cost of purchased items to be handled as the basis for inventory valuation.

By handling the input methods for receipts based on purchase orders and receipts without purchase orders separately, registration of receipts from suppliers can proceed with a common procedure.

Feature Description

What Is a Receipt?

The receipt feature lets you create receipt details for purchased stock as a document.

A receipt includes the source purchase order, supplier, receipt destination, inventory segment, lot, receipt lines, and more.

Immediately after creation, the receipt enters the PRE-CONFIRM status.

Preparation

Before creating a receipt, check the following settings.

• Creating a Supplier
  • You need to create a supplier master.
  • For details, see the Create a Supplier manual.
• Creating Products and Linking Suppliers
  • You need to create a product master for the target items to be purchased, and also link the supplier to the product. Suppliers are linked for each SKU.
  • For details, see the following manuals:
    • Create a Product
    • Bulk Import Products Version 2 (Create/Update | Excel)
• Creating a Purchase Order
  • When using From purchase order, create a purchase order in advance. When using Without purchase order, you do not need to create a purchase order in advance.
  • For details, see the Create a Purchase Order for a Supplier manual.
• Creating Inventory Facilities and Locations
  • You need to create the facility and location that will be the receipt destination.
  • For details, see the following manuals:
    • Create an Inventory Facility
    • Create an Inventory Location
• Creating Inventory Segments
  • To set a business partition for stock on each receipt line, create an inventory segment in advance.
  • For details, see the Create an Inventory Segment manual.

Receipt Source Types

When creating a receipt, specify either From purchase order or Without purchase order.

• From purchase order: Select the purchase order targeted for the receipt, and create the receipt using the supplier and lines of the purchase order. Only purchase orders in the AWAITING INBOUND RECEIPT or INBOUND PARTIALLY RECEIVED statuses can be targeted.
• Without purchase order: Create the receipt by directly entering the supplier and receipt lines. Only suppliers in the ACTIVE status can be targeted.

Handling of Lots

Lot is a unit of stock managed together by the same receipt unit, manufacturing unit, expiry date, and so on.

Even for products with the same SKU, if the receipt date, manufacturing number, or expiration date differ, managing them by separate lots makes it easier to check expiration dates, determine shipping eligibility, and identify recall targets.

In addition, lots are also used for quality control and inventory allocation rules.

In allocation rules, the priority order of candidate lots can be determined by FIFO (older received stock first) and FEFO (earlier expiry stock first). The handling of shipping eligibility and recall targets is managed through quality control and allocation rule settings.

Handling of Receipt Base Unit Cost

Receipt base unit cost is the unit price of cost used in inventory valuation.

When using From purchase order, the directly entered receipt base unit cost is treated with priority over the purchase unit price in inventory valuation.

Input is also required when using Without purchase order. It cannot be set to 0 or left blank.

Receipt Status

There are two types of receipt statuses:

• PRE-CONFIRM: The state immediately after the receipt is created and before it is confirmed. You can edit, confirm, and cancel the receipt.
• CONFIRMED: The state where the receipt is confirmed, and the received stock quantity, storage location, lot, receipt base unit cost, etc., are recorded. You cannot edit or cancel the receipt.

Instructions

Navigating to the Create Receipt Screen

1. Click the Inventory menu.
2. Click the Inventory operations tab.
3. Click Purchasing.
4. Click Receipts.
5. Click the Create receipt button.
   The "Create receipt" page opens.

How to Fill in the Form

Selecting the Receipt Source

In the Receipt source section, select the method for creating the receipt.

• From purchase order: Select the purchase order targeted for the receipt, and create the receipt using the supplier and lines of the purchase order.
• Without purchase order: Create the receipt by directly entering the supplier and receipt lines.

Entering the Receipt Number

In the Receipt document section, enter the receipt number if necessary.

If left blank, it will be automatically generated upon creation.

Selecting the Target Purchase Order or Supplier

If you selected From purchase order in the Receipt source section, select the target purchase order. If you selected Without purchase order, select the target supplier.

When From purchase order is selected:

Perform the input in the Select purchase order section.

1. Search for the purchase order using Search order number or supplier.
2. Use the radio button to select one purchase order for the receipt.

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When a purchase order is selected, the purchase order details are loaded.

• The supplier of the purchase order is set as the supplier for the receipt.
• Purchase order lines with remaining quantity awaiting inbound receipt are added to the receipt lines. Purchase order lines that have already had a receipt created and whose remaining quantity awaiting inbound receipt has become 0 will not be added to the receipt lines.

When Without purchase order is selected:

Perform the input in the Select supplier section.

1. Search for the supplier using Search suppliers.
2. Use the radio button to select the target supplier.

Selecting the Receipt Destination

In the Select Receipt Destination section, specify the receipt destination where the stock will be stored using Facility and Location.

1. Search for the facility using Search facilities.
2. Use the radio button to select one Facility.
3. Search for the location using Search locations.
4. Use the radio button to select one Location.

Entering Default Values for Inventory Segment and Lot

Enter the default values for the inventory segment and lot to be reflected in the receipt lines as necessary.

Even after entering default values, the inventory segment and lot fields can be overwritten for each receipt line.

Inventory segment default:

1. Search for the inventory segment using Search segments.
2. Use the radio button to select the target inventory segment.

Lot defaults:

1. Lot code
   Enter the lot number or code managed internally.
2. Actual expiry date
   Enter the physical expiry date confirmed at receiving.
3. Supplier lot
   Enter the lot number or code from the supplier side, if any. It is kept separately from the internal lot code.

Selecting Products (Only for Without purchase order)

For Without purchase order, select the products and SKUs to be added to the receipt lines.

1. Click the Select products button.
   The "Select products" modal opens.

2. From the list, select the checkboxes for the target products.

3. Click the Select button.
   The "Select products" modal closes, and the selected products are added to the Selected Products / Selected SKUs list.

4. From the SKU list, select the checkboxes for the SKUs to be added to the receipt lines.

   Input fields for the selected SKUs are added to the receipt lines.

Checking and Entering Receipt Lines

In the receipt lines section, check and enter the target SKUs and line details for the receipt.

1. Receiving quantity
   Enter the quantity to be received. It cannot be set to 0 or left blank.

   For From purchase order, the remaining quantity awaiting inbound receipt is automatically filled in as the default value. You cannot enter a quantity that exceeds the remaining quantity.

2. Line destination
   Only when you need to specify the receipt destination for each line, select the Facility and Location from the pull-down menus.

   The facility and location set in the Selecting the Receipt Destination section will be set as the default values.

3. Inventory segment
   Only when you need to specify the inventory segment for each line, select it from the pull-down menu.

   The inventory segment set in the Inventory segment default section will be set as the default value.

4. Lot and expiry
   Only when you need to enter lot fields for each line, select Override lot fields from the pull-down menu.

   When overriding, configure the following fields:

   • Lot code
   • Actual expiry date
   • Expiry kind
   • Supplier lot

5. Purchase unit price
   The purchase unit price field is displayed only for From purchase order. The purchase unit price is inherited from the data of the selected purchase order.

6. Receipt base unit cost
   Enter the unit price of cost at the time of receipt. It cannot be set to 0 or left blank.

   For From purchase order, the purchase unit price is automatically filled in as the default value. If editing is required, select the checkbox and directly enter the unit price of cost.

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• Clicking the Add another line button allows you to split the receipt lines.
• Clicking the Delete button allows you to delete the target receipt line.

Creating a Receipt

After reviewing your entries, click the Create draft and continue to confirmation button.

If the process is successful, the receipt is created. Immediately after creation, the receipt enters the PRE-CONFIRM status.

Important Notes

Switching the Receipt Source Will Clear the Entered Details

Switching the Receipt source will clear the data currently being entered.

Before starting your entries, confirm whether to create the receipt using From purchase order or Without purchase order.

For "From purchase order", Check the Remaining Quantity of the Purchase Order

For From purchase order, the total receiving quantity of the receipt lines cannot exceed the remaining quantity of the purchase order.

When changing the receiving quantity, check the remaining quantity for each receipt line as you enter it.

For "Without purchase order", Selectable Products and SKUs Are Filtered by Supplier

Products and SKUs that can be selected in Without purchase order are filtered by the conditions linked to the selected supplier.

Products or SKUs that are not linked to the selected supplier cannot be added to the receipt lines.