Edit 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 edit and update an already created unconfirmed purchase receipt in Inventory Management (New Method).

Purpose

The main purpose of this feature is to review existing unconfirmed receipts and update the receipt details before the receipt is confirmed.

By modifying receipt information such as supplier, receipt destination, lot, receiving quantity, and receipt base unit cost as necessary, you can keep the receipt details accurate for confirmation.

Feature Description

What Is Editing a Receipt?

Editing a receipt is the operation of updating details such as receipt number, supplier, receipt destination, inventory segment, lot, and receipt lines for an existing unconfirmed receipt.

The only receipts that can be edited are those with the status PRE-CONFIRM. CONFIRMED receipts cannot be edited.

Immediately after editing, the receipt remains in the PRE-CONFIRM status.

Differences in Editability by Receipt Source

Depending on the receipt source selected when creating the receipt, the editability of some fields differs.

• Receipts created with Without purchase order: You can edit the supplier and the target products.
• Receipts created with From purchase order: You cannot edit the supplier and the target products. You can edit the receiving quantity.

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.

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.

Instructions

Navigating to the Edit Receipt Screen

1. Click the Inventory menu.
2. Click the Inventory operations tab.
3. Click Purchasing.
4. Click Receipts.
5. Quick filters
   If you want to filter receipts, click the PRE-CONFIRM button to filter the receipts.
6. Click the receipt number of the receipt to edit.
   The "Receipt detail" page opens.
7. Click the Edit Receipt button.
   The "Edit receipt" page opens.

How to Fill in the Form

Edit the input fields as necessary.

Entering the Receipt Number

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

Selecting a Supplier (Only for Without purchase order)

You can edit the target supplier only for receipts created with Without purchase order.

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)

You can edit the products and SKUs to add to the receipt lines only for receipts created with Without purchase order.

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 receipts created with From purchase order, 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 receipts created with From purchase order. The purchase unit price is inherited from the original purchase order data.

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 receipts created with From purchase order, the receipt base unit cost set at the time of creation is displayed. 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.

Updating a Receipt

After reviewing your entries, click the Save Draft And Continue To Confirmation button.

If the process is successful, the receipt is updated.

Important Notes

For "Without purchase order", Switching the Supplier Clears the Entered Details

If you switch the Supplier for a receipt created with Without purchase order, the data being entered is cleared.

If you want to change the supplier, check the details you need before proceeding.

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.

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

For receipts created with 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.