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Initializing PO Receipts

PO Initialize Receipts is the bulk path for entering a large number of receipts into a batch. Use Entering PO Receipts for individual receipts, to edit receipts created here before post, and to change or delete receipts after they are posted.

Before you start​

  • Valid open purchase orders with items set up to be received (Receiving on PO Purchase Order Entry).
  • If PO Item Distribution is used, the grid shows distributed lines (see PO Item Distribution Overview in Trimble Help).
  • Know whether each receipt is full (Receive All) or partial (Recvd This Time per line).

There is no vendor / date-range / receiving-flag filter on this form — you enter one PO # at a time. Receipt Date is a header date (defaults to today), not a selection filter.

Steps​

  1. Open PO Initialize Receipts. Receipt Date defaults to today; optional Received By is a short id (not a Vista username).
  2. Enter PO # (or F4). Attachments stay disabled until a PO number is entered. Notes and HQ Standard Note are available.
  3. Enter optional Receiver # (packing list, up to 20). It appears later on AP Transaction Entry / Unapproved Invoice Entry for PO lines only if the AP invoice is initialized via File → Initialize from PO with the Receiver # option.
  4. Receive units:
    • Check Receive All to fill Received / Recvd This Time with current backorder and set Backordered to 0.00; or
    • Leave Receive All clear and type Recvd This Time (field defs also say “Received This Time”) per line — defaults to 0.00 with Backordered unchanged.
  5. Only change Backordered when the order quantity itself changed (shortage, revised order, new PO for shortage) — not for a normal partial receive.
  6. Select Update. The receipt is added to the batch and the cursor returns to PO # for the next receipt.
  7. Repeat for additional POs.
  8. File → Process Batch → PO Batch Process → validate and post.

Standing POs​

  • If the PO’s total cost is 0.00, Recvd This Time always defaults to 0.00 even when Receive All is checked.
  • Backordered always defaults to 0.00 when all items have 0.00 units and/or unit cost (help uses slightly different standing-PO wording for Receive All vs Backordered).

Notes​