Creating non-purchase order receipts - HxGN EAM - 12.0.1 - Help - Hexagon

Create non-purchase order receipts to receive parts into a store without a purchase order.

After creating a non-purchase order receipt, you can update the receipt status as necessary based on your status change authorization privileges.

Status change authorizations are set up for the TRAN entity on the Status Authorizations form. However, the fields available for update are enabled and/or protected based on the status from which you are updating the receipt.

Step 1: Create a non-purchase order receipt

1. Select Materials > Transactions > Non-PO Receipts.

2. Click New Record.

3. Specify this information:

   Organization - Select the organization for which to create the non-purchase order receipt if you use multi-organization security. You must belong to the organization you select.

   Non-PO Receipt - Specify a description of the non-PO receipt in the adjacent field. A number is automatically assigned to the non-PO receipt once you save the record.

   Status - Select the status of the non-PO receipt. An Unfinished status is automatically assigned to the non-PO receipt, or the equivalent user code status.

   If Hold for Work Order - Activity is specified on a line of the Parts tab, when the transaction is approved, the part is received to Held Items rather than to stock.

   Supplier - Specify the supplier from which the materials were purchased.

   Store - Specify the store to which the materials were received.

   Reference Number - Specify the reference number for the receipt transaction. The reference number can be a credit card approval number, a verification code, a transaction reference number, and so forth.

4. Click Save Record.

Step 2: Add parts to a non-purchase order receipt

Add parts to a non-purchase order receipt. Edit a part description if the part has not been used in other parts of the system.

The Edit Parts Description pop-up is only available for parts with N class designation. These are new parts created on the selected screen; parts which can have their description changed. However, when the description is changed the part is no longer accessible in the Edit Parts Description pop-up for editing.

1. Select Materials > Transactions > Non-PO Receipts.

2. Select the non-PO receipt for which to add parts, and then click the Parts tab.

3. Click Add Part.

   To automatically create a new part record while adding the part to the Parts list, click Create Part. A new Part Details record is inserted, a part record is created, and the part record is assigned a part number beginning with ‘N’.

4. Specify this information:

   Part - Specify the part to add to the non-PO receipt.

   Track by Asset is automatically selected for parts tracked by asset, and you must specify an Asset ID.

   Condition - Specify the condition if the part is a condition tracked parent part. If the selected part is a condition tracked child part, Condition is automatically populated.

   Receipt Qty. - Specify the quantity of the part that you received.

   For parts tracked by asset, the part is only received in quantities of 1. 1 is automatically assigned as the Receipt Qty. You must manually add lines for each asset to receive if you want to receive more than one asset.

   Bin - Specify the bin where the part should be stocked.

   Lot - Specify the lot for the part.

   Expiration Date - Specify the expiration date for the lot.

   Manufacturer Lot - Specify the manufacturer lot for the part.

   Hold for Work Order - Activity - Select the work order - activity if the part is a Direct Purchase. Otherwise, leave blank.

   Print Qty. - Specify the quantity of the label(s) to print.

   Print Qty. is automatically set based on the setting of Label Printing Default on the Stores tab of the Part form:

   Option	Description
   If set to No Labels	Print Qty. is null.
   If set to Single Labels	Print Qty. is set to 1.
   If set to Label for Each Item	Print Qty. is equal to the Receipt Qty. (UOM), but you can modify the Print Qty. as necessary. Updating Print Qty. does not affect the Receipt Qty. (UOM).

   Click Print Label(s) to print labels for the part(s) to receive, and the labels are printed based on your system configuration and the specified Print Qty.

5. Specify this information:

   Price - Specify the price of the part.

   Asset ID - Specify the asset ID number for the part if the part is tracked by asset.

   Asset Type - Specify the asset type for the part if the part is tracked by asset.

   Asset Org. - Specify the organization for the asset for the part if the part is tracked by asset.

   

   • If the ASSETASS installation parameter is set to P, a by asset part must already be associated with an asset with a status of Awaiting Purchase to receive the part. If you want to receive a part tracked by asset, you must specify an Asset ID, but all other asset-related fields are protected. After selecting an Asset ID, Asset Type, Asset Org., Description, Department, and Serial Number (if applicable) are automatically populated.

   • If the ASSETASS installation parameter is set to R, you can create assets when you are receiving a part tracked by asset. You can either associate an existing asset with the part, or you can manually specifyasset information to create new assets. If you select an existing asset as the Asset ID, Asset Type, Asset Org., Department, and Serial Number (if applicable) are automatically populated from the asset record. If you choose to manually specify the asset information, you must specify an Asset ID, Asset Type, Asset Org., and Description for each asset. Asset Type is automatically populated with type A (or the system equivalent); however, you can update the Asset Type as necessary.

   • If the AUTOANUM installation parameter is set to YES and the ASSETASS installation parameter is set to R, the asset numbers are automatically generated for parts tracked by asset, but you must specify an Asset Type, Asset Org., and Description for each asset. You can also update Asset ID if necessary. Asset Type is automatically populated with type A (or the system equivalent); however, you can update the Asset Type as necessary. When you save the record, the asset information is saved on the receipt; however, no assets are actually created until the receipt Status is Approved. Upon approval of the receipt, all of the new assets are created using the part descriptions.

     Serial Number - Specify the serial number for the part if the part is tracked by asset.

6. Click Submit.

7. Optionally, to edit a part description, click Edit Parts Description. Specify the new part description, and then click Submit.