We just tried using the “Arrived” function in Receipt Entry to indicate that the items were in the building, but since we didn’t have pricing information for them yet, we didn’t want to “Receive” them and close the PO until pricing had been entered. These are typically outside plating or painted parts and we may not have pricing for them until we receive the invoice. We still need to identify that they are here “arrived”.
This all worked as expected until we entered the pricing information into PO Entry and then "received’ the items, closing the PO. When creating the AP Invoice, the pricing from the PO lines were not available and we had to delete the packing slip that “arrived” the parts and create a new one using mass receipt to make AP Invoice pull in the correct pricing? Or, we could have entered pricing again for each and every line on the PO in AP Invoice Entry, but that seems pretty redundant and subject to error.
The whole reason we tried “arrived” is to avoid this process, thinking we could still input pricing into an open purchase order, then receive the items, closing the PO automatically and we’d hoped that the pricing would then be available in the AP Invoice Entry program.
We’re now questioning how to use “arrived” to acknowledge materials are here and yet allow pricing on the PO to be updated for AP Invoice Entry workflow.
Dave,
I would think you could make a customization to your Receipt screen that, once you know you PO pricing is updated, automates the pricing information to each Arrived line.
A button click wouldn’t be too taxing to do before you switch the Arrived to Received.
That’s my opinion anyway,
Ben
We were hoping we were just doing something incorrectly and it wouldn’t take a customization. Nobody here is sure what the function of “arrived” is, since it doesn’t close the PO but seems to close the link between the PO and AP Entry that automatically transfers the unit price when “receiving” the part.
I should clarify that we understand that the function of “arrived” is to indicate a material is “in the building” but not yet received. We’re just not understanding why the costing information seems to be locked up once the material is “arrived”.
Just know that the costing information is saved to the RcvDtl table when you arrive any line. It is not a link in the sense that it constantly checks back to the PO. It is a moment-in-time record. You make the Arrived line with $0 it stays $0 until you update it.
I understand what you want it to be. But I don’t think it behaves that way.
We use Arrived all the time. It is great for items that the Receiving dock worker wouldn’t know if it is truly correct or not. We have an email that goes to the group that would know. They make the switch from Arrived to Received.
Agreed and understand. We had a more simplistic view of “arrived” in that since it didn’t close the PO, we made a hopeful assumption that it would leave the PO information open for future updates as well. But, since it’s copying that data to the RcvDtl table, even though the item is not yet received, I understand why the pricing no longer flows from the PO thru to AP Entry.
I might give a look at the RcvDtl table and possibly could make an updateable dashboard to change the status from “arrived” to “received” and hopefully update the pricing info at the same time.
Thanks again for the reply and suggestions. We’re going to test out an updateable dashboard.
It looks like I can update the unit cost, check the received checkbox and enter a receipt date on the RcvDtl table with the dashboard so that may solve our problem and allow us to continue using the “arrived” indicator without any customizations. As long as the RcvDtl table data is what flows to AP Entry, that should work for us.
Dave,
Good luck with your solution! I hope it all works out for you.
Even in your dashboard you might look for a way to have code go grab the PO Line costing information, instead of manually entering that data into each Arrived line. I wouldn’t want to have to be the one copying info from the PO, line by line.
Work smarter!
Ben
Agreed that it’s pretty tedious to update manually, especially when you’ve got to update PO detail as well as receipt detail. For now, we’re not worried about updating the PO costs. We just want to make sure the cost entered into RcvDtl table flows through to AP Invoices. Then the actual costs applied to the jobs will be corrected when the invoice is created.
We may or may not go back and update the PO but the vast majority of these instances are batches of plating or painting subcontract costs and are typically minimal when divided across multiple jobs parts. Thanks again, and have a great holiday weekend!