8.1.1
8.1.1 New (Enter A New Receiver)
Allows you to enter a new receiver into the Receiving Database File. pc/MRP will display the next available Receiver Number and ask if you wish to scroll the PO file. If you answer Yes you will be allowed to scroll the PO file by either PO Number, Account Number, or Part Number. If you answer No pc/MRP will display the most recent PO Number, and Item Number. You can write over these numbers and write in the desired Receiver and PO Numbers. The Receiver Number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters.
Part Number, Description, Manufacturer, Model Number, Vendor, Address, Order Qty, Unit, Cost, Terms, Account Number, Trade Discount, Tax Rate, Div, and Freight are entered automatically from the PO and can be written over if no longer correct. The RECEIVED BY field is automatically populated by the user name and time.
Qty Received should be entered by the computer operator. Freight Bill Number, Condition, Collect, Prepaid, Number of Packages, Weight, Delivered To, and Inspected By will give your Receiving Logs valuable information.
If the freight charge is invoiced separately enter the freight invoice number in the Freight Bill Number field.
pc/MRP automatically enters the Date Received. The Pay Date (normally 30 days after the date received), Vendor Invoice Number, and Freight are usually entered by accounting when the vendor sends the invoice (accounting will inspect and edit the receiver).
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Receiver Data Entry Screen
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The Related Document Field is a 23 character scrollable field. It can be used to enter a related contract number, serial number, sales order number, etc.
Date Received is automatically entered and is used by the Accounting Module in aging the Accounts Receivables Records. It is also the date used to determine which of the receiving records to delete with the "Delete all receiving records over x years old."
The entire amount for the Freight, if known, can be entered once in one line item in the freight field or entered individually for all line items. The freight totals for all line items will be totaled and printed out on the forms and reports.
The Debit/Charge Number is not used by pc/MRP's accounting program at this time.
Once the new receiving record has been entered, pc/MRP will update the quantity received, date received, on time delivery, and complete field in the purchasing record. It will automatically increase the quantity on hand and decrease the quantity on order in the partmaster database file, provided pc/MRP has been configured to do so with Configuration, Settings and Utilities Option 4. If a receiver is over received pc/MRP will decrement the quantity on order in the partmaster but it will not take the onorder quantity negative.
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If the new cost > 0 and quantity received > 0 and the old cost >= 0 and the quantity on hand >= 0, the average cost of the part will be recalculated based on the formula below: |
If the old cost = 0 then the average cost will = the new cost including any discount.
Option 50 in pc/MRP's configuration menu allows you to include alternate area qtys and wip qtys in the above formula. The option to add alternate area atys and wip qtys was added to pc/MRP versions 6.73AQ and 6.78AG and higher.
If you have pc/MRP version 6.51 or higher and have activated the serial/lot number module, pc/MRP will ask "Enter serial/lot numbers ". If you answer Y, you will be prompted to enter the quantity and serial/lot number of the partnumber you are receiving. This will append a new serial/lot number record to snlotdet.dbf detail file. It will also update the qty or append a new record in the snlot.dbf master file. If you are receiving multiple serial numbers for the same part number, answer Y when prompted to "Enter another serial/lot number for this partnumber"
If the item you are receiving is an assembly and you are not using Inventory Adjustment Method S, pc/MRP will ask if you wish to Increase the onhand quantity of the assemblies or Convert parts to assemblies (increase assemblies & decrease onhand quantity of the parts). You will also have the options to run a cost roll-up and or sales price markup.
With version 6.82 and higher if the items you are receiving are assemblies and the configuration option 47 allows you to do cost roll-ups, pc/MRP will ask if you wish to do a cost roll-up and or a sales price mark-up. Be aware that if you turn off option 47 in the Configuration/Settings and Utilities this will also turn off the Inventory cost-roll-up option.
Once the initial line item has been received pc/MRP will prompt:
Enter A if all of the line items on the original PO are to be received on this receiver.
After all the line items have been entered for a receiver pc/MRP will automatically debit and credit the general ledger if it is configured to do so (auto accounting on).
8.1.2 Edit/View (Scroll/Delete/Undelete Receiver Line Items)
This option will allow you to scroll, edit, delete or undelete receivers, and choose the sort order you wish to scroll the database by. Enter the first several characters you wish to begin scrolling at and press "OK". Use the arrow keys to scroll up or down the list. When the desired record is located, press enter to call the record up for view/edit. If it is the wrong record, enter N to continue scrolling. If it is the correct record enter [Rtn] or Y to view and or edit the record.
If you edit the quantity received in a receiver you must edit the quantity received in the PO file and the quantity on order in the partmaster file. The reason pc/MRP doesn't edit other files automatically is that if the other files were edited first, your edit would then re-adjust the previous edit. This could create an endless loop of confusion. To edit the address, simply edit the address in the first line item.
To add an additional item to an existing receiver do not use the edit module. Instead, use the "Enter new receiver" option by typing in the original receiver and PO numbers and the line item number from the PO you are receiving.
The Complete, Amount Paid, and Check Number Fields are displayed only in the edit mode and are filled in automatically when Accounting records a payment towards this debt. The Amount Paid Field contains the accumulative amount paid. pc/MRP uses the Complete Field to determine if a record is open or closed. A Y in the Complete Field marks the record as closed. A N in the Complete Field marks the record as open.
The POSTED field is displayed only in the edit mode and is filled in automatically with a Y when accounting enters the initial general ledger I (accounts payable) transaction.
Use the delete button to mark a record for deletion with the Windows version of pc/MRP. Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.
When you finish editing line item #1, pc/MRP will ask 'Update header information on all line items'. If you answer Yes, the header vendor data, posted, date received, received by, vendor invoice #, ship via, delivered to, terms, paydate, account #, div, purchase req #, freight bill #, and related document number fields will be updated in all remaining line items.
8.1.3 Print Receiver
This option will print, display, send to e-mail, or send the reveiver to an HTML document to attach the receiver to an e-mail. Through the use of programs like WINFAX users can also directly fax from pc/MRP. The Receiver is (rec.frx) Furthermore, if the flag file DMMAILLB.FLG exists an address label for the vendor on that receiver will automatically be created from the CUSTARD*.LBX or the CUSARD*.LBX.
Each receiver can contain up to 9999 line items.
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8.1.4 Reports (Printout/Display Receiver Reports)
Selection 4 allows you to print out or display various reports from the Receiver Database File. See section 15.4.1 to create custom reports. Your standard report options are as follows:
All receiver records (reclog.frx and custrec0-custrec9.frx with receive.dbf)
All receiver records for a product code
All receiver records for a part number
All receiver records for a vend/cust account #
All receiver records for a document/contract #
All receiver records for a div/dept
All receiver records for a model number
All receiver records for a serial number
All receiver records for a purchase order number
All receiver records for a purchasing agent
All receiver records for a debit/charge #
All receiver records for a requestor
Any of the above can include the following:
Any of the above can include: All open and closed records
Any of the above can include:
Any of the above may be sorted by:
The report output options include:
The report format options include:
8.1.5 Labels
This option will function the same as printing a label for a receiver in the partmaster module, see section 5.1.7.
8.1.6 Index
Reindexes the receiving index files. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or can not find a specific receiver, reindexing the index file is usually the cure.
8.1.7 Remove Marked Records
Removes all receiving records marked for deletion from the disk. The records will no longer be recoverable.
8.1.8 Remove Over X Years
Deletes and removes from the disk all Receivers over a specified number of years old. Prior to running this command it is advisable to save the Receiver Database File to disk and label it "Receiver DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.
