Purpose

Questions and Answers

  Reversing Receipts
  Question 1: How to reverse a PO (purchase order) receipt.
Question 2: How do you correct a receipt that was received for the incorrect
 
quantity or amount and then was voucher matched and paid?
  Question 3: Is it possible to reverse part of a receipt or?
Question 4: What Specifies the Next Status in a Purchase Order after you Reverse
 
the Receipt (P4312)?
Question 5: Is it possible to associate a reason code/message during Receipt
 
Reverse?
Question 6: Is there any setting to prevent Receipts Reversal from driving the on
 
hand quantity to negative?
Question 7: Is is possible to update the quantity on PO detail line once some of
 
the quantity is received or reversed?
  Multi-Location Window P42053
Question 1: The P42053 Multi-Location window is populated with location and lot
 
number information, is there a way to control this or clear the screen?
Question 2: When using the multi-location window to receive a lot controlled item
 
how can you have the same lot number applied to all of the locations?
 Receipt Inquiries/Reports
 
Question 1: Is there an inquiry program that displays receipt information by
 
supplier between two specific dates?
Question 2: Is there a report that displays receipt information by supplier
 
between two specific dates?
  Miscellaneous
Question 1: How to determine what the original OV number was after a receipt is
 
reversed.
Question 2: The Primary Vendor In the Item/Branch record (F4102) Is Updated
 
When A Receipt Is Done; Can This Be Turned Off?
Question 3: In the Enter Receipts program (P4312), when you perform a receipt
  transaction, the Receipt Date and G/L Date always default to the system date. Is
there any way to have these dates default to the order date?
Question 4: Is there a way to have lot items received into a location that is on
 
hold?
Question 5: What purposes do the PRVARC (Cost Variance) and PRAVCO
  (Average Cost Difference) fields serve in the Purchase Order Receiver file
(F43121)?
  Question 6: Is there a Batch Job for Purchase Order Receipts?
  Question 7: Can P4312 Be Set To Require Both Purchase Order Number and Item
Number?
 Question 8: Is there a way to assign the Pedimento (tracking number) to an item
  upon receipt of the purchase order, and then track it through rate based
completions, onto the sales order, and out to the customer?
Question 9: How to close open receipts for which you do not need to pay the
 
supplier.
Question 10: If the system times out while a receipt is open in the P4312, the
 
T4313 record is not deleted.
Question 11: Where is the receipt location derived when you perform a receipt via
 
P4312?
Question 12: Can you set up items to automatically use different receipt locations
 
in the Enter Receipts program?
Question 13: How do you cancel the remainder of an order line in the Receipts
 
program (P4312), and what is the difference between option 7 and option 9?
Question 14: When you  select option 9 (Cancel),  Receipt Document Number
 
(DOCR)  is populated.  What file stores this information?
Question 15: Can Option 2 to access the P43UOM - Select Multiple Units of
Measure be used to receive purchase orders in a different unit of measure when
 
the purchase order detail lines have account numbers rather than stock or non-
stock items?
Question 16: How do you receive multiple skids/pallets of a single purchase order
  line item and record multiple container ID numbers where each individual
skid/pallet will have a unique Container ID number?
Question 17: Why aren't the units received for an item being written to the F0911
 
GLU field?
Question 18: During purchase order receipt, is there a way to use the same
 
exchange rate that was used in purchase order entry?
Question 19: Is there a way to protect or lock down the Document Type field of
 
the P4312 - Enter Receipts by PO program?
Question 20: Can you change or update the Supplier Remarks for a receipt after
 
the receipt transaction has occurred?
Question 21: Where can you see the Receipt Date, Received Quantity and
 
Amount Received for a purchase order?
Question 22: Is there a program or process that can be used to automatically
 
receive a Direct Ship OD purchase order?
Question 23: How do you restore/update/recreate missing F0911 G/L records for
 
a PO Receipt (OV) - O Batch?
  Question 24: Where can you see both open and closed Receipts?
Question 25: Why is Purchase Order Detail file ( F4311) not updated with a new
 
line when PO quantities are over received?
References
APPLIES TO:

JD Edwards World Procurement - Version A7.3 cume 4 and later

IBM i on POWER Systems

PURPOSE

This document provides answers to frequently asked questions about PO (purchase

order) Receipts.

QUESTIONS AND ANSWERS

Reversing Receipts

Question 1: How to reverse a PO (purchase order) receipt.

Answer 1: Please refer to Document 626785.1 WS: 43: Reversing/Deleting Vouchers

and Receipts in Purchasing

Question 2: How do you correct a receipt that was received for the incorrect quantity or amount and then was voucher
matched and paid?

Answer 2: To correct the receipt, first delete the purchasing voucher. However you
cannot delete a voucher for which a payment has been made so the payment/check will
need to be voided before the voucher is deleted.

These are the steps to correct this situation:

1. Void the Payment /Check. Go to Menu G0412 to access the P04103 Void

Payment Entry.  Populate the supplier number and find the correct payment. 
Enter a D in the action code and press Enter to void the check.
2. Delete the Purchasing Voucher.  Go to Menu G43A15 to access the P4314 Match
Voucher to Open Receipt.  Using an I action code, populate the purchase order
number, the voucher number and in the Match Type field enter a 2.  Press Enter
to Inquire on the purchasing voucher.  Enter a D in the action code and press
Enter to delete the voucher. For more details, see Document 626785.1 -WS: 43:
Reversing/Deleting Vouchers and Receipts in Purchasing.
3. Reverse the Receipt. Go to Menu G43A11 to access the P4312 Enter Receipt by
PO.  Enter the purchase order number and populate the Received field with a Y. 
Press Enter to display the receipt record.  Place an 8 in the Option field and press
Enter to reverse the receipt.
4. Record the correct Receipt information. Go to Menu G43A11 to access the P4312
Enter Receipt by PO.  Enter the purchase order number and press Enter to
 display the purchase order information open to receive.  Enter the correct
quantity and amount.  Place a 1 in the Option field and press Enter to receive the
purchase order with the new quantity/amount. 
5. Create the new Purchasing Voucher.  Go to Menu G43A15 to access the P4314
Match Voucher to Open Receipt.  Inquire on the purchase order number.  (The
Match Type field should have a value of 1.)  Press Enter to display the receipt
information available to voucher match.  Populate additional fields as needed,
(for example: Invoice Number, Invoice Date, G/L Date).  Place a 1 in the Option
field along with making any needed adjustments to the Quantity or Amount
values.  Change the Action Code to A and press Enter to create the new
Purchasing Voucher.
6. Create the Payment/Check for the new Purchasing Voucher. Go to Menu
G0412 to access the P04102 Payment With Voucher Match.  Inquire on the
supplier and select the correct voucher to create the payment. Populate the
check number with the same number as the original check number.

The creation of a new positive payment does not create a problem because:

 The original payment amount has already gone to the bank.

 The void of the original payment created a record in the positive payment
workfile.
 The new payment also creates a record in the positive payment workfile.
 The records created by the void of the original payment and the creation of the
new payment will offset each other so the bank amount will still be in balance.

Question 3: Is it possible to reverse part of a receipt or?

Example: You entered a purchase order for 10,000 items and you received the entire
quantity of 10,000. Now you want to reverse a partial quantity such as 6,000 of that
10,000.

Answer 3: The system will not allow you to do that. You can reverse the receipt as it
was entered, and then receive it for the desired quantity.

Question 4: What Specifies the Next Status in a Purchase Order after you Reverse the Receipt (P4312)?

After you reverse a PO (purchase order) receipt, the next status in the PO becomes
400. You want to know if you can make it become 280.

Answer 4: The P4312 (PO Receipt), when reversing a receipt, is hard coded to take
the next status for the PO from the MT1 (Match Type 1) receipt record in the F43121
(PO Receiver file) and use that next status as the next status in the F4311 (PO Detail
file).

The next status in the MT1 F43121 record comes from the next status on the PO at the
time that you receive the PO.

Ex: If the next status on the PO is 280 when you inquire on the PO in the P4312. When
you complete the receipt, the next status in the F43121 MT1 record will be 280.
If you want the next status on the PO to be 280 after you reverse the receipt, the next
status on the PO would have to be 280 just before you receive it.

Question 5: Is it possible to associate a reason code/message during Receipt Reverse?

Answer 5: No, currently there is no way to add a reason code/associated text during a
Receipt Reverse (option 8). Detail fields and Associated Text (option 3)  are disabled
during a Receipt Reverse.

You can add a reason code/associated text while entering a Receipt (option 1), closing
a line (option 7) or cancelling a line (option 9).
The information that you enter the Reason Code field (RCD)  is recorded in the
Purchase Order Receiver file (F43121), but currently it is not printed in any of our
reports.
Associated Text is recorded in the Sales Order/Purchasing Text Detail Lines  file
(F4314).
Associated Text can be printed by Print Purchase Orders (P43500) and by Print
Purchase Receivers (P43510), when associated text processing option is enabled.
To enable Print Purchase Orders (P43500), populate associated text processing option
with a 1:
Enter a '1' to print Purchase                                1    
Order Associated Text.          
To enable Print Purchase Receivers (P43510),  populate associated text processing
option with a 1:
   Enter a '1' to print associated                          1
   text.  (Text keyed through the  
   selection exit from Purchase    
   Order Entry).

Question : 

quantity on hand.  This is only a warning so if the user enters through the warning the
transaction is completed and the quantity will go negative.
As of release A9.3.1, a processing option has been added in P4312 to control whether a
warning, hard error, or no warning/error at all will be issued when the action will drive
inventory negative.  

The new processing option in P4312- Purchase Order Receipt reads as follows:

25. Enter '1' to receive an error if quantity on hand for the item location will go
negative.        
Enter '2' to skip receiving any error or warning.                  
If left blank, you will receive a warning.