Receiving and Putting Away Operations: To Receive Items and Verify the Receipt

In the following activity, you will learn how to perform the receiving of items by using the Receive and Put Away (PO302020) form and verify the receipt by using the Purchase Receipts (PO302000) form.

Attention:
This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that in the wholesale warehouse of the SweetLife Fruits & Jams company, a warehouse manager sets up the receiving workflow with receipt verification. The warehouse manager gives a warehouse worker a task to receive the purchased jams (25 jars of mango jam, 50 jars of strawberry jam, and 10 jars of kiwi jam) in the warehouse.

Further suppose that the warehouse worker has received the purchased mango and strawberry jams at the receiving location of the warehouse, but no kiwi jam has been delivered. The worker leaves its quantity as 0 and confirms the receipt of the items. The warehouse manager verifies the correctness of item quantities, corrects some mistakes, and releases the receipt.

You will perform all the steps of this scenario, acting as the warehouse manager and worker.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled in the Inventory and Order Management group of features:
    • Multiple Warehouse Locations
    • Warehouse Management
    • Receiving
  • On the Warehouse Management tab of the Purchase Orders Preferences (PO101000) form, the following check boxes have been selected:
    • Display the Receive Tab
    • Display the Put Away Tab
  • On the Warehouses (IN204000) form, the WHOLESALE warehouse has been created. On the Locations tab, the MAIN warehouse location has been defined.
  • On the Stock Items (IN202500) form, the following stock items have been created, and the corresponding alternate IDs with the Barcode type have been defined on the Cross-Reference tab:
    Tip:
    For simplicity, the alternate IDs will be further referred to as barcodes.
    • MANJAM08, which has the MJ08 barcode
    • STRAWJAM08, which has the STJ08 barcode
    • KIWIJAM08, which has the KWJ08 barcode
  • On the Purchase Orders (PO301000) form, the 000051 purchase order to the ALLFRUITS vendor has been created. (The order is dated 1/29/2025 and has 25 units of the MANJAM08 stock item, 50 units of the STRAWJAM08 stock item, and 10 units of the KIWIJAM08 stock item.)
  • On the Purchase Receipts (PO302000) form, the 000043 purchase receipt has been prepared for this purchase order. The purchase receipt has 25 units of the MANJAM08 stock item, 50 units of the STRAWJAM08 stock item, and 10 units of the KIWIJAM08 stock item.

Process Overview

In this activity, you will do the following:

  1. You will configure the receipt verification workflow on the Purchase Orders Preferences (PO101000) form.
  2. You will open the Receive and Put Away (PO302020) form, switch to Receive mode, and scan the number of the purchase receipt. Then you will receive the items and scan their barcodes and quantities. After you finish receiving items, you will confirm the purchase receipt.
  3. You will open the Purchase Receipts (PO302000) form, review and correct the quantities of the received items, and release the purchase receipt.

System Preparation

Before you start performing the automated receiving operation and verification of a purchase receipt, you should launch the MYOB Acumatica website and sign in to a company with the U100 dataset preloaded. You should sign in as a warehouse worker with the angelo username and the 123 password.

Step 1: Setting Up Receipt Verification

To set up receipt verification while acting in the role of a warehouse manager, do the following:

  1. Open the Purchase Orders Preferences (PO101000) form.
  2. On the Warehouse Management tab, select the following check boxes:
    • Verify Receipts Before Release
    • Keep Zero Lines on Receipt Confirmation
  3. On the form toolbar, click Save.
  4. Sign out of the system.

Step 2: Receiving Items in the Receiving Location and Confirming the Receipt

Acting as a warehouse worker, you will record that items have been received in the receiving location of the warehouse and confirm the receipt. Do the following:

  1. Sign in to the system as the warehouse worker by using the perkins username and the 123 password.
  2. Open the Receive and Put Away (PO302020) form, and make sure the Receive tab is opened.
  3. In the Scan box, enter 000051. This is the reference number of the purchase order for which you are receiving and putting away items. Press Enter. The system loads the purchase receipt lines to the table. It shows the reference number of the purchase receipt that is being processed (000043) in the Receipt Nbr. box of the Summary area.
  4. Enter MAIN to select the location in which you are receiving the items.
  5. Enter MJ08 to select the item being received. (MJ08 is the barcode for MANJAM08, one small jar of mango jam, which is included in the 000043 receipt.)

    The system highlights the first line of the purchase receipt in bold and specifies 1 as the Received Quantity.

  6. Set the quantity of the item to 25 as follows:
    1. On the form toolbar, click Set Qty. The system prompts you to enter the item quantity.
    2. In the Scan box, enter 25. The system highlights the first line of the purchase receipt in green and sets the Received Qty. to 25.
  7. Enter STJ08 to select the item being received. (STJ08 is the barcode for STRAWJAM08, one small jar of strawberry jam, which is included in the 000043 receipt.)

    The system highlights the second line of the purchase receipt in bold and sets the Received Qty. to 1.

  8. Set the quantity of the current line to 50.
  9. Suppose that no jars of kiwi jam have been delivered. On the form toolbar, click Confirm Receipt. The system confirms the purchase receipt.

    As the warehouse worker, you have finished receiving the items.

  10. Sign out of the system.

Step 3: Verifying and Releasing the Receipt

Acting as the warehouse manager, you will verify and release the receipt whose items have been received in the warehouse. Do the following:

  1. Sign in to the system as the warehouse manager by using the angelo username and the 123 password.
  2. Open the Dashboards workspace.
    Tip:
    If the Dashboards menu item is not on the main menu, click the More Items menu item and then click the Dashboards tile.
  3. In the Dashboard: Inventory category, click Receiving Clerk. The Receiving Clerk dashboard opens.
  4. Click the Receipts to Verify widget, which shows the number of purchase receipts with the Received status. The Purchase Receipts for Last 12 Months (PO3020BI) inquiry form opens.
  5. In the Receipt Nbr. column, click 000043 to open the purchase receipt on the Purchase Receipts (PO302000) form. Notice that the receipt has the Received status. Review the items and item quantities (see the following screenshot).
    Figure 1. The purchase receipt with the Received status


  6. Notice that for the STRAWJAM08 item, the Receipt Qty. is 50. Suppose that you have verified that its actual quantity is 48 and that two jars have not been delivered to the warehouse. Change the Receipt Qty. in the line to 48.
  7. Review the quantity of the KIWIJAM08 item. Suppose that you have verified that no kiwi jam has been delivered. Remove the row with the KIWIJAM08 item so that you will be able to release the purchase receipt.
  8. On the form toolbar, click Save.
  9. On the form toolbar, click Release. The system releases the purchase receipt and generates the inventory receipt transaction to record the receipt of items in the MAIN location of the warehouse.

    As the warehouse manager, you have checked which items have actually been received, corrected the mistakes, and released the receipt. Now the warehouse worker can proceed with putting the items away.