Receiving – 01 – Reconciling delivery
After an order has been sent to the vendor, the next step will be for them to honor the PO by providing the goods or services detailed in the PO. Within PLANERGY the delivery process can be fully tracked.
If this stage of the process is carried out in the system it should save your finance team a lot of time when an invoice comes through from the vendor. If they can see the order has been received and there were no problems with the delivery they should be able to process the invoice as long as the invoice details match the original purchase order.
When the goods have been delivered or the services rendered you can easily mark this through the Receiving section of PLANERGY. The term ‘goods’ is used in the system but this process is equally valid for service orders. The user is recording receipt of the goods or service so it is clear that the company will be happy to pay any invoice related to the receipted goods or service. The purpose of the Receiving section is to record whether or not the order has been fulfilled.
To reconcile a delivery for an order you need to use the Receive search page – see figure 1. From here you can search to find a specific order to mark items as delivered. The default search results show only orders with an open status because these are the orders with items still waiting to be received. By changing the status in the search options you can also include closed orders. This can be edited by changing the setting in the Status search field.
Any orders within their due date will be indicated with the date in black. Any orders that are overdue will be indicated with the date in red giving you a quick indication of any orders you may want to follow up with your vendor about.
Fig. 1 – Receiving – Search page
If you click an order in the search results it will bring you to the Receive Goods page for the order – see figure 2. From this page you can mark the items for the order as received.
Fig. 2 – Receive – Receive Goods page
At the bottom right of the Receive Goods page are the buttons to carry out actions related to marking items as received. When marking items as received the order status will update to reflect the current status of the order. Depending on the status of the order some of these options may be greyed out because they are unavailable for this specific order. For example for an open order where no items have been marked as received the Return Items, Return All Items and Reopen Order are not available.
When carrying out Receive actions you can add a comment for reference and this will be tracked in the audit trail for the order.
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Receive Items
This option will mark only the items and quantities filled in the quantity boxes for the line items. This can be used for partial receipting of the delivery of an order. The option is only available if there are outstanding items to be received and the order is open.
After receiving items if the order is left with items remaining to be received the status will update to ‘Partial’, if no items are left remaining the order will be updated to have a status of ‘Closed Completed’ after using this option.
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Receive All Items
This option will mark all the outstanding items for the order as received. The option is only available if there are outstanding items to be received and the order is open.
After receiving all items there will be no items remaining to be received for the order and the order status will be updated to ‘Closed Completed’
If we click on Receive all button and we did not fill anything in the comment section, we will be asked to confirm that we’re sure to leave it like that along with confirmation that we actually want to receive all items, additionally it will offer us to enter value for comment section again in the popup itself.
Fig. 3 – Add comment when receiving or returning all goods
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Return Items
This option will mark the quantities filled in the quantity boxes for the line items as returned. This can be used for partial returning of items for an order. You can only mark items as returned if they have been marked as received previously. It is good practice to add a comment indicating the reason why the items were marked as returned. The option is only available if there are items marked as received and the order is open.
After returning items if the order is left with some items as received the status will update to ‘Partial’, if no items are left as received the order will be updated to have an open status after using this option.
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Return All Items
If the order is closed you will need to reopen the order before marking the items as returned. It is good practice to add a comment indicating the reason why the items were marked as returned. The option is only available there are items marked as received and the order is open.
After returning all items no items will be left as received for the order and it will be updated to have an open status after using this option.
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Close Order
This option will update the status of the order to ‘Closed’ indicating no further items are expected to be received for the order. The option is only available if the order is open.
After using this option if there are items left on the order as not received the order will be updated to have a status of ‘Closed Incompleted’, if there are no items left on the order waiting to be received the order will be updated to have a status of ‘Closed Completed’.
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Reopen Order
This option will update the order to an open status indicating there are items expected to be received for the order. The option is only available if the order is closed.
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Cancel
This option will cancel the Receive actions you are currently carrying out on the order and return you to the Receive search page.
The status of the order gives a quick indication of what stage of the purchasing process the order has reached and can be used to search for or report on specific types of orders. There are three broad statuses that an order can have but these can be further defined to give additional flexibility in searching and reporting.
The status of the order will depend on what actions have been carried out for the order. A full record of these actions will be recorded in the Audit Trail for the order. The Audit trail will track when an action happened and what user carried out the action.
Status Definitions
Waiting For Approval: A requisition that has been saved but is yet to be approved.
Forwarded For Approval: A requisition that has been forwarded to a user for approval but has not been approved.
Rejected: A requisition that was forwarded for approval but rejected by the approver.
Unsent: An order that has been approved but not emailed or printed (and is considered not sent to the vendor).
Sent: An order that has been approved and emailed or printed (and is considered sent to the vendor).
Open: An order where the goods/services have not yet been received.
Partial: An order where some goods/services have been received but there are still outstanding goods/services remaining.
Closed Completed: An order where all goods/services have been received.
Closed Incompleted: An order where not all goods/services have been received, but the outstanding items are not expected to be received.
Cancelled: An order that was approved but later cancelled. An order can only be cancelled if it has no items received and no invoices assigned.