eSUB Academy

Follow

Purchase Order Shipments

We’ve modified the purchase order function by introducing shipment logic.  Each line item associated with a purchase order may have one or more shipments detailing quantity received, invoice date, and invoice number.

Section 1 (Shipment Entry)

To enter shipments click on "Edit PO Line" or "Batch Edit PO Lines"..  These forms have been modified to allow recording of "Quantity Received", "Invoice Number" and "Invoice Date" data.  If a purchase order line only has one shipment then recording the shipment on either of these forms is sufficient.  

Example (Edit PO Line)
We have a Purchase Order line with a quantity ordered of 21.00.  Our first (and only) shipment is for a quantity received of 21.00, so the shipment has been received in full.  Since we don’t need to specify multiple shipments we can simply record the lone shipment on this form.

 

Example (Batch Edit PO Lines)
Again, we have a Purchase Order line with a quantity ordered of 21.00.  Our first (and only) shipment is for a quantity received of 21.00, thus satisfying the line in full.  Since we don’t need to specify multiple shipments we can simply record the lone shipment on this form.

 

However, when dealing with a partial shipment you may click the associated hyperlinks (e.g. "or enter quantity received per shipment") in order to access the new "Enter PO Line Shipment" form.  On this form you may record additional shipments as they arrive, each with their own quantity received, invoice number, and invoice date.

Example (Enter PO Line Shipment)
We have a Purchase Order line with a quantity ordered of 21.00.  Our first shipment is for a quantity received of10.00 (a partial shipment.)  As additional shipments arrive we can return to this form to record them.

All shipments previously recorded are displayed at the bottom of the form’s page.

 

Section 2 (Shipment Maintenance)

Once multiple shipments have been entered on a purchase order line the display on the "Batch Edit PO Lines" form changes slightly.  

Example (Batch Edit PO Lines)
We entered a second shipment of 5.00 quantity received.  Now when we navigate to the "Batch Edit PO Lines" form reflects multiple shipments with the "Quantity Received" showing the total quantity received of all shipments.  Also, links appear under the "Invoice Number" and "Invoice Date" fields that allow us to view multiple invoice numbers and dates associated with this purchase order line.  If we want to add a new shipment we can click the shipment icon () under the Action column for the purchase order line.

 

 

To modify shipment information click on the "Batch Edit PO Ships" tab to navigate to the "Batch Edit PO Shipments" form.  

 

Example (Batch Edit PO Line Shipments)
This form allows us modify one or multiple shipments simultaneously and works in the same fashion as other eSUB batch edit forms.  Remember that you must check the "Update" box for each shipment that you wish to modify.

 

 

Section 3 (Final Notes)

Example (Edit PO Line)
The "Edit PO Line" form also slightly changes when there are multiple shipments (just like the "Batch Edit PO Lines" form.  The quantity received is a sum total of all shipments and you can click on links to view the "Multiple Shipment History" window.

Also on this form are the "Vendor Last…" fields.  These fields are updated by the vendor via the "PO Acknowledgement" and are intended as a cross-check of what the vendor last shipped to you on this line.  This data is strictly informational.  You can update any of the fields should the need arise or the vendor "call in" a shipment, et cetera.

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments