Purchase receipt

Use this transaction to perform a purchase receipt. It can be:

• A direct receipt, without any purchase order.
  

  Direct receipts are allowed only if the PTHDIR - Direct receipt general parameter (ACH chapter, REC group) is set to Yes.

• A purchase order receipt. This transaction also covers the receipt of a shipped purchase order, the receipt of a purchase order linked to a shipped container, and the receipt linked to a shipment pre-receipt.

  To help you perform a purchase order receipt, you can use the Sage X3 Receiving purchase order report (POHWKT) to scan the purchase order bar code as well as the Sage X3 product codes. For more information, see the functional prerequisites.

When performing a purchase receipt, you can create license plate numbers (LPNs) "on the fly" when the right Sage X3 functional prerequisites are met.

You can access this transaction through:

• The Receipt menu from the home page, for a direct receipt or a purchase order receipt.
• The View purchase order or the View purchase orders to receive inquiries for a purchase order receipt.

Prerequisites

Functional prerequisites

• Print orders to receive (FUNPOHWKT)

  Open: Stock > Receipt/issue transactions > Print purchase orders to receive

  Use this function to print a document with all the information you need to perform a purchase order receipt. This document displays the same information as the supplier packing list. It helps you enter the data as you can scan the purchase order bar code as well as the Sage X3 product codes.

• Product-site (GESITF)

  Open: Common data > Products > Products-sites

  Use this function to set the Suggested location that displays in this transaction. Go to the Management section and select the Location management checkbox. The Default locations grid displays the list of location categories defined in the Product category function (GESITG) for the different movement types.

  The suggested location is the Default location you set for the location category defined for the Supplier receipt movement type.

  To be used as the suggested location, the Default location must be defined with a full location code. It cannot be defined with generic characters (*,#,!,?).

• Product (GESITM)

  Open: Common data > Products > Products

  Use this function to enter the product GTIN (Global Trade Item Number). This information is part of the GS1 composite barcode which can be used to identify the product. The GS1 composite barcode can also be used to identify other key information called Application Identifiers (AIs). In the Purchase receipt transaction, when you scan a GS1 composite barcode, the following AIs are read and entered automatically: the GTIN, the Lot, the Expiration date, and the Serial number. Other AIs can be part of the GS1 composite barcode but they are not managed in this transaction.

  To be used in this transaction, the GS1 composite barcode needs to include at least the 2 following AIs:

  • The GTIN. It is used to apply controls on the product.
  • At least another AI, not necessarily managed in this transaction.

• Mobile Automation setup (FUNADCSEARCH)

  Open: Setup > Stock > Mobile Automation setup

  In this function, use the Product filter section to select the information that you want to use to search for a product, in addition to the product code. You can set 2 additional criteria that can be: The Supplier UPC code, the Supplier product code, the X3 UPC code, or the X3 product description.

  These 2 criteria are used only for purchase order receipts. For direct receipts, the information that displays and that you can use to search for a product is: The product code, the X3 product description, the Supplier UPC code and the Supplier product code.

Functional prerequisites for creating LPNs on the fly

• Product-site (GESITF)

  Open: Common data > Products-sites

  • Check that the Container management checkbox is selected.

  • Enter a Default container.

  • Enter the requested information in the Container capacity table. This information is used to calculate the number of LPNs to be created depending on the quantity to be received.

• Product category (GESITG)

  Open: Common data > Products > Product categories

  Use this function to set the License plate number as a mandatory information for the Supplier receipt movement type and the required movement codes.

Web service prerequisites

In Sage X3, perform the following actions:

1. Open: Administration > Web services > Classic SOAP pools configuration

   Stop the web service pool.

2. Import/export templates (GESAOE)

   Open: Setup > Usage > Imports / exports > Import/export templates

   Validate the CWSPTH import template.

3. Web services (GESAWE)

   Open: Development > Script dictionary > Scripts > Web services

   Publish the AOWSIMPORT web service.

4. Open: Administration > Web services > Classic SOAP pools configuration

   Start the web service pool.

How to create a purchase receipt

Open: Receipt > Purchase receipt

To create a purchase receipt, you must enter information on 2 pages:

• The initial page is dedicated to:
  • Information related to the header: The Receipt date, the stock Site, the entry Transaction, the Supplier code.
  • Information related to the lines: The Purchase order or the Product code.
• The second page is used to enter the receipt line details.
  When you have processed a receipt line, you can save it and move on to another line or keep the product on the header and enter additional stock details for the same product.

Operating mode

1. In the initial page, check that the Receipt date, Site and Transaction default values are correct.
2. Scan, select or enter the following information:
   • The Supplier code for a direct purchase receipt
   • The Supplier packing slip
   • The Purchase order number for a purchase order receipt

   • The Sage X3 product code. For more information, refer to the Purchase receipt initial page section.
     

     The product code and the supplier code are preloaded if you display this transaction from the View purchase order or the View purchase orders to receive inquiries.

3. Scan, select or enter a purchase order line and then the shipment number.

   When you have selected the product code or the purchase order line, and if necessary the shipment number, the Enter receipt detail page automatically displays.

4. Enter the detailed receipt information. When you scan a GS1 composite barcode on the initial page, the following detailed information is extracted from the code and entered automatically : The Lot, the Expiration date, and the Serial number. For more information, see the functional prerequisites.
5. Tap the following actions:
   

   • Add quantity to keep the same product in the header and enter different details (such as a different location or a different LPN).

   • Next to save the receipt line: The initial page displays again automatically with the saved receipt line listed at the bottom of the screen. You are ready to complete the following actions:

     • Enter an additional receipt line in the same document: Scan or select another product and repeat step 2 to step 5.

     • Validate the creation of the receipt document (go to step 6).

6. Tap Create when you have processed all the lines and you are ready to validate the purchase receipt creation.
   • If you could proceed with the creation, the generated receipt number displays.
   • If you could not proceed with the creation, an error or information message displays.
     • Tap Go back to display the previous page.
     • Tap Cancel to delete all the receipt lines.

Step by step

Purchase receipt initial page

		Enter the details of the receipt. The Receipt date defaults to today's date. You can change it until you tap Create and only to an earlier date. This date applies to all the purchase receipts performed in the same document. The Site defined in the Site screen displays automatically. You cannot modify it on the current page. The Transaction field displays only if you have access to several entry transactions. It defaults to the first available Receipts entry transaction (GESPTR) (sorted by alphabetical order). You can select another transaction from the drop-down list. This list is filtered based on your Function profile (GESAFT) permissions (access codes). Purchase order: Scan, select or enter the PO number if the receipt is not a direct one. The list displays open purchase orders that meet the following conditions: The purchase order receipt site is the site defined in the Site screen. The receipt status is not closed. The signed status is one of the following: In full, Not managed or Automatic. The purchase order has at least one purchase line which is not closed. Leave it blank if the receipt is a direct one. It is preloaded if you display this screen from one of the View purchase order transactions. You can access the Supplier field only if direct receipts are allowed. Scan, select or enter the Supplier code if the receipt is a direct receipt. It is preloaded with the purchase order supplier code if the receipt is not a direct receipt. If you need to enter or scan the supplier packing slip number, select the Add a supplier packing slip link to display the Supplier packing slip field. Scan, select or enter the following information: The Product  For a direct receipt, you can search for the product by scanning or selecting the Sage X3 product code, the Sage X3 product description, the product UPC code, the supplier UPC code, or the supplier product code. You can also scan the GS1 composite barcode. If you scan the GS1 composite barcode in the product field, a Mandatory field message displays. You need to scan the GS1 composite barcode again. For a purchase order receipt, you can search for the product by scanning or selecting the Sage X3 product code or any other information based on the criteria you have set in the Mobile Automation setup function (FUNADCSEARCH). Refer to the functional prerequisites. You can also scan the GS1 composite barcode. A purchase order line if the receipt is not a direct one. The list displays only purchase order lines that are not closed. The shipment number when the selected purchase order line is linked to several shipments. A warning message displays if the product is part of a stock count session.
		You cannot tap Create: First you need to enter the receipt details and save at least one receipt line.
		When the product code or the PO line is selected, the Enter receipt detail page displays automatically.

Enter receipt details page

		The header displays the following information: The purchase order number and purchase order line The product code and product description The expected quantity
		Receipt details: the Unit, Quantity and Status always display. For a purchase order receipt, the Unit displays automatically. You can select another one. The quantity is automatically converted with the conversion factor. The Conversion factor automatically displays. If you change the packing unit, the conversion factor is automatically updated. You can modify it if it is set to Changeable in the Product function (GESITM). For a direct receipt, select the Unit from the drop-down of packing units defined for the product and for the product-supplier. Enter the Quantity. For a purchase order receipt, the remaining quantity of the purchase order displays automatically. You can change it. The Status is preloaded. Its default value and the list of available authorized statuses depend on the receipt Management rules set for the Supplier receipt Movement type in the Product category function (GESITG).
		Additional fields can be displayed or hidden depending on the product settings or on the selected entry transaction. When you scan a GS1 composite barcode on the initial page, the Lot and the Serial number can be extracted from the code and entered automatically. These additional fields are described below.
		Tap the following actions: Add quantity to keep the same product in the header and enter another stock detail for the same product. If you scan a GS1 composite barcode to identify the product, you need to scan it again to extract the Lot, the Expiration date, and the Serial number for the additional quantity. An error message displays if you scan a GS1 composite barcode which identifies a different product. Next to save the receipt line. The initial page displays. At this stage, the receipt line is saved in the UI only, and not in the database.

Create the purchase receipt

		The list of saved purchase receipt lines provides the following information at the bottom of the page. Product code Purchase order number followed by the purchase line number Stock quantity, stock unit of measure You can perform the following actions: Add another product Create the receipt Before validating the creation you still have the possibility to enter or change the supplier packing slip number. You can also delete a saved receipt line: Tap the Delete icon.
		Tap Create when you have processed all the lines and you are ready to validate the purchase receipt creation and print the receipt note, the stock labels, and the LPN labels when LPNs are created "on the fly" To print the receipt note, the labels, and the LPN labels, refer to the functional prerequisites for printing labels and documents.

		A GraphQL payload is sent to Sage X3. The data of this payload is mapped with the CWSPTH import template which is called by the import-type AOWSIMPORT SOAP web service. A message displays the generated receipt number and confirms that the printing is launched.

 

Limitations

• Subcontract receipts are not managed.
• In this transaction, you cannot create a purchase receipt for a purchase order or a purchase order line linked to different shipments or shipment lines. You need to use the desktop application.