Table of Contents
- Overview
- Setup
- Receipt Search
- Purchase Receipt Entry
- Purchase Receipt Line Items
- Purchase Order Selection
- Purchase Order Line Selection
- Serial/Lot Receiving
- Workflow
Overview
Purchase Receipt Entry can be used to edit purchase receipts. The user can add new or delete existing receipt lines as well as generate receipt lines from PO lines. The user can also assign lot, serial, and bin (in multi-bin environments) information to each receipt line.
Setup
Security
To enable the new Purchase Receipt functionality, navigate to the SalesPad dropdown and select Security Editor.
In the Security Editor screen, select the Security Group you wish to grant access to and navigate to one of the following securities in the Security section to grant access to the form/formlet/plugin and set any of its securities:
Receipt Search
To open the Receipt Search screen, select Receipt Search on the Application tab on the ribbon or go to Modules -> Purchasing -> Receipt Search.
Security
Receipt Search - Allow Screen Layout Customization - Turns on the ability to customize the layout. Defaults to False.
Receipt Search - Allow Search With No Parameters - When disabled, blank searches are not allowed. Defaults to True.
Receipt Search - Can Change Max Results - Enables/Disables the Max Results option. Defaults to False.
Receipt Search - Create New Receipts - Allows users to create new receipts. Defaults to False.
Receipt Search - Can Export Grid - Allows a user to export the grid to an Excel file. Defaults to False.
Receipt Search - Can Print Grid - Allows a user to Print the grid. Defaults to False.
Receipt Search - Date Range Month Limit - This security limits the From/To date range, so users can only search a certain span of months. Defaults to 9.
Receipt Search - Disable Search Prompt - Disables the search warning prompt. Defaults to False.
Receipt Search - Max Results Limit - Sets the max number of results that will be returned. Defaults to 10000.
Create New Receipt
To create a new purchase receipt, click the New Receipt drop-down and select the desired receipt type.
Note: SalesPad Desktop currently supports Shipment and Shipment/Invoice receipt types.
Purchase Receipt Entry
Security
Receipt Transaction Entry, Receipt Transaction Properties, and Receipt Transaction Line Items need to be enabled in the Security Editor in order to create new and edit existing purchase receipts.
Receipt Transaction Audit - Allows access to Receipt Transaction Audit
Receipt Transaction Entry - Always Create New PO - When you are replacing returned goods this setting will always create a new PO even if the original PO could be used. Defaults to False.
Receipt Transaction Entry - Can Forward receipts - Allows user to forward receipts through workflow. Defaults to False.
Receipt Transaction Entry - Default Vendor PO Num - sets the Vendor Doc Number to the Receipt Number on save. Defaults to False.
Receipt Transaction Entry - New PO Type - This is the type of the new PO that will be created if the Use Previous PO Type setting is False. Defaults to Standard.
Receipt Transaction Entry - Purchase Receipt Sales Document UDF - Name of Sales Document UDF to write Purchase Receipt Number to on replacement Sales Document. Defaults to ''.
Receipt Transaction Entry - Replacement Sales Document ID - If creating a Replacement Sales Document, the type of Sales Document Order to create. Defaults to n/a.
Receipt Transaction Entry - Type of Replacement Document - Type of Replacement Document to create when the "Vendor to Replace Goods" checkbox is checked. Defaults to PurchaseOrder.
Receipt Transaction Entry - Use Previous PO Type - If set to true, the type of the original PO will be used. If false, the value in the New PO Type setting will be used. Defaults to True.
Receipt Transaction Entry - Pre Save Script - Defaults to ''. Parameters: SalesPad.Bus.PurchaseReceipt pr, System.ComponentModel.CancelEventArgs e
Receipt Transaction Fulfillment - Allows access to Receipt Transaction Fulfillment
Receipt Transaction Properties - Allow Edit - Allows the user to edit fields on the purchase receipt header. Defaults to False.
Receipt Transaction Properties - Allow Screen Layout Customization - Turns on the ability to customize the document header by Receipt Type. Defaults to False.
Receipt Transaction Properties - Can Change Currency - Allows a user to change the currency. Defaults to True.
Receipt Transaction Properties - Can Change Queue - Allows a user to change current receipt queue. Defaults to False.
Receipt Transaction Properties - Can Change Receipt Number - Allows a user to manually enter Receipt Numbers as opposed to GP setting it on save. Defaults to False.
Receipt Transaction Properties - Can Create Queue - Allows user to create Return Transaction Entry Queues. Defaults to False.
Receipt Transaction Properties - Can Edit Return Date - Allows the user to edit the date on the header. Defaults to True.
Receipt Transaction Properties - Default Currency - The currency ID that will default on the document if one is not loaded from the Vendor. Defaults to n/a.
Receipt Transaction Properties - Default Receipt Batch - Default receipt batch for new receipt transactions. Defaults to SALESPAD RC.
Receipt Transaction Properties - Default Return Batch - Default Return Batch for new Receipt transaction documents. Defaults to SALESPAD_RETURN.
Receipt Transaction Properties - Default Shipment Invoice Receipt Workflow Queue - The default Workflow Queue where new Shipment Invoice Receipts will be placed. If no value is provided, the Default Receipt Batch security value will be used to populate the new Shipment Invoice Receipt Workflow Queue.
Receipt Transaction Properties - Default Shipment Receipt Workflow Queue - The default Workflow Queue where new Shipment Receipts will be placed. If no value is provided, the Default Receipt Batch security value will be used to populate the new Shipment Receipt Workflow Queue.
Receipt Transaction User Fields - Allow Layout Customization - Disables/Enables access to Layout Customization. Defaults to False.
Receipt Transaction User Fields - Custom Caption - Override the default user field tab display text. Defaults to ''.
Receipt Transaction User Fields - Read Only - Sets user fields to editable or not. Defaults to False.
Receipt Transaction User Fields - On Load User Fields Script - C# script to execute when loading the Receipt Transaction - Purchase Receipt User Fields. Defaults to ''. Parameters: SalesPad.Bus.PurchaseReceipt pr, SalesPad.Common.UserFieldEditor.UserFieldsControl userFieldsControl1, System.Collections.Generic.List<string>ufControls, System.ComponentModel.CancelEventArgs e
Creating a New Receipt
When creating a new purchase receipt, an empty receipt transaction entry screen will open, allowing you to select desired receipt properties and add new receipt lines.
The following header fields are required based on selected receipt type:
Shipment:
-
Vendor ID
-
Queue/batch
-
Receipt Date
Shipment/Invoice:
- Vendor ID
- Queue/batch
- Receipt Date
- Vendor Doc Num
Editing an Existing Receipt
Certain receipt fields, such as the receipt number and vendor ID, cannot be changed after the receipt has been created. These fields will appear as read-only on the Purchase Receipt Entry card.
Purchase Receipt Line Items
Security
Receipt Transaction Line Items - Can Edit Cost - Allows the user to edit the cost if the receipt type is Return With Credit, Shipment or Shipment Invoice. Defaults to False.
Receipt Transaction Line Items - Show Cost - Show cost of the item. Defaults to False.
Adding Receipt Lines
To add a new receipt line to the purchase receipt, click the Add button and enter the desired item number, quantity shipped, and location.
The location is a required field. If this field is left blank when attempting to save the receipt, you will get the eConnect error 4601.
Note: The newly-added receipt line will not be linked to a PO line. If you would like to generate receipt lines from a purchase order, please use the Add From PO button instead.
When you add a new receipt line, the line will automatically change color (controlled by Unreceived Line Color security), letting you know that it has not been received yet. Once the line is fully received using the Serial/Lot Receiving plugin, the line will change back to its default color.
If you attempt to save the receipt without fully receiving it, SalesPad will prompt you to finish receiving the receipt.
If you choose Yes, the Serial/Lot Receiving plugin will automatically open, allowing you to finish receiving the receipt. If you choose No, the receipt will be saved as is with Qty Shipped reduced to match the total receipt line details quantity. If you choose Cancel, the receipt will not be saved.
Adding Receipt Lines From a Purchase Order
To add a receipt line that is linked to a purchase order, click the Add From PO button. Purchase Order Line Selector window will open, allowing you to select which purchase order lines you would like to add to the receipt. Please see the Purchase Order Line Selection section of this documentation for more information.
When a linked receipt line is added to the purchase receipt, SalesPad will display a small triangle indicator in the upper left-hand corner of the row. The indicator will have a different color if the line has been received or not:
- Goldenrod - Quantity shipped is 0. The receipt line has not been received.
- Goldenrod/green - Quantity shipped is greater than the total line detail quantity. The receipt line has been partially received.
- Green - Quantity shipped is equal to the total line detail quantity. The receipt line has been fully received.
Deleting Receipt Lines
To delete an existing receipt line from the purchase receipt, select it and click the Delete button. Click OK on the prompt to confirm receipt line deletion.
To delete multiple receipt lines, hold the CTRL key while selecting them and click the Delete button.
Update Vendor Items
If the Vendor Item Number column is left blank, clicking the Update Vendor Items button will automatically populate it with the selected item number and item description.
Purchase Order Selection
Security
The Receipt Transaction Purchase Orders security enables the Purchase Orders tab on the Purchase Receipt Entry card.
The Receipt Purchase Order Selection security enables the PO Selection plugin.
Add PO
Click the Add PO button to link a new purchase order to the current purchase receipt. PO Selection plugin will open, allowing you to select purchase order(s) you would like to link.
Remove PO
Click the Remove PO button to remove existing purchase order link(s). Click OK on the confirmation prompt to confirm.
PO Selection
PO Selection screen is used to link purchase order(s) to a purchase receipt. This creates a weak link, meaning that you still need to link individual PO lines to receipt lines in order to fully receive a purchase order.
You can search purchase orders by the PO number, promised start date, and promised end date. Only standard purchase orders with new, released, or change order status and vendor ID matching the purchase receipt will be displayed.
Select the purchase order(s) you would like to link and click the Add Selected button to complete the link.
Note: Linked purchase orders will show up on the Purchase Orders tab on the Purchase Receipt Entry card.
Purchase Order Line Selection
Security
The Receipt Transaction Purchase Line Selector security enables the Receipt Transaction Purchase Line Selector screen on the Purchase Receipt Entry card.
Receipt Transaction Purchase Line Selector
The Purchase Order Line Selector screen is used to link purchase order line item(s) to a purchase receipt. You can open the screen by clicking the Add From PO button on the Line Items tab on the Receipt Transaction Entry card.
You can search purchase line items by the PO number, item number, item description, promised start date, and promised end date. Only standard purchase orders with new, released, or change order status and vendor ID matching the purchase receipt will be displayed.
Select the purchase order line item(s) you want to add to the purchase receipt and click the Add Selected button to add them to the receipt.
Link Indicator
If a purchase order line item is already on a purchase receipt, SalesPad will display a small triangle indicator in the upper left-hand corner of the row. The indicator will be displayed if the PO line is linked to a purchase receipt and will have a different color if the line has been received or not:
- Goldenrod - Quantity shipped is 0. The PO line has not been received.
- Goldenrod/green - Quantity shipped is less than quantity ordered. The PO line has been partially received.
- Green - Quantity shipped is equal to quantity ordered. The PO line has been fully received.
Serial/Lot Receiving
Security
Receipt Transaction Serial/Lot Receiving - Allow Lot Attribute Layout Customization - Disables/Enables access to Attribute Layout Customization. Defaults to False.
Receipt Transaction Serial/Lot Receiving - Allow UDF Layout Customization - Disables/Enables access to UDF Layout Customization. Defaults to False.
Receipt Transaction Serial/Lot Receiving - On Close Script - A C# script that will execute when the user closes the plugin. Defaults to ''. Parameters: SalesPad.Bus.PurchaseReceipt pr, System.Windows.Forms.DialogResult dr, System.ComponentModel.CancelEvenArgs e
Receipt Transaction Serial/Lot Receiving - On Insert Detail Script - A C# script that will execute when the user clicks the Insert button. Defaults to ''. Parameters: SalesPad.Bus.PurchaseReceipt pr, SalesPad.Bus.PurchaseReceiptLineItem prl, SalesPad.Bus.PurchaseReceiptDetail prd, System.ComponentModel.CancelEvenArgs e
Receipt Transaction Serial/Lot Receiving - On Load Script - A C# script that executes before the plugin is openes. Defaults to ''. Parameters: SalesPad.Bus.PurchaseReceipt pr, System.ComponentModel.CancelEvenArgs e
Receipt Transaction Serial/Lot Receiving - On Remove Detail Script - A C# script that will execute when the user clicks the Remove or Remove All button. Defaults to ''. Parameters: SalesPad.Bus.PurchaseReceipt pr, SalesPad.Bus.PurchaseReceiptLineItem prl, SalesPad.Bus.PurchaseReceiptDetail prd, System.ComponentModel.CancelEvenArgs e
Receipt Transaction Serial/Lot Receiving - Apply User Field Values To Received Lots With Same Name - If set to True, existing Lot Tracked items will have their user field values copied to received Lot Tracked items with the same Lot Number for the receiving Item Number. Defaults to False.
Receipt Transaction Serial/Lot Receiving - Include Historical Lot User Fields - If set to True, SalesPad will copy user field data from historical lots if no open lots exist for the selected item/lot combination. This security option requires the Apply User Field Values to Received Lots With Same Name security to be enabled. Defaults to False.
Receipt Transaction Serial/Lot Receiving - Lot Userfield Roll Down Override - Selected Lot User Fields will not be saved when rolling down changes. This setting requires the Apply User Field Values To Received Lots With Same Name security to be enabled. Defaults to ''.
Serial/Lot Receiving
To receive Serial Numbers, Lot Numbers, or items into a specific Bin, navigate to the Actions drop-down menu in the Receipt Transaction Header and select Serial/Lot Receiving. This will open the Serial/Lot Receiving screen, which is used to designate which Serial Numbers, Lot Numbers, and/or Bins the items you are receiving will be associated with. The Quantity Shipped value is the driving quantity field for this plugin, meaning the Serial, Lot, and Bin item quantity that will be assigned to this receipt will be equal to the Quantity Shipped value.
Validation will be performed prior to opening the Serial/Lot Receiving screen, so if a Receipt Line Item has an empty Location value or no Vendor ID is provided on the Receipt, the user will be alerted via a popup message.
If all pre-loading validation passes for the Serial/Lot Receiving screen, the Serial/Lot Receiving screen will be opened for use. This screen has 4 primary sections: The Receipt Line Item grid, the selected Receipt Line Item properties and entry section, the Receipt Line Serial/Lot grid, and the User Defined Field tab control. Clicking the OK button on this plugin will cause the Receipt to be saved, and will save all the changes made in this plugin. Clicking the Cancel button or exiting the plugin will not save any changes.
Receipt Line Item Grid
A list of all Serial Tracked and Lot Tracked items will be displayed in the Receipt Line Item grid, as well as any untracked Sales Inventory, Discontinued, or Kit items if the GP environment is a Multi-Bin environment.
Receipt Line Item Properties and Entry
The properties of the selected Receipt Line Item in the Receipt Line Item grid will be displayed in the Receipt Line Item Properties and Entry section. Additionally, depending on whether the selected Receipt Line Item is Lot Tracked, Serial Tracked, or an untracked Multi-Bin Item, the Entry subsection will have various controls accessible and have labels altered. Furthermore, the Bin field will only be accessible and visible if GP has a Multi-Bin environment.
The Receipt Line Item Properties and Entry section of a Lot Tracked Item in a Multi-Bin Environment:
The Receipt Line Item Properties and Entry section of a Serial Tracked Multi-Bin Item:
The Receipt Line Item Properties and Entry section of a Non-Tracked Multi-Bin Item:
The Entry subsection is used to enter the new Serial/Lot/Multi-bin Item data that will be associated to the selected Receipt Line Item. The Copy From Lot button will open a Lot Number Search popup that will, when a Lot Number is selected from the search popup, store that Lot Number in the UDFs Copied From Lot field and will apply the Copied Lot’s UDF values to the next Serial/Lot/Multi-bin Item that is added to the Receipt Line Serial/Lot grid through insertion. The Copy From Lot button is only available and accessible when a Lot Tracked Item is selected.
The Lot Number Entry section after copying from LOT A:
The Lot properties being copied from LOT A:
The Lot properties of the newly inserted TestLot2 lot:
Additionally, if the Apply User FIeld Values To Received Lots With Same Name security is enabled, entering an existing Lot Number with existing UDF data into the Lot Number field will automatically populate the newly receiving Lot with the existing Lot UDF data. The user will be alerted that a Lot UDF rolldown will occur because the UDFs Copied From Lot field will be populated with (ROLLDOWN LOT) followed by the Lot Number.
If the Include Historical Lot User Fields security is enabled, SalesPad will copy user field data from historical lots if no open lots exist for the selected item/lot combination. This security option requires the Apply User Field Values to Received Lots With Same Name security to be enabled.
The Lot Number Entry section when rolling down UDFs from LOT A:
The Rolled Down Lot properties of the newly inserted LOT A lot:
If the Auto-Generate checkbox is checked, the Lot/Serial Number field will be set to Read Only and, upon clicking the Insert button, the inserted Lot/Serial Number will have a Lot/Serial Number value of ‘AUTO-ASSIGN’ and, upon clicking the OK button, will have a new Lot/Serial Number populated using the rules in the SalesPad Auto Assign Lot Number Format and Auto Assign Serial Number Format settings. The Auto-Generate checkbox will
The Lot Number Entry section after copying from LOT A and Checking Auto-Generate:
The Receipt Line Serial/Lot grid immediately after inserting an Auto-Generate Lot Tracked Item:
The Receipt Line Serial/Lot grid after saving the changes and re-entering the plugin
Receipt Line Serial/Lot Grid
The Receipt Line Serial/Lot grid will contain a list of all the Serial Numbers, Lot Numbers, and/or Bins that are to be associated to the selected Receipt Line Item. The quantity of a Lot Number can be directly altered in this grid, as can the Bin if GP is set up in a Multi-Bin environment. Validation will be performed on values entered in the Quantity Selected field to ensure only positive numeric values that are less than or equal to the Remaining Quantity are entered into this field. Setting a Quantity value of 0 will remove the selected item from this grid. Additionally, clicking the Remove button will remove the selected item from this grid. Clicking the Remove All button will remove all items from the grid for the selected Receipt Line Item.
Bin Dropdown Editor on Receipt Line Serial/Lot grid:
Validation on Quantity Selected Field of Receipt Line Serial/Lot grid:
User Defined Field Tab Control
The User Defined Field tab control will have its Receipt Line UDF fields populated by the UDFs assigned to the selected Receipt Line Item. The Lot UDFs and Serial UDFs will be populated by the UDFs assigned to the Lot or Serial selected in the Receipt Line Serial/Lot grid. Only the UDF tab that pertains to the selected Receipt Line Serial/Lot grid item will be enabled.
Serial UDFs Tab on a Lot Tracked Item:
Upon clicking the OK button, some validation occurs to ensure that the quantity of Serial Numbers and Lot Numbers you’ve assigned equals the Quantity Shipped provided for the selected Line Item. If it doesn’t, a list of all Item Numbers that have an assigned quantity lower than the stated Quantity Shipped will be provided in a popup. An option to continue will be provided, at the cost of adjusting the Quantity Shipped of any lines with an assigned quantity lower than the specified Quantity Shipped.
Workflow
Configuration
For additional functionality, you can create workflow for the purchase order receipts to follow. Much like sales document workflow, you can create valuations with rules and conditions to sort documents into batches for further review and to trigger additional functionality like sending emails. For general workflow setup you can review our Business Object Documentation. There will be several securities that you will need to enable before you can access the purchase order receipt workflow.
Security
To properly setup the purchase order receipt workflow, please enable the following securities in the security editor for the groups who will need access to this feature.
Purchase Receipt Monitor - Button Text - Sets the text of the button that will appear on the ribbon. Defaults to 'Bus Obj Workflow Monitor'.
Purchase Receipt Monitor - Disable Workflow Plugins - If set to true, the workflow plugins will not run when forwarding business objects through workflow regardless of the workflow configuration. Defaults to False.
Purchase Receipt Monitor - Enable Logging - If set to true, workflow errors and other important information will be output to the Log Messages window in SalesPad. This option should be enabled for troubleshooting purposes only. Defaults to False.
Purchase Receipt Monitor - Can Forward Using Workflow - If set to true, users can forward business object(s)using workflow. Defaults to False.
Purchase Receipt Monitor - Can Send To Queue - If set to true, users can send business object(s) to a specific queue. Defaults to False.
Settings
Workflow - Show Workflow Prompt - For each business object, specify if the prompt appears after forwarding through workflow. Defaults to '*'.
Workflow - Workflow Visualizer Tool Path - The path to the rendering tool used by Workflow Visualizer. Defaults to 'https://cdn.jsdelivr.net/npm/[email protected]/dist/mermaid.esm.min.mjs'.
Forwarding a Receipt
With security enabled, users can forward receipts through workflow in one of two ways.
From the Purchase Receipt Monitor, users can select one or multiple lines and click the Forward button at the top of the screen.
From an open receipt, the user can click the button at the top right corner, labeled as set in the workflow setup.
Note: If you want an automated option, there is a Business Object Workflow Forward platform available with AutomationAgent. For more information, you can visit our AutomationAgent or AutomationAgent - Platform Fact Sheet documentation on our website. You can also contact your account manager for more information and a demo.
Changing the Receipt Queue
With security enabled, users can move a receipt to a specific queue.
From the Purchase Receipt Monitor, users can select one or multiple lines and click the Send To Queue button at the top of the screen.
A window will open requesting that you select the queue to send the object(s) to.
From an open receipt, the user can select the Queue to send the document to and Save the document to complete the move.