Receiving a Purchase Order

Finding a Purchase Order

To search for an open purchase order, click the Find button under the New Purchase Order button on your Menu Screen. This will take you to the Find Screen. You can also click the List All button under the New Purchase Order button on your Menu Screen and choose your purchase order from a list of all purchase orders that you have added to your PayGo system, regardless of status. On this screen, you can choose the purchase order you would like to receive items for by clicking the magnifying glass button next to each order.

You can also click the Waiting POs (for purchase orders that are marked Waiting to Receive) buttons on your Menu Screen, which will take you to the Purchase Orders Found screen. On this screen, you can choose the purchase order you would like to receive items for by clicking the magnifying glass button next to each order.

Receiving a Purchase Order

On the Receiving & Close Out Order screen, you will see the Vendor InformationOrder Information and Totals boxes that were filled out when the purchase order was created. At the lower half of the screen, there are boxes for Receiving Information and Vendor Invoice Info.

Note: clicking on an item’s ID Number will open the Inventory Item Quick View screen for that item.

In the Receiving Information box, there are a few different ways you can choose to receive your items.

  • To receive items by scanning them in with a barcode reader, click the Receive w/Scanner button at the top of the screen. This will open up the Check In List screen, and a pop-up box will appear with fields for the items’ SKU and quantity of items received.
  • To receive items without scanning them in, click the Receive Items button at the top of the screen. This will open up the Check In List screen, where you can enter the items manually by filling in the Recvd field, as well as any other appropriate fields for each line item. Note: you can also receive items with your scanner on this screen by clicking the Use Scanner button at the top of the screen.
  • To receive all items at once, you can click the Receive All button at the top of the screen. This will open a pop-up box stating that all items on the purchase orders will be received, and you can choose either Yes or No to complete this action. Note: lines that have been partially received will not be modified.

You can print out labels for the items you have received by clicking the Print Label on Scan box at the top of the Check In List screen.

In the Vendor Invoice Info box, you can enter the purchase order Invoice #Amount to pay for the order, and Date to Apply. If you have added in the Shipping/Freight, Insurance, and Handling fields in the Totals box above, you can click the Allocate Shipping button to factor shipping costs into each item received.

When all items have been received, click the Post PO button at the top of the screen. This will close your Purchase Order.

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