Update Purchase Order Data Home | FAQs & Troubleshooting

 

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 Overview

Printing the daily receipt registers is the first step in the file update process and provides an opportunity to check for errors before posting the information to the permanent files. This task can also be accessed at the completion of Receipt of Goods Entry and Receipt of Invoice Entry.

To update purchase order data

1. Select Purchase Order Main menu > Daily Receipt Registers/Update. The Daily Receipt Registers/Update window appears.

2. In the Daily Receipt Registers/Update window, in the Purchase Order Posting Date Is field, enter the posting date. For more information, see Printing Dialog Box (Journals and Registers) - Fields.

3. If the Allow Batch Entry check box is selected in the Purchase Order Options window, the Batch Print window appears.

4. Click Print. After the Daily Purchases Journal prints, if items have been received that can fill outstanding back orders, a message appears asking if you want to print a Back Order Fill Report.

5. Click Yes to print the Back Order Fill Report. Click No to proceed directly to the Daily Receipt Registers update.
   
   Note Save the most recently printed reports as an audit trail of receipts and invoiced purchase orders.

6. Review the registers and the journal for accuracy. If there are errors, return to Receipt of Goods Entry and/or Receipt of Invoice Entry, make the necessary changes, reprint the Daily Receipt Registers, and proceed with the update.
   
   Warning Do not under any circumstances, interrupt the update process.
   
   For more information about what occurs during the update process, see Update FAQs.

7. If the Inventory Management module is integrated with Purchase Order, and a receipt has been processed for a purchase order that resulted in a variance between the cost of goods received and invoiced for any item, you are advanced to the Receipt/Invoice Variance Register window.
   
   If the Work Order module is integrated with Purchase Order, the Receipt of Goods Register and Receipt of Invoice Register also provide the work order distribution information applicable for the receipts, including the work order number, step number, and transaction type.
   
   If the Job Cost module is integrated with Purchase Order, the Receipt of Goods Register and Receipt of Invoice Register also provide the Job Cost distribution information applicable for the receipts, including the job number, cost code, and cost type.
   
   Note During the batch print and update phases, other batches can be accessed for data entry and editing; however, only one user on the system at a time can print and update the Daily Receipt Registers.

8. Before the Daily Receipt Registers update and, if applicable, the Receipt/Invoice Variance Register update are completed, a message appears asking if you want to print receipt labels.

   This message does not appear if the Inventory Management module is not integrated with Purchase Order, if the Print Receipt Labels check box is cleared in the Inventory Management Options window, or if No is selected in the Print Receipt Labels field on the Item Maintenance Additional tab. Click Yes to print receipt labels. The Inventory Receipt Labels window appears.

   Note The message dialog prompt to print non-bar coded receipt labels appears before updating the registers.

   If your role security is set up so that the Daily Transaction Register is automatically printed and updated, the process is complete. If not, continue with the next step.

9. After the update is complete, a message appears prompting you to update the Daily Transaction Register.

10. Click Yes to print the Daily Transaction Register and update the general ledger. For more information, see Daily Transaction Register.