Using the Shipment Receipt Page (Review and Void Items That Have Been Received on a Purchase Order)

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

Every time you receive an Item or Items, PartsManager, formerly known as PartsLedger, creates a record. A Shipment Receipt in PartsManager is the record of Items, quantity, and unit costs of Purchase Order line Items received by a single receiving action from a specific Vendor. A Shipment Receipt can contain multiple line Items from multiple Purchase Orders and Warehouses, but all Items are received and recorded for a unique Vendor.

This article will walk you through how Shipment Receipts are created, how to view Shipment Receipt summaries, and how to view Shipment Receipt Details.

 

The Shipment Receipt Summary Page

The Shipment Receipt Summary Page lists all Shipment Receipts created in your Account.

You may need to find a Shipment Receipt ID when Returning Items to the Vendor or Resolving a Cost Basis Error.

 

To Navigate to the Shipment Receipts Summary Page

  1. On the Navigation Bar, click Purchasing.
  2. Then click Shipment Receipts, to navigate to the Shipment Receipt page.
  3. Click the Shipment Receipt Summary tab.

This lists each Shipment Receipt's ID, the date it was created, and the Vendor.

You can search for a Shipment Receipt, view Shipment Receipt Details, and open a Shipment Receipt from this page.

Shipment_Receipt_Page.gif

The Shipment Receipts Details Page

The Shipment Receipt Details Page lists every line Item and that line Item's quantity, and unit cost that exists on any Shipment Receipt.

To Navigate to the Shipment Receipts Details Page.

  1. On the Navigation Bar, click Purchasing.
  2. Then click Shipment Receipts, to navigate to the Shipment Receipt page.
  3. Click the Shipment Receipt Details tab.

It gives you a detailed look at each line Item on a Shipment Receipt, including but not limited to:

  • The Item you received.
  •  The Vendor you received the Items from.
  • The Warehouse you received the Items to.
  • The Purchase Order the Items were ordered on.
  • The Sales Order the Item was used or sold on (if applicable.)
  • The unit cost you paid the Vendor for this Item.
  • The quantity you received of this Item.
  • The date you received it.

Voiding Item on a Shipment Receipt

Voiding a shipment receipt is done when you accidentally made a receiving action for an item you didn’t physically receive on a Purchase Order.

  1. On the Navigation Bar, click Purchasing, then click Shipment Receipts.
  2. Click the Shipment Receipt Details tab.
    • The Shipment Receipt Details tab lists each line item on every Shipment Receipt.
  3. Locate the line item(s) you want to void.
    • Tip: You can filter by PO Number to find the correct line item.
  4. Scroll to the far right of that line Item and select the three vertical dots.
  5. Select the Void icon.
  6. Click the Confirm button.

How is a Shipment Receipt Created

Shipment Receipts are created when you perform a receiving action in PartsManager.

This section will explain how Shipment Receipts are created on Purchase Orders and from the Receive Shipment page.

How Shipment Receipts are created when receiving items Purchase Orders

You will create a single Shipment Receipt. This is because Purchase Orders only have one unique Vendor and since you are receiving all the Items with one single receiving action, there will only be one Shipment Receipt for all Items.

You will create two separate Shipment Receipts.

One for the first set of Items received, and one for the second set of Items received. This is because all received Items are from the same Vendor, but there were two distinct receiving actions.

If you performed three partial receiving actions on the same Purchase Order you would create three unique Shipment Receipts, and so on.

How Shipment Receipts are created when receiving items from the Receive Shipment Page

On the Receive Shipment Page you can receive Items across all of your Purchase Orders in bulk with a single receiving action regardless of Vendors.

  • If you receive many line items across various Purchase Orders, but all the Vendors on the Purchase Orders are the same.

There will only be one Shipment Receipt. This is because all the vendors are the same, and only a single receiving action was performed.

  • If you receive many line items across various Purchase Orders, but there are different Vendors on the Purchase Orders.

There will be a Shipment Receipt for every Vendor. This is because shipment receipts can not share Vendors.

 

FAQs:

What if I accidentally received the wrong item?

Voiding a shipment receipt is done when you accidentally made a receiving action for an item you didn’t actually physically receive. It is not the same as a return.

What if I voided a line item on a "Fulfilled" Purchase Order?

The Purchase Order status will change to "Issued" or "Partially Fulfilled." The voided line item will show the original ordering quantity, but the number received for that item will be listed as zero. Under the Adjustments Tab, you should see the negative Void adjustment.

To correct the line item, you can edit the "Issued" or "Partially Fulfilled" Purchase Order and now receive the items correctly. Still, it is important to note that voided or returned line items cannot be deleted from the Purchase Order, meaning the status can never be changed back to "Fulfilled" if you do not intend to re-receive the items.

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