Record Movement of Goods into Warehouse Using Purchase Order

When you receive goods from an external vendor into the warehouse, you can update the purchase order and post the Goods Receipt. You can also receive rental goods and record the movement into the storage location using the Purchase Order option.

You can issue materials directly to the Onsite plant vendors without assigning them to storage bins when there is Cross Dock delivery (Offshore Delivery). This helps you to reduce labor, time, and cost of handling materials. When you change the storage location during a transaction, the primary storage bin field updates dynamically to reflect the bins associated with the newly selected storage location.

A purchase order can have multiple line items which contain a list of components/materials (Subcontracting PO). If your vendor provides sub-components and if these sub-components are added in the SAP system, you can view these items here, validate them and post the goods receipt.
Note:
  • The consignment purchase orders are now highlighted.
  • In the line items details screen, the stock type with description is visible.
  • The Certificate of Analysis (COA) status now displays "Yes" or "No" with descriptions.
  • The Item category and account assignment fields now display with full descriptions.
  • Available stock is now hidden for sub-line items to prevent confusion.
  • You can enter a Stage bin value only for purchase orders created for non-stock items of the order.

To record movement of goods into warehouse using a purchase order:

  1. In the Home screen, tap Goods Receiving.
  2. Tap the Reference Document drop-down and select Purchase Order.
  3. In the search screen, do a combo scan or manually enter the details like Purchasing Document Number, Plant number, Vendor, Certificate, and Material Number.
    Note:
    • When the Vendor field is configured as an SSI field in RACE, you can tap the Vendor field and enter the vendor description (any digits) to search for the vendor number.
    • If Yes is selected in the Certificate field, uploading an attachment is mandatory before posting. If No is selected, posting can proceed without requiring an attachment.
    • Tap the Scan (OCR) button next to the field to scan the barcode data. The OCR field type is RACE configurable.
    Figure 1. Goods Receiving using Purchase Order Search


  4. Tap Search.

    In the search results screen, you can:

    • Tap the Search button to search the purchase order.
    • Tap the Scan button to scan a batch of line items.
    • Sort and filter the records. For more information, see Sort records and Filter records.
    Figure 2. Goods Receiving Purchase Order List

    Goods Receiving Purchase Order List

  5. Tap the purchase order for which you want to post a goods receipt.
  6. Tap the Calendar icon to modify the date of posting.
    In the purchase order details screen, the following fields are auto-populated:
    • PO Number
    • Vendor
    • Net Order Value
    Figure 3. Goods Receiving Purchase Order Details

    Goods Receiving Purchase Order Details

  7. Select and enter this information for the line item(s):
    • Confirm Quantity: This value is auto-populated. Tap to modify the value.
      Note:
      To split the quantity, tap the Split icon. In the Quantity Split window, enter the quantity in the Confirm Quantity fields. The material quantity is divided and assigned to respective bins.
    • Storage Location: Tap to select the storage location from the list.
    • Alternate UOM: Tap to select the Alternate Unit of Measure.
    Note:
    Tap the Sub Items icon for the line item to view and select the sub-components.
  8. Tap the line item to view or modify the details such as Material Description, Delivery Date, Plant, Batch, Material PO text, Item text, and Attachments.
    If the Material is batch managed, you can split the received quantity into multiple batches.
  9. Tap the Signature icon to add your digital signature and enter the following details in the Signature box:
    • Telephone: Tap to enter the telephone number.
    • First Name: Tap to enter the first name.
  10. Tap Confirm.

    Tap Reset to erase and enter a new signature.

  11. Tap Confirm.
    A message appears asking whether you want to post the goods receipt.
  12. Tap OK.

    A message appears confirming that the Material Document <number> is posted for Purchase Order <number>. The Posted Material Document number also appears on the Last Update Success screen.

    For every quality material (QM) that is posted, a quality Inspection Lot number is generated. The quality team uses the lot number and does the inspection of the material.

    Figure 4. Goods Receipt using Purchase Order Posting


    Note:
    From this screen, you can:
    You can also view the current Unrestricted Stock available for materials on a purchase order line. The stock quantity is displayed based on the material type:
    • Non-batch managed materials: Stock is shown by Material, Plant, and Storage Location.
    • Batch-managed materials: Stock is shown by Material, Plant, Storage Location, and Batch.
    • Valuated materials: Stock is shown by Material, Plant, Storage Location, and Valuation Type.
    • Serialized materials: Stock is shown by Material, Plant, and Storage Location.
    If a purchase order line does not contain a material number, the Unrestricted Stock field is not displayed. During the receiving process, the displayed stock quantity is automatically updated when the Storage Location, Batch, or Valuation Type is changed, ensuring you always see the latest available stock information.

The goods receipt is posted as a material document for the purchase order. For quality-managed material, a quality inspection lot number is generated.

Next: If the received stock must be put away in the warehouse, tap Putaway by Transfer Request on the success screen. See Put Away Materials Using Transfer Requirements.