A receipt of goods with a Purchasing category allows the receipt of items from procurement. A receipt of goods with a Purchasing category can be posted if each line item of the document is linked to a purchase order. The reference can be added by executing the action [Insert line items from orders] in the application identification pane, or by entering an item manually and adding the reference using other methods described in this article. This article provides instructions for receipts of goods with a Purchasing category. A detailed description of the application can be found in the article Receipt of goods – Purchasing.

General instructions for the application, including how to add a new document and enter line items in a receipt of goods document, are provided in the article Procedures: Receipt of goods.

Automatic assignment of references

If an item is entered manually in the receipt of goods document, it can be assigned to a reference document (purchase order) using the automatic assignment function. The system automatically searches unassigned purchase order line items and assigns them to identical receipt of goods line items. This action is available:

• in the receipt of goods identification pane via [Select Action] → [Automatically assign order line items]
• in the toolbar of the line item table in the work pane via [Select Action] → [Automatic assignment]

To assign line items automatically:

1. The user selects an unassigned line item in the work pane table.

• The user chooses [Automatically assign order line items] or [Automatic assignment].
  Depending on the selected option, the Automatic Assignment dialog or the Automatically assign order line items dialog opens.

1. If it is necessary to narrow the search for purchase orders, filters can be set in the dialog. It is possible to restrict the search to selected order types and purchase order numbers. Additionally, filters allow limiting the search to matching delivery and shipping conditions.
2. In the Automatic Assignment dialog, the user confirms the assignment with [OK]. For the [Automatically assign order line items] action, it is possible to assign the reference document for all or selected line items. In this case, confirm the assignment with [Apply all selected] or [Apply selected].
3. If required, the user edits line items by transferring them to the line item editor with [Edit Items].
4. The receipt of goods document must be saved with [Save].

Inserting items with reference to an order

The Receipt of goods application allows automatic insertion of items into the document using the action [Insert line items from orders]. This action automatically transfers all necessary data from the reference document.

To insert items with reference to an order:

1. The user opens a blank receipt  of goods document with the status In Progress or Released, according to the instructions in the article Procedures: Receipt of goods, section Creating a Blank Goods Receipt Document.
2. The user executes the action via the application identification pane button [Select Action] → [Insert line items from orders]. The dialog Insert line items from orders will open.
3. The dialog allows searching for purchase order line items with open delivery quantities and inserting them into the receipt of goods document. The system retrieves purchase orders for the partner specified in the Supplier field in the receipt of goods main view. To search for items, filters must be entered in the fields available in the dialog header.
4. After filtering results in the dialog Insert line items from orders, the user proceeds as follows:
   a. Define the item quantity in the Quantity column.
   b. Select the checkbox in the Selection column.
   c. Confirm the insertion with [Apply selected]. If all retrieved items should be inserted, confirm with [Apply all selected].
5. If necessary, the user edits items by transferring them to the line item editor with [Edit Items] or by double-clicking.
6. The goods receipt document must be saved with [Save].

Generating a supplier invoice

From a receipt of goods document, it is possible to generate a supplier invoice for the received items. The following prerequisites must be met to generate the invoice:

• The goods receipt has been fully processed and has the status Completed.
• The line items have not yet been invoiced.

To create a purchase invoice from a goods receipt:

1. The user opens a completed goods receipt in the Receipt of goods application.
2. The user executes the action to generate a purchase invoice using [Select Action] → [Generate supplier invoice].
   The dialog Generate supplier invoice will open.
3. In the dialog, the user defines the invoice date and the goods receipt date.
4. The settings are confirmed with [In Batch].

The generated supplier invoice document is displayed in the docked window Order reference chain.

Reassigning order line items

To correct the reference of a posted receipt of goods, the action [Reassign order line items] is available. This action cancels the receipt of goods and generates a new document with all assignments. The following prerequisites must be met to correct the reference of a receipt of goods:

• The action is executed for the original receipt of goods document.
• The receipt of goods document has the status Completed.
• The receipt of goods line items have not been invoiced.

To execute [Reassign order line items] action:

1. The user opens a completed receipt of goods in the Receipt of goods application.
2. The user selects [Select Action] → [Reassign order line items].
   A correction document for the receipt of goods line items is generated.
3. The correction document opens in the docked window Order reference chain.
4. Using [Select Action] → [Select order line items], the user enters the items from the corrected goods receipt.
   The dialog Reassign order line items will open.
5. In the dialog, the items of the original goods receipt are displayed. To enter items into the correction document, the user selects the checkbox for the items to be corrected.
6. The selection is confirmed with [Apply].
7. In the correction document line item table, in the Order Item column, the user enters the new reference document.
8. The user completes the reassignment process using [Select Action] → [Finish reassignment of order line items].
   The dialog Finish reassignment of order line items will open.
9. The action is confirmed in the dialog with [In Batch].

Closing a delivery

Closing a delivery for a given line item means that it has been fully delivered. This changes the status of the line item in the reference document to Delivered completely. The system will not allow creating another reference to a line item whose delivery has been closed. Delivery can be closed:

• manually – by selecting the Close checkbox in the line item table of the work pane in the Receipt of goods application. When the receipt of goods is closed and the delivery is manually completed, the receipt of goods line item status is transferred to the reference document. The line item in the reference document is updated to Delivered completely (closed manually).
• automatically – when the receipt quantity equals the purchase order quantity, the status Delivered completely is set automatically, as there is no available quantity left in the reference document. It is possible to define a full-delivery tolerance for an item. This can be configured in the Items application (Default View → Suppliers View → Delivery Data section → fields Underdelivery and Overdelivery).

Manual assignment of line items to the reference document

In the Receipt of goods application, the action [Assign Manually] is available in the header of the line item table in the work pane, which allows manual assignment of items to a reference document. The prerequisite for this action is that a receipt of goods document exists with at least one unassigned line item.

To manually assign line items:

1. The user opens the Receipt of goods application.
2. The user opens a receipt of goods document with an unassigned line item.
3. The user selects the line item in the work pane table and executes [Select Action] → [Assign Manually] from the toolbar of the line item table.
   The dialog Assign Manually will open.
4. In the dialog, fields are available to filter reference document items that can be assigned to the receipt of goods line item. Since the action is executed for a selected document line item, the dialog table is prefiltered for the article assigned to the selected line item. After entering the filter data in the header fields, confirm with [Enter]. The dialog table will display the items matching the search criteria.
5. To assign the reference item, the user selects the checkbox in the Selection column.
6. If necessary, the user adjusts the assignment quantity in the Quantity column.
7. The assignment is confirmed with [OK].
8. The receipt of goods document must be saved with [Save].

Changing the kit quantity

For items of Material category that have been created as Kit category, the action [Change kit quantity] is available. When ordering an item that is a kit, the system automatically explodes the kit into its components at receipt of goods. To change the receipt quantity along with the component quantities of the kit, the action [Change kit quantity] is available.

To execute the action:

1. The user opens the Receipt of goods application.
2. The user creates a receipt of goods document with a kit-type item.
3. The user selects the kit item in the workspace table.
4. The user executes [Select Action] → [Change kit quantity], available in the line item table toolbar or the line item editor in the Receipt of goods work pane.
   The dialog Change kit quantity will open.
5. In the dialog, the user enters the new quantity for the kit item in the New kit quantity field.
6. The user activates or deactivates the following options:
   a. If the component quantities of the set should also be changed, select the option Change component quantities as well.
   b. If the kit quantity should be updated in the order line items, select the option Change quantities in order assignments also.
7. If the assigned specifications should also be updated, select the option Change identifier assignments as well.
8. The user confirms the changes with [OK].
9. The receipt of goods document must be saved with [Save].