How To Receive a Purchase Order

Table of Contents:

How to Receive a Purchase Order?

How to Under Receive a Purchase Order? (Missing items from delivery)

How to Over-Receive a Purchase Order? (Received Extra items via delivery)

How to Receive Items that are Damaged or Manufacturer Defected Items via Delivery?

How to Receive a Purchase Order Missing a Significant Amount of Product?

Step 1. - This guide will demonstrate how to receive a purchase order to ensure accurate inventory counts.

From the main menu within OTS, click on Inventory. Then select Receive Purchase Order from the Inventory menu.

Step 2. - Print out a copy/preview of your Purchase Order to view the entire list of items and quantities to confirm what you have received. Click on the blank area between the PO number and the dates as shown below:

Step 3. - You will now see a list of all items that have been shipped to you with quantities. Print a copy of this by clicking on the print button as shown below:

Step 4. - Tap on the back button to return to the purchase order select screen:

Step 5. - Locate the Purchase Order that you would like to receive and click on the Receive button:

Step 6. - This will be the standard process if there are no issues with the delivery (all items and quantities were delivered in full).

Once all item quantities have been confirmed and are accurate, tap on the forward arrow to proceed:

A message will prompt you to confirm if you would like to post the purchase order/transaction. Tap on Yes:

Please sign the signature box with a legible signature and press the forward button to proceed:

You will now see a screen that will display a document of what you received. You may print this document by selecting the printer icon as shown below. After you have printed a copy, you may proceed by clicking on the forward arrow:

You have successfully received a purchase order.

Step 6a. - How to Under Receive a Purchase Order (Missing items from delivery)

Identify the shorted/missing item(s) from your delivery in the purchase order list.

NOTE: For this demonstration, We will be using PW10.5-Major D as my item that was short/missing from my delivery.

Select the item(s) by tapping on the quantities you are short or missing to open the item's adjustment screen below.

You will enter the exact quantities that you physically received on this purchase order. In this case, we will say that item#514537 is missing 100 cases, we will enter 2400 cases received and we are NOT expecting this item to arrive on a later delivery. We will be using option 1.1 for this demonstration below.

Please NOTE: The CHECK box shown below is very important to understand.

Option 1.1 - When you are NOT expecting the remainder of the items to be delivered you MUST check the completed box.

Option 1.2 -When you ARE expecting the remaining items to be delivered you MUST NOT check off the completed box.

Make sure all items that have been adjusted are confirmed as completed as shown below. Once all item quantities have been confirmed and are accurate, tap on the forward arrow to proceed:

A message will prompt you to confirm if you would like to post the purchase order/transaction. Tap on Yes:

Please sign the signature box with a legible signature and press the forward button to proceed:

Step 6b. - How to Over Receive a Purchase Order (Received Extra items via delivery)

Locate the extra item(s) in the purchase order list as shown below.

NOTE: *If you were delivered an item that was not ordered, you must add that item and the quantity received.

*To add an item that was not ordered, you will need to make sure that your filter is set to all items and not just items on hand for the Purchase Order that you are processing. To change the filter tap on the ON HAND image as seen below in (Image 1). The filter will then change to all active items (Image 2).

You can then scan the barcode for the item or search for the item by typing in the Cod or Description line. Once the item is scanned, your OTS screen will take you to the Item Description page to enter the quantity that you have received.

Enter the quantity received and you MUST mark the item as Completed.

Image 1

Image 2

NOTE: For this demonstration, We will be using PG10.5-Decaf French as the item that was over-delivered.

Select the item(s) by tapping on the quantities you are short or missing to open the item's adjustment screen below.

For this demonstration, We are stating we over-received 50 extra cases, which totals to 2550 cases adding to the original 2500 cases we ordered.

NOTE: Since we are not expecting any additional delivery for this item and PO, be sure to check the completed box as shown below in the highlighted section.

Make sure all items that have been adjusted are confirmed as completed as shown below. Once all item quantities have been confirmed and are accurate, tap on the forward arrow to proceed:

A message will prompt you to confirm if you would like to post the purchase order/transaction. Tap on Yes:

Please sign the signature box will a legible signature and press the forward button to proceed:

How to Receive Items That are Damaged or Manufacturer Defected Items via Delivery?

When receiving a Purchase Order delivery that was damaged in transit. The Purchase Order MUST be received in full including the damaged items. To complete this process follow the procedures as outlined in steps 1-6 of How To Receive a Purchase Order.

Once the damaged items have been received, you then make an inventory adjustment for the received items.

Inventory Adjustment

Complete inventory adjustments for NON-SELLABLE INV, DAMAGED BY CARRIER, MANUFACTURE DEFECTS, SAMPLES, MANUAL INVOICE

Click on Select Code to choose different options

Select a Reason for Adjustment

Add the product and quantity for the adjustment
Tap the Post icon to continue
Tap the Print icon to print the Inventory Adjustment Report
After printing, tap Continue

How to Receive a Purchase Order Missing a Significant Amount of Product?

When receiving a Purchase Order and a significant amount of items are missing from the order being received. A significant amount is an amount that may be enough to make another pallet of product. You must complete the process of receiving the items that were physically received by following steps 1-6 of How to Receive a Purchase Order.

Then the remaining items that have not arrived via the carrier you must update the quantities to 0 and leave the Done check box unmarked in the Purchase Order receiving process(See Image Below).

If the items have not been delivered within 3 weeks after the delivery of the 1st part of the Purchase Order, then complete the process of closing the Purchase Order by zeroing out the remaining items that have not been received.

Inside the Item list, select all the items in the list and change the quantity to ZERO, then Put a Check Mark in all the boxes beside the QTY in the Completed Column.

Verify all QTY's are set to zero. Click to continue to accept the order. Check the Receiving Purchase Order Tab to make sure the PO is no longer visible.

If product should arrive LATE after you have closed out a PO, please follow these instructions:

Receive the product that arrived by completing an inventory adjustment and counting in via a physical inventory
Contact DSD support and Route accounting with the details of the adjustment