The Receiving Document report is used to assist a receiver in reconciling a purchase order with a vendor’s packing list or invoice.
Receiving Document Report
- To run this report, go to Report Center > Receiving Reports > Receiving Document Report
- To open the report criteria screen, double-click Receiving Document or select the report and then Run Report, as per Fig.1
Fig.1 - Running the Receiving Document Report
- Enter the required report criteria below to get desired results, as per Fig.2 below.
Fig.2 - Report Criteria for the Receiving Document Report
|Date Range Option||
|Product Sort Order||
|Show All Items||Displays the fully received items which are on the purchase order.|
|Display Header On All Pages||Shows the hotel image and Receiving Document title on every order|
|Use Purchase Info as Receiving Unit||Shows the purchase information from the product master as the receiving unit designator|
|Show Original Purchasing Information for Catch Weights||The quantity columns will display as they were ordered on the purchase order|
When the Receiving Document Report is generated, the result should look similar to Fig.3.
Fig.3 - Receiving Document Report results
|Document Map (top-left corner)||Allows selection of specific purchase order(s).|
|Vendor||Displays the vendor number and name.|
|Bill To||Displays the chosen 'Bill To' address, which is set up under Property > Setup > Location > Address Book.|
|Ship To||Displays the chosen 'Ship To' address, which is set up under Property > Setup > Location > Address Book.|
|F.O.B. Comments||Freight on Board comments.|
|Ship Via||Displays what is written in the 'Ship Via' field on the Vendor Master.|
|Order Number||Displays the purchase order number.|
|Order Date||Displays the Created Date of the purchase order.|
|CP PO||Displays 'Yes' if the purchase order was sent to Central Purchasing, otherwise displays 'No'.|
|PO Creator||Displays name of the user who created the purchase order, whether processing it from a purchase requisition or creating it directly.|
|Phone||Displays the vendor's phone number from the Vendor Master.|
|Fax||Displays the vendor's fax number from the Vendor Master.|
|Delivery Date||Displays the specified delivery date.|
|Comments||Displays text from the 'P.O Comments' field on the purchase order in the Purchasing Center.|
|Line Number||Assigned to the product and can be sorted by it.|
|Product||The Purchasing & Inventory product number.|
|Product Description||The product name.|
|Retail Attributes||Displays the retail attributes assigned on the Product Master.|
|Vendor Ref.||Shows the Vendor Product Number.|
|Rec. Unit||Shows the purchase unit of the product, unless it is a Catch Weight product.|
|Quantity||Ord.: Shows ordered quantity.
Rec.: Shows received quantity.
Rem.: Shows remaining quantity.
Cur. Rcpt: Can manually write in the quantity received (when the report is printed out).
Price Ord.: Product cost at the time of placing the purchase order.
Rec.: If different, can manually write cost of goods received.
|Price||Ord.: The vendor price for the product.
Rec.: Can manually write in the received cost.
Displays the total cost of the product remaining.
|Net Purchase Order Amount||
Displays the total cost received for all products on the purchase order without taxes or extra charges.
|Total Purchase Order Amount||
Displays the total cost received for all products on the purchase order including taxes and extra charges.
|Received By:||A field that may be written in when the report is printed out.|
|Date:||A field that may be written in when the report is printed out.|
|Account Number||The Purchasing & Inventory account number assigned to an account.|
|Account||The name of the account.|
|A/P Account No.||The accounts payable account number assigned to the account in Purchasing & Inventory.|
|Amount||Displays the total amount received to the account.|
Please note: If the flags Approver, Final Approver, Requisition Creator, or Purchase Order Creator are enabled in the Display Name list (located at Property > Administration > Property Preferences > Purchasing), then the following additional information will display (as seen in Fig.4).
|Requisition||If the purchase order was created from a purchase requisition, the number of the purchase requisition will appear here.|
|Outlet||The Purchasing & Inventory outlet number.|
|Outlet Name||The outlet name.|
|Requisition Creator||If there was a purchase requisition, the name of whoever created it would appear here.|
|Approver||If the purchase requisition went through an approval routing, the name of the approver will appear here.|
|Final Approver||If the purchase requisition went through an approval routing, the name of the final approver will appear here.|
Fig.4 - Receiving Document Report results with requisition approval