As delivered items are added to the receipt document, pixi automatically matches the delivered quantity of an item to the ordered quantity of this item. Matching is important for automatic calculation of the number of open purchase orders. The number of open purchase orders is used by pixi to properly calculate purchase order suggestions.
Configuration
You can choose between two options for matching receipt documents to purchase orders:
Oldest Orders: Delivered items from the supplier will be matched to the oldest open purchase order for this supplier.
Match with template: Delivered items from the supplier will be matched to purchase orders that were used as a template for the receipt document. Important: If delivered items were added to a receipt document manually, without selecting purchase orders as a template, they will not be matched.
Administrator can set this in Control Center application > Database Settings tab > Purchasing folder > Matching Type setting. A combination of both matching types is not possible.
Notes:
- When the same item is on several purchase orders that were used as a template for a receipt document, there will be multiple receipt lines for this item in the receipt document. User can either enter delivered quantity for each line separately or the sum of delivered quantity in one line only. In both cases the corresponding purchase orders will be matched properly.
- Matching information is shown in the detail pane for the selected received item in the receipt document.
Clicking the purchase order will directly forward you to the related purchase order document. ,
Matching to the oldest Purchase Order
If you choose to match to "Oldest Orders", you can process receipt documents like described in Working with Deliveries in pixi. It is important that in any case matching is done to the oldest open purchase order.
Example:
Purchase order 70014735 from 11.12.2014 contains item A with order quantity 10
Purchase order 70014736 from 12.12.2014 contains item A with order quantity 5 and item B with order quantity 5
If you create an empty receipt and add item A with quantity 5, this item will be matched to purchase order 70014735.
If you create a receipt by using purchase order 70014736 as a template, set the delivered quantity of item A to 5 and of item B to 5, item A will be matched to purchase order 70014735 and item B will be matched to purchase order 70014736.
Match with Template
You can create one single receipt based on one or more purchase orders.
Login to the pixi Web Application.
Open Goods Receipt from the Logistics folder.
Click Add
.
Choose the location as well as the supplier and one or more purchase orders as a template for the receipt.
Click Create to create the receipt document.
A new receipt document will be created, which already contains the ordered items of the selected purchase orders. In case several purchase orders contain the same item, several receipt lines will be created for the same item in the receipt document. You can either put in the delivered quantity per item one by one or you can also put the whole delivered quantity into one receipt line. In both cases, matching the appropriate purchase order(s) will be done properly.
Order number(s) of purchase orders, that were used as a template for a receipt, are shown in the General tab under "General Receipt Information".
Every receipt is marked with a symbol if it belongs to a template.
Notes:
- It is impossible to delete receipt lines, that were created from a template. Enter the delivered quantity of 0, to "delete" these receipt lines.
- Manually added receipt lines are not matched to a purchase order, when matching type is set to "Match with Template".
- The delivered quantity of a purchase order can not be higher than the items ordered quantity. In case too many items were delivered, the difference between delivered and ordered quantity is not matched to a purchase order.
Creating several Receipts for Purchase Order(s)
It is possible to create several receipts for one purchase order. But it is not possible to create new receipt documents for purchase orders, that already have an open receipt. A new receipt can only be created, in case already existing ones have status "Closed" or "Invoiced". If you create a receipt for two or more purchase orders, you cannot create a new one, if there is still an open receipt for one of the purchase orders.
Notes:
- In case not the whole ordered quantity was delivered for some items and the receipt is already closed, the ordered quantity for a new receipt will be calculated with "original order quantity" - "delivered quantity".
- In case not the whole ordered quantity was delivered for some items, a value was set for "Not Del. Q" in the purchase order and the receipt is already closed, the ordered quantity for a new receipt will be calculated with "original order quantity" - "delivered quantity" - "not delivered quantity".
- In case "original order quantity" = "delivered quantity" + "not delivered quantity", no new receipt line will be created for this item in a new receipt (ordered quantity would be 0 in this case).
Color Highlighting of Receipt Lines
When you create the receipt and enter quantities for delivered items, pixi automatically matches the delivered quantity with the ordered quantity on the purchase order. In the list of delivered items, different colors are used to highlight which delivered items have been matched with purchase orders.
White |
Delivered quantity was not entered (0). |
|
Red |
Delivered quantity is not matched with purchase orders (there are no purchase orders for this item). |
|
Yellow |
Delivered quantity is partially matched with purchase orders (supplier orders are not available for the entire delivered quantity). |
|
Green |
Delivered quantity is fully matched with purchase orders. |
|
See also: