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RECEIVING PO ITEMS

Once an item on a Purchase Order (PO) has been Received from a vendor, the transaction must be recorded in RAAS. The Items Received tab, within the Purchase Orders sub-module, allows the receiver to track the receipt of items that have been purchased.


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Figure 23-8: PO Items

Wizard Page 1 - PO Items

  1. Click on Purchasing and select Purchase Orders from the pull-down and click Go.
  2. Locate the Purchase Order on which the item to be received was entered.
  3. Click the Receive button to begin receiving items listed on the PO.
  4. Select the item being received and verify that the number of Units To Receive is correct.
  5. Click Next.

Wizard Page 2 - Receipt Destintation

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Figure 23-9: Receipt Destintation

If the item being received was ordered in response to a part request, the receipt can be associated with the part request from this wizard. If the item is a non-consumable, it will be moved to the Issued For Maintenance location; if it's a consumable, the quantity received will be expended.

  1. Select the Part Request from the listing and enter a quantity. The receiver may be required to Issue or Fill the part request.
  1. Select the applicable Receive under Part Number option. If selecting Alternate or Other, click the Choose button beside the selection to choose a different part number.
  2. Alternate - choose an alternate part number located under the same part description
  3. Other - choose a part number under a different part description
  1. Verify that the item is being received to the correct Position and/or Location and Destination Inventory. In most cases, the receiver can use the default settings.
  2. Click Next.

Wizard Page 2 - Receipt Destintation for Repairs

If the item being received was out on repair, the destination window will ask if it is the Original part being returned, an Alternate part, or an Other part. If an Alternate part or Other part is being received, it will have either a different part number, a different serial number or both.

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Figure 23-10: Receipt Destintation for Repairs

  1. Select the applicable repair option:
  2. The Part was exchanged - allows user to select a different Part Number
  3. The original Part was returned - Part Number options disabled
  4. The original Part was returned under a different P/N - allows user to select a different Part Number
  5. The original Part was returned under a different S/N - Part Number options disabled
  6. The original Part was returned under a different P/N and S/N - allows user to select a different Part Number
  7. The Part was scrapped - allows user to select a different Part Number; Destination Inventory and Location to set to Dead
  1. Select the applicable Part Number receipt option based on repair option selection. If selecting Alternate or Other, click the Choose button beside the selection to choose a different part number.
  2. Alternate - choose an alternate part number located under the same part description
  3. Other - choose a part number under a different part description
  1. Verify that the item is being received to the correct Destination Inventory and Location.
  2. Click Next.

Wizard Page 3 - Receive Item

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Figure 23-11: Receive Item

Enter the receiving data provided on the packing slip. Manditory fields include Packing Slip, Rec date and Price; additionally, for repairs, Shelf Expiry and Status.

Depending on the part type, the Rec Qty field may be set to a default of 1, or you may be able to enter the quantity to receive. If you receive a quantity less than the quantity on the purchase order, you will be asked whether or not you wish to backorder the remainder. If you indicate a quantity greater than the quantity on the purchase order, you will be notified.

The Serial Num field will be enabled if the part is not being received into an existing consumable serial number, or if the non-consumable part that was on repair was not returned.

An important data item is the trace number; often the purchase order number plus the receipt number on the purchase order. The trace number is used to track a particular part item back to its supplier. This is particularly important for consumables. Complete trace information for an item can be viewed from the serial number detail screen see PART MANAGEMENT - Item Editor - Trace Information.


Wizard Page 3.1 - Perform TMI

  1. Click the Perform TMI button.
  2. When prompted, click Yes to confirm the receipt of the item and to begin a new TMI Log Entry.
  3. Check the Update All Statuses checkbox, select the desired status and click Update.
  4. See TECHNICAL RECORDS - TMI Entry - TMI Maintenance Entry to complete the TMI Entry.

Wizard Page 3.2 - Set Up Part

  1. Click the Set Up Part button.
  2. When prompted, click Yes to confirm the receipt of the item and to begin the setup.
  3. See PART MANAGEMENT - Item Editor - Setting Up A Part

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Figure 23-12: Item Received

Wizard Page 3.3 - Recieve Item

If the item received was associated to a part request and the receiver selected Fill on Wizard Page 2 - Receipt Destination, then there will be 2 line items:

  1. Click the Recieve Item button.
  2. Line Item 1-1: Quantity of the part request
  3. Line Item 1-2: Remaining quantity received

After receiving the part, RAAS indicates that the item status is Closed on the Items Applied tab. When all parts have been received, RAAS prompts the user to close the PO. However, a PO can be manually closed by clicking on the Close button in the PO Header.


Core Return Items

If, when ordering a part, the check box beside Core return required when item is received was clicked, the Core Return Required check box on the Receive Items screen will be checked off. The Core checkbox in the Items Received area of the purchase order will also be checked off.

A core being returned to a vendor will be transferred from inventory to the Dead location from within the Shipping Receiving sub-module in the Stores module.

To see a list of outstanding core returns run the Outstanding Core Returns Report from within the Purchasing module.

When receiving a part number for which a core has been returned to the vendor, it is possible to receive a serial number that has been moved to Dead as a result returning a core. If RAAS finds a part number/serial number combination in Dead that matches the part number/serial number combination being received, RAAS will ask if the part is to be returned to service. Clicking Yes will return the part to service along with all associated history.