Step 3: Retrieve outstanding PO lines (skip packing slip) - HxGN EAM - 12.0.1 - Help - Hexagon

Retrieve outstanding PO lines on the Active Lines page after you create the PO receipt header. If you specified a purchase order on the receipt header, the system displays all outstanding part lines for the selected purchase order. If you specified a supplier and store on the receipt header, the system displays all outstanding part lines on all purchase orders for that supplier and store combination.

If you are receiving a part tracked by asset, the system displays the part in quantities of one. For example, you receive five motors that are tracked by asset, so the system displays the motor on five separate lines.

1. Select Materials > Transactions > PO Receipts.

2. Select the PO receipt for which to retrieve PO lines, and then click the Active Lines tab.

3. Click Retrieve Parts (Skip Packing Slip). The system populates the Active Lines list with outstanding part lines based on the information you specified on the PO receipt header.

   

   • If the purchase order line for which you are receiving parts is associated with a multiple equipment work order, then the system populates Equipment, Equipment Org., and Related Work Order from the values on the purchase order line, and they are protected.

   • To retrieve multiple parts, click Retrieve Multiple Parts, and then select the parts to retrieve. Optionally, change the Receipt Qty (UOM).

   • To remove individual lines from the Active Lines list, select the line from the Active Lines list, and then click Cancel Line. The system cancels the record and updates the Active Lines list. The line remains outstanding and you can add it to a future PO receipt.

   • To remove multiple lines, click Cancel Multiple Lines.

   • To undo an individual line removal from the Active Lines list, click Undo Cancel Line. The system changes the status of the line to Unfinished if the line has a system status of Cancelled.

4. Select the part line for which to specify line details. The system populates the part information including the Condition from the purchase order in Active Line Details.

   

   • If the PDRCPTTO installation parameter is set to WO, the system automatically selects Direct to WO. If PDRCPTTO is set to HELD, the system does not automatically select Direct to WO.

   • If the part is tracked by lot, By Lot is selected and protected.

5. Verify the number of parts received for each line and edit the information for each part on the receipt as necessary.

6. Specify this information:

   Repair Condition - Specify the repair condition if the part is for an external repair and condition tracked.

   Bin - Edit the bin number for the part.

   

   • If you specified a default bin for the part in store on the part record, the system automatically populates Bin with the default bin.

   • If the part is for an external repair and tracked by condition, the system automatically populates Bin with the default bin for the part associated with the repair condition.

   • The Bin may be required, optional, or protected depending on the value of the HELDBINS org option.

     Receipt Qty. (UOM) - The system automatically populates Receipt Qty. (UOM) with the number of the parts that were actually received. The system populates Receipt Qty. (UOP) with the actual number of items received in the unit of purchase, and it is protected.

     For example, if you received one case of the item, and each case contains 12 items, then the system displays 12 as the Receipt Qty. (UOM) and 1 as the Receipt Qty. (UOP).

     

   • If you received fewer or more parts than you ordered, edit the received quantity. To edit Receipt Qty. (UOM), select the line to edit on the Active Lines list. The system populates the line information in the Active Line Details.

   • If you receive only a partial order, receive the materials, and then save the record. When the rest of the order comes in, create a new PO receipt to close the purchase order. You cannot modify the first PO receipt.

   • If the part to receive is tracked by asset, the system creates a separate line for each by asset part, populates the Receipt Qty. (UOM) with 1, and you must specify an Asset ID for each part to receive.

   • If you are receiving or scrapping core tracked parts from an external supplier repair that were assigned from the same lot in a core bin, the system creates one line for each part on the receipt and populates Receipt Qty. (UOM) with the outstanding quantity of the part from the purchase order. If the external repair parts were assigned from more than one lot in a core bin, the system also creates one line for each part/lot combination on the receipt, but the system does not populate Receipt Qty. (UOM).

   • The system automatically populates the Qty. per UOP with the quantity of the part per unit of purchase from the purchase order line.

   • For parts tracked by asset, the Receipt Qty. (UOM) cannot be greater than the outstanding quantity of the part on the purchase order. However, for parts that are not tracked by asset, the Receipt Qty. (UOM) can be greater than the outstanding quantity of the part on the purchase order if the OVERRECV installation parameter is set to YES. If OVERRECV is set to NO, the Receipt Qty. (UOM) cannot be greater than the outstanding quantity on the purchase order.

     Repair Price - If the part is a core tracked part to be repaired externally by a supplier, specify the supplier’s price for repairing the part.

     Repair Price is only enabled if the RPPRCCAL installation parameter is set to YES and the part selected is a core tracked part from an external repair purchase order line. If the RPPRCCAL installation parameter is set to NO, Repair Price is protected regardless of whether the part is core tracked. If a part is core tracked, the system enables Scrapped Qty. and protects Lot.

     Asset Type - If the part is tracked by asset, specify the asset type for the part to receive.

     Department - Specify the department for the part to receive.

     

   • For parts tracked by asset, an Asset ID and Department must be specified. The system may automatically populate these fields depending on the ASSETASS and AUTOANUM installation parameters.

   • If the ASSETASS installation parameter is set to P for "Purchase Order", assets are created for parts tracked by asset at the time you create the purchase order of the parts to receive, and the assets are already associated with the parts to receive. So, when you click Retrieve Parts, the system automatically populates Asset ID, Asset Type, Asset Org., and Department and they are protected. However, if the ASSETASS installation parameter is set to R for "Receipt", you must create the assets to associate with each part tracked by asset at the time of receipt, and you must specify Asset ID, Asset Org., and Department. Asset Type is also required, and the system automatically populates Asset Type with the Asset system type.

   • If the AUTOANUM installation parameter is set to YES, the system will automatically specify an asset number for each Asset ID when you click Approve Parts.

     Manufacturer Lot - Specify the manufacturer lot for the part to receive.

     Expiration Date - Specify the expiration date for the part to receive.

     Return Qty. - Specify a return quantity for the part to create a return transaction for the part on the receipt. If you specify a Return Qty., the system enables Reason for Return. If you specify a Return Qty. and Reason for Return, the system creates an approved return transaction for the supplier for all line types (direct materials, parts tracked by asset, and/or core tracked parts) when you click Approve All Parts.

     Lot - Specify the lot for the part to receive as necessary.

     

   • If LOTNRG is set to P, generate lot numbers for each receipt, or T, only generate lot numbers for parts tracked by asset, the system does not automatically populate Lot when you receive parts, and you can either specify a lot or select an existing lot for the part. If you do not specify a lot, the system generates a lot for the part when you click Approve Parts.

   • If you specify a new lot, the system creates a new lot record for the specified lot, and the lot will be available for future selection in the Lot lookups.

   • If LOTNRG is set to "-", the system validates the lot based on the existing lots lookup. However, if the SHOWLOT installation parameter is set to N, the system does not generate any lot numbers regardless of the setting of the LOTNRG installation parameter. Lot is hidden, and the system automatically populates Lot with an asterisk (*) in the database.

   • If the part to receive is core tracked, Lot is protected.

     Asset ID - If the part is tracked by asset, specify the code identifying the asset to associate with the part. The system automatically populates Asset Org.

     Scrapped Qty. - If the part is core tracked, you can specify the quantity of the parts to scrap because they cannot be repaired.

     Print Qty. - Specify the quantity of the label(s) to print for the part to receive.

     The system automatically sets the Print Qty. based on the setting of Label Printing Default on the Stores tab of the Parts form:

     Option	Description
     If set to No Labels	Print Qty. is null.
     If set to Single Labels	Print Qty. is set to 1.
     If set to Label for Each Item	Print Qty. is equal to the Receipt Qty. (UOM), but you can modify the Print Qty. as necessary. Updating Print Qty. does not affect the Receipt Qty. (UOM).

     Click Print Label(s) to print labels for the part(s) to receive, and the system will print labels based on your system configuration and the specified Print Qty.

7. After editing the part details for the part(s) on the receipt, click Submit.

8. Review the Active Lines list, and then click Approve All Parts.

   

   • When you approve the receipt for external repair lines, the system moves Receipt Qty. from the Qty. at Supplier to Qty. on Hand on the stock record of the part. Scrapped Qty. is subtracted from Qty. at Supplier on the stock record, but it is not added to Qty. on Hand.

   • If the part is tracked by asset, the status of the associated asset is updated to Purchased/In Store. If you scrap the part tracked by asset, the status of the associated asset is updated to Withdrawn, and the status of any child assets in a hierarchy are also updated to Withdrawn.

   • If both Receipt Qty. and Scrapped Qty. are specified, the system creates one transaction line of type RECV for both a receipt and the scrap transactions.

   • If All Equipment is selected for Equipment on a line, the system creates a header and line transaction for each Related Work Order activity associated with the multiple equipment work order. Each transaction is used to receive the appropriate number of parts for each equipment on the multiple equipment work order. The quantity for each transaction is equal to the quotient of the Receipt Qty (UOM) and the number of equipment on the multiple equipment work order. The system automatically applies any remainder of the receipt quantity that cannot be evenly distributed to the last equipment record on the Equipment page of the Work Orders form.

   • If a specific Equipment record is selected, then the system creates a transaction for the Related Work Order associated with the selected Equipment and activity.

   • If WO Header Equipment is selected for Equipment on a line, then the system creates a transaction for only the work order on the purchase order line.

   • When you approve the receipt for external repair lines and the part is condition tracked, the system updates Qty. at Supplier for the purchase order line part instead of the repair condition part. Qty. on Hand is updated for the repair condition part instead of the purchase order line part. In addition, if the part is tracked by asset and received, the status of the associated asset is updated to Purchased/In Store. If you scrap the part tracked by asset, the status of the associated asset is updated to Withdrawn.