From the Main Menu the GR PO entry leads to the form that can create a goods receipt PO in SAP BO. First the user will be prompted a list of the existing purchase orders in the SAP BO database. Filters can be used to find relevant purchase orders quickly. The user can set the filters and then tap the Reload button to load the relevant data from the database. The grid below the filter fields will be filled with the available purchase order entries.
In one entry the user can see the document number of the purchase order, the name and description of the supplier, the due date and the already received full purchase order lines/all lines. In this example two orders were filtered, both have zero lines already filled out.
If the user taps Cancel, he will be navigated back to the Main Menu.
The user can select an entry and then tap Receive to enter the items and quantities for the Goods receipt PO.
At the beginning of the entry the user can also see the purchase order line status. Only open purchase order lines are listed here. If the user enters the item number in the Item field and leave the field, the line containing the item will be automatically selected. Alternatively the user can select a line manually in the grid. The user cannot add items that are not in the purchase order.
Once the item line is selected, the user can enter the quantity he wants to receive in the Quantity field and then click on Add or Upd. If the user clicks on Add, the quantity entered will be added to the already set quantity. If the user clicks on Upd, the already set quantity will be overwritten with the new quantity. To cancel an entry, the user can update a quantity to zero.
Tapping Print will navigate the user to the Goods receipt PO print label making form. Here the user can review the contents of the label, can change the unit of measure (UoM) of the products, can change the number of labels printed and can specify the printer device to be used.
Tapping the Print button will start the printing process. In the following example a printed label can be seen. Typically this label is printed on a sticker paper, ready to be attached to the product. These labels contain for example barcode to be scanned later. Each company can have its own, specific layout. For now, press Back to return to the GR PO screen.
After setting the quantities in the GR PO screen the user can tap Done to progress.
If the warehouse uses bin locations the user will be prompted the bin location selection form to enter the bin location(s) to which the item will be received. If the warehouse has no bins or the items are normal (not a batched or serialized items) the window will not be prompted.
In most of the scenarios the bin location and batch/serial selection form will be presented as a professional company relies heavily on these features. This is explained in the next section.
In this example the bin location selection form is not prompted as the ’A1000 Normal Paper’ is a normal item and the warehouse ’02’ does not use bin locations.
In this simple example the user will be taken back to the main GR PO screen. It can be seen below, that an order has been already received and a new option is available, to post some or all received orders. The user can tap Post to go to the GRPO Post screen, where he can specify which orders to post. Posted orders will become bookings in the SAP BO system.
After selecting the entries in the GRPO Post screen the user can tap Cancel to abandon the posting or Post to book the orders. A message will be prompted to confirm a successful posting. Tap Ok to return to the main GR PO screen.
As mentioned before, after for example adding the quantity of an item in the goods receipt PO there may be extra steps involved. If the warehouse uses bin locations or the item is a batched or serialized item the user will be prompted the bin location and batch / serial selection form.
First the Bin Location can be specified. If set, the bin location must exist in SAP BO or else, the user will receive an error message. The user cannot enter bin locations that are in a different warehouse than the warehouse in the related SAP BO document line. The Bin Location can be left empty, indicating that no bin location is used. If the ‘Receiving Bin Locations’ setting is enabled in SAP BO, the system will automatically choose a bin location.
If the item is managed by batches, the user can enter the batch numbers. It is possible to create an user query for generating the batch automatically. Press the New button to generate the batch number. For more information please see: Batch number generation
Then specify the unit of measure (UoM). For more information please see: Managing UoM Groups
It is possible to divide the stock among the bin locations. The functionality of the Add and Upd buttons are the same as before.
If the item is managed by ’On every transaction’ serial numbers, then the user has to add the quantity by scanning the serial numbers. To remove a serial number, select its line and press the ‘Delete’ button. It is possible to create an user query for generating serial numbers automatically. Press the New button to generate the serial numbers automatically. For more information please see: Serial number generation
If the item is managed by ’On release only’ serial numbers, then simply enter the quantity. The system automatically creates empty (placeholder) serial number records.
Press the Done button to proceed. The system goes back to the previous screen and saves the entered data. The received quantity in the line of the purchase order is updated with the newly created quantity. The total quantity of batch/serials must be equal to the quantity entered on the GRPO screen.
To go back without saving the changes, press the Cancel button.
To receive stock without a purchase order, press the ‘Free GR PO’ button.
Reload button to see the list of the goods receipt documents in progress. It is possible to filter the documents in progress based on the supplier. Enter the supplier code to the Supplier field or select it after pressing the
To create a new Goods Receipt PO document, select the supplier then press the ‘New’ button. If there are Goods Receipt documents in progress, two additional buttons are displayed:
To modify the list of items to receive, select the documents then press the ‘Resume’ button. To create the Goods Receipt PO document in SAP Business One, press the ‘Post’ button.
On the next screen add the warehouse. To select the warehouse from a list, press the ‘…’ button. Then add the item code to the Item field and specify the UoM code.
To select the item from a list, press the ‘…’ button. Enter the quantity to the Quantity field. To increase the current value with the entered value, press the ‘Add’ button. To replace the current value with the entered value, press the ‘Upd.’ button.
If the destination warehouse has bin locations and/or the product is managed by batches or serial numbers, the system will prompt the user to a screen where the batch/serial number(s) and the bin location can be added.
Products can be received into different bin locations from the same warehouse.
It is also possible to adjust the UoM of the product. For more information please see: Managing Unit of Measure Groups.
Products with different batch numbers can be received. It is possible to create an user query for generating the batch automatically. Press the New button to generate the batch number. For more information please see: Batch number generation
If the item is managed by ‘On every transaction’ serial numbers, add the quantity by scanning the serial numbers. To remove a serial number, select its line and press the ‘Delete’ button. It is possible to create an user query for generating serial numbers automatically. Press the New button to generate the serial numbers automatically. For more information please see: Serial number generation
If the item is managed by ’On release only’ serial numbers, add the number of the received items instead of the serial numbers. Enter the quantity to the Quantity field then press the Add button. The system automatically creates empty (placeholder) serial number records.
Press the ‘Print’ button to print the item label of the selected item.
Press the ‘Done’ button to add the identified products to the list of items to receive or press the ‘Cancel’ button to go back without adding the products to the list.
When the system creates the Good Receipt PO document, it checks the existing purchase orders based on vendor, item code, warehouse and card code. If the system finds identical data, it links the Goods Receipt PO document with the purchase order lines based on the doc due date order.