Outstanding Warehouse Receipts

Purchase Order Menu -> Reports -> O/S Warehouse Receipts

This report lists all products which were received in the warehouse, but have not yet been matched up with an Accounts Payable invoice from the supplier in A/P Invoices By P.O.
The Accounts Payable invoice may not have been received, or the invoice may be waiting to be posted.

For each outstanding item in the date range, the report lists the Product # and description, the Vendor #, the Purchase Order #, with the quantity outstanding, the average cost each and the date received.
The report can be printed for all products, or just for Sales parts, or just for Rental products.
The option is provided to print the listing with the Vendor Name or with the Vendor Product #.
If the option to print the Vendor Name is selected, the report can be sorted either by the Vendor Name or by the Product #.

Close Transaction Option:
The optional Update action on this report selection screen provides the ability to close transactions that should not have an open status as outlined in Close Open Warehouse Receipts.
Once an item is flagged as closed in this utility the warehouse transaction will no longer be eligible for A/P invoicing.
This can be useful to close negative quantity receivings that were processed in order to return stock to the supplier when a negative A/P Invoice is not required to reverse the billing.

Note: Closing a Warehouse Receipt transaction without invoicing it through this utility will not change the status of the P.O. from "Received not Invoiced" as that is still true, and the P.O. will be included in the "Received not Invoiced" category for the Search parameters.

The prompts to generate the Outstanding Warehouse Receiving Report are:

Leave this field blank for all products, or enter a starting product number for the range, or select one from the Inventory Search window.
Leave this field blank for all products, or enter an ending product number for the range, or select one from the window.

  • Type ALL to include products/Groups from all Product Classes in the report.
  • Enter a specific class, to print the report only for products/Groups from a single Product Class, or select a Product Class from the Product Class Search window.
  • Type SEL to select a combination of Product Classes to include in the report as outlined in Selected Class List.

Uncheck this box to sort the report by Product number or by Vendor name.
Check this box to sort the report by Product Class. Class totals will also be printed.

  • Type ALL to include all divisions in the report.
  • To print the report for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
  • Type SEL to select several specific divisions or divisions by accounting region to include in the report, as outlined in Division Select By Region.

Accept the starting date or enter a preferred starting date for the report.
Accept today's date or enter an ending date for the report.

Select one of the following product type to filter the report output:
  • Select Rental to print the report for Rental equipment only.
  • Select Sales to print the report for Sales products only.
  • Select Both to include Rental Equipment and Sales Parts in the report.

Select one of the following print options:
  • Select Product# to print the Vendor Product number on the report for each item.
  • Select Name to print the Vendor Name on the report.
    If the option to Sort By Class has NOT already been selected, and the Vendor Name is to be printed, this following sort option is offered:
    This sort option is only enabled if the Vendor is to be printed and if Sort By Class option has NOT already been selected:
    • Check this box to sort the report by the Vendor Name.
    • Uncheck this box to sort the report by Product number.

This prompt appears only if Sales Item Average Cost by Location processing has been activated in the Support Application Parameters and Sale products are included on the report.

Accept the default location for the operator as identified in Operators, or enter the specific location from which the costs should print, or select the cost location from the drop-down list.
If there is no cost at this location for a product then the average cost is used.

Note: If Cost by Location processing has not been activated, this prompt does not appear and the average cost is used automatically.

This value defaults to the operator preference as defined in Operators.

Select one of the following reporting options:

  • Select Print to generate the output according to the reporting selection currently defined for this session in the Printer Selection window, accessible from the Printer -> Set Printer option located on the menu bar at the top of the screen.
  • Select Excel to export the output to an Excel spreadsheet.
    The ability to email the spreadsheet or display it on the screen is controlled by the Prompt to Email Spreadsheets flag set in Company Miscellaneous Parameters.

    Note: Report totals are not generated on the spreadsheet format.

  • Select Update to generate a list of the open warehouse receiving transactions with the option to close any completed transactions that are flagged as open but have already been invoiced as outlined in Close Open Warehouse Receipts.

    This option is only available to operators with role permission to Close Open Warehouse Receipts as defined in the Security Role Permissions that is assigned in the Operators.

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

Click the ACCEPT button to begin printing the report, or CANCEL to abort.

Resulting Outstanding Warehouse Receipts List:
If the Report Option to 'Update' was selected, a list of sales and rental products in the selection range are displayed.
Items that appear on the open list which should have been received in Accounts Payable and really are no longer outstanding, can be cleared as outlined in Close Open Warehouse Receivings.

Serial numbers are listed for serialized sales parts on the spreadsheet output, with each serial # on a separate row.
Dollar values and quantity values are not repeated on each serial number on the spreadsheet to prevent inflating the numbers if calculations are run, however descriptions and other information are repeated so the spreadsheet rows can be resorted easily.

Topic Keyword: INWR80
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