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Printing a Purchase Order Receiving/Exception Report

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The Purchase Order (PO) Receiving/Exception Report gives you a complete breakdown of each received Purchase Order. It includes the following:

  • Items received
  • Items on backorder
  • Cancelled items

Printing the Report

Use the following steps to print a PO Receiving/Exception Report.

  1. On the Main Menu, select Lubrication Menu.
  2. Select Inventory Menu (7).
  3. Select Activity Menu (1).
  4. Select Purchase Order Module (7).
  5. Type your employee password when prompted and press [Enter]. Once your password is validated by the system, you receive the Purchase Order Module Main screen.
Note: Your employee ID is stored with each added, changed, and deleted record. This ID can be seen on the View/Edit Purchase Order Worksheet, View Purchase Order, and Receive Purchase Order screens.
  1. If the PO has not been received, follow the steps below to receive the PO and print the Receiving/Exception Report. If the PO has already been received, go to step 7.
    1. Click PO on the menu bar.
    2. Select the View/Receive PO option.
    3. Select a purchase order from the Purchase Order List and click the OK button.
    4. Click the Receive PO button. Follow the process for receiving the PO in the article Receiving a Purchase Order, starting at step 10. Once the system accepts and processes the PO, you receive the Choose Print Options popup. (See step 10 in the Printing a Purchase Order article.)
  2. If the PO has been received, follow the steps below to print the PO Receiving/Exception Report.
    1. Click Reports on the menu bar.
    2. Select the PO Receiving/Exception Report option.
    3. Select a purchase order from the PO Receiving/Exception Report List and click the OK button.
    4. You receive the Choose Print Options popup. (See step 10 in the Printing a Purchase Order article.)

Report Contents

Item Description
Receiving Date Date the PO was received.
Purchase Order Number Number attached to the PO.
Vendor Name of the vendor associated with the PO.
Item Identification number of the inventory item
Part Received part name and description.
Quantity Ordered Number you ordered.
Quantity Received Number you received.
Purch Units Unit at which you purchase the item. For example, if you buy air filters in cases of six, the purchase unit would be CS.
 Units Ratio Number of sales units included in the purchase unit. For example, if there are six air filters in a case, there are six sales units (EA) per purchase unit (CS), and the unit’s ratio would be 6.
Added To Inventory Number of the purchased items that were added into your inventory.
Sales Units Unit at which you sell and inventory the product. For example, if you sell oil by the quart, the sales unit would be QT.
Total Received Cost Total unit cost of the shipment.
Received Unit Cost Per unit cost of the shipment.
Variance From Agreed Cost Shows any difference in the dollar amount from the ordered item cost to the actual item cost.
Category Category name of each received item.
Total Total dollar amount of each item.
Grand Total Total dollar amount of each column for the entire PO.
Items Cancelled Lists any items cancelled from the PO. These are items that are not in the current shipment, nor are they expected in any future shipment.
Child Purchase Order # For parts on the Purchase Orders that are only partially filled, but are expected to be filled in a future shipment, a new child (backorder) Purchase Order will be created with only those parts still outstanding. This new PO’s number will be the original PO number with a number attached (for example, PO#1234 would become 1234.1).