Receiving application

You use the Receiving application to receive materials and services from purchase orders. You may search for and receive existing PO line items from the Select Ordered Items and the Select Ordered Services dialog boxes, accessible from the Material Receipts and Service Receipts tabs, or manually enter received items on the Receipts tabs. If you have Invoice Management, you may use the invoice claim number or other invoice fields to search for items or services.

To access the Receiving application, click the application link on your Start Center, or select Go To→ Purchasing→ Receiving. See Figure 6-6.

Figure 6-6 Receiving application

Chapter 6. Purchasing 107 The Receiving application contains the following tabs:

򐂰 List

Use this tab to search for receipt records in IBM Maximo Asset Management.

Use more fields for a specific search and fewer fields for a general search.

򐂰 Material Receipts

Use this tab to add, view, or modify materials received on a PO.

򐂰 Service Receipts

Use this tab to add, view, or modify services received on a PO.

The Receiving application allows both materials and services to be received and recorded in the database when they are delivered to a site.

򐂰 Material receipts

This tab refers to data associated with items used for work done on-site by your company's employees, for example, quantities and lot numbers. When inventory items are received against a purchase order, the quantities in Inventory are updated, and an inventory transaction is generated.

You can also receive materials not tracked in Inventory, but which require a purchase order. Record the data associated with material receipts on the Material Receipts tab.

򐂰 Service receipts

This tab refers to the data associated with any service provided by a vendor or contractor, such as repairs to assets. The service may be performed on or off site. You specify service purchases either in terms of a quantity and a unit cost, or as a single lump sum amount.

In a large enterprise, you might have a centralized purchasing department for several sites. Each individual site receives its own materials and services. The Receiving application allows both materials and services to be received and recorded in the database when they are delivered to a site.

Material receipts refers to data, such as quantities and lot numbers, associated with items used for work done on site by your employees. When you receive inventory items against a purchase order, the quantities are updated in Inventory and an inventory transaction is generated.

You can also receive materials not tracked in Inventory, but which require a purchase order. For example, a catered lunch or a new desk is not stored in Inventory or tracked by an item number. You would, however, track their costs on purchase orders and receipts.

Record the data associated with material receipts on the Material Receipts tab.

Service receipts refers to data associated with any service, such as repairs to assets, provided by a vendor or contractor. The service can be performed on or off site. You specify service purchases either in terms of a quantity and a unit cost, or as a single lump sum amount. Use the same terms on the receipt transaction as those terms used on the service PO. Record service receipts on the Service Receipts tab. Whichever terms you use on the service PO must be the same on the corresponding receipt transaction, which you record on the Service Receipts tab.

You might have to change information when recording the receipt of materials.

Change the receiving information before you save the receipt record. For example, if you want to record a partial shipment, change the number in the Quantity field.

In the Receiving application, on the List tab, select the PO for which you want to receive material. To create receipts, the status of the PO must be either In Progress or Approved. On the Material Receipts tab, click Select Ordered Items. In the Select Ordered Items dialog box, select the check box for each line you want to receive. To select all of the items on the PO, select the check box in the table header.

In the Material Receipts table window, click View Details on the material receipt line you want to change. Change material receipt lines information as necessary.

After you save the receipt, the fields on the Material Receipts tab become read-only. If you are receiving a line item that is not a rotating item, but is damaged, receive the full shipment amount and then return the rejected quantity.

Use the Select Items for Return dialog box to return materials.

When an inspection is required upon receipt of an item or service, the following status values describe where in the inspection process the line item is. Use the Change Inspection Status dialog box to change the inspection status of an item.

The status values can be:

򐂰 WINSP (Waiting for Inspection)

This status indicates that the line item is in the process of being received, but has not yet been entered into inventory. The line item is in a holding location, where it stays until an inspection is completed. After inspection, the line item converts to either WASSET or COMP status, depending on whether it is a rotating item.

򐂰 WASSET (Waiting for Serialization)

This status indicates that the line item is a rotating item that is waiting to have an asset number assigned to it. If the line item requires inspection, the inspection has already taken place if its status is WASSET. The item is still in the holding location; it has not yet been sent to its appropriate storeroom or

Chapter 6. Purchasing 109 direct issue location. After the item has been serialized in the Receive Rotating Items dialog box, its status will be COMP.

򐂰 COMP (Complete)

This status indicates that the line item has been received, and if necessary, inspected and serialized. When the status of the line item changes to COMP, a transfer transaction is created. The transaction transfers the item to its appropriate storeroom or direct issue location. If the line item is not rotating and does not require inspection, its status is COMP upon receipt.

6.6.1 Rotating items

A rotating item is an individual serialized asset that you define with a common item number, such as a pump or mobile computer. You designate an item as rotating because it shares properties of both items and assets. A rotating item can have inventory value and issue cost, like an item. However, a rotating item cannot be consumed, rather, it is maintained like an asset. For example, you have ten mobile computers of the same model that share the same attributes, and they all have the common item number ABCT23. However, you want to be able to track each as an individual asset, so you flag the items as rotating when you create them.

After creating an item and adding it to a storeroom, you can either use the Assets application to create the asset records for an item you want to track, or create a purchase order for the rotating item and serialize it when you receive it. When you have associated an asset to a rotating item, balances can be displayed and tracked for this item. A rotating item is tracked both by its item number in Inventory records and by its unique asset number in Assets records.

Each rotating item goes into Inventory with an item number. The rotating item is also tracked in the Assets application with an asset number.

To enter line items for rotating items on the Material Receipts tab, use the Receive Rotating Items dialog box. You can enter asset identifiers for specific rotating assets, or auto-number all of the rotating items.

Note: An item cannot be both a spare part and a rotating item, because rotating items are generally maintained not consumed (or just used once). For example, you can keep gaskets available as spare parts for use on multiple pieces of equipment, but you cannot classify the gaskets themselves as rotating items because they are used once and then thrown away.