# Merchandise Reception

### Merchandise Reception

With this option you can enter your received merchandise with or without a previously created purchase order.

**Receive Merchandise without Purchase Order…**

With this option you can enter your received merchandise without a previously created purchase order.

**Deleted**

Enable this option to delete a purchase order as soon as the buttons Receive or Close are clicked.

**PO #**

Enable the sequential number of a previously created purchase order to receive the associated merchandise. If a purchase order was created by the order expert and was not edited since its creation, this number is preceded by an icon.

**Supplier**

Supplier name of previously created purchase order.

**Order Date**

Date the previously created purchase order was created.

![Button - Received](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Received\(PO\).jpg)

Select a PO# or "Receive Merchandise without Purchase Order" on the left and click the Received button to start entering a received order.

![Button - Delete](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Delete\(PO\).jpg)

Select a PO# on the left and click the Delete button to remove an obsolete purchase order.

![Button - Export](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Export\(PO\).jpg)

Select a PO# on the left and click the Export button to create an export file in XML format to be sent to a 3rd party software.

{% hint style="info" %}
NOTE: The export will be stored in the folder defined in Inventory Management / View / Options / Purchase Order branch.
{% endhint %}

![Button - Close](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Close\(PO\).jpg)

Click the close button to commit changes and exit this list and return to the Inventory Management module main screen.

***

### **Merchandise Reception Information**

**PO #**

Purchase Order sequential number.

{% hint style="info" %}
NOTE: This field is displayed only for the merchandise reception of a previously created Purchase Order. This field is informational only and cannot be edited.
{% endhint %}

**Supplier**

Enable from the list the supplier from whom you made a purchase.

{% hint style="info" %}
NOTE: For the merchandise reception of a previously created Purchase Order, this field is informational only and cannot be edited.
{% endhint %}

**Reception Date**

Enter the date when you received the merchandise.

{% hint style="info" %}
NOTE: Your stock will be updated from this date.
{% endhint %}

**Due Date**

If indicated on the supplier invoice, enter the Date due.

**Currency**

Enable the appropriate currency.

**Invoice #**

Type in the invoice number you want to enter in the Back-Office. If the invoice already exists, the Back-Office finds it and brings the invoice on the screen.

**Location**

Enable the appropriate location.

**User ID**

Enter the name of the person who physically received and counted the merchandise during the  reception.

{% hint style="info" %}
NOTE: This field will only be available for the merchandise reception of a previously created Purchase Order. If receiving merchandise without a purchase order, this field will not be visible.
{% endhint %}

***

### **Merchandise Reception Detail**

**PO #**

Purchase order sequential number.

**Supplier**

Supplier from whom you made the purchase.

**Delivery**

Merchandise reception date.

**Invoice #**

Invoice number entered in the previous window.

**Code**

Product code.

**Description**

Item description.

**Qty Ordered**

Quantity of items ordered.

**Qty Received**

Quantity of items received.

**Format**

Purchase format.

{% hint style="info" %}
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
{% endhint %}

**Price**

Price paid by purchase format.

**Total**

Total $ amount of this received item.

**Compl.**

Enabled when quantity received equals quantity ordered.

**Reason**

Explanation of backorder.

![Button - Add](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Add.jpg)

Add an item to the purchase order.

![Button - Modify](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Modify.jpg)

Modify an item on the purchase order.

![Button - Remove](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Remove.gif)

Remove an item from the purchase order.

![Button - Fast](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Fast.jpg)

Use the fast entry mode to add items to the purchase order.

![Button - Accept All](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-AcceptAll.png)

Makes quantity received equal to quantity ordered for all items entered in the purchase order.

**Scan**

![Button - Scan](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Scan.jpg)

Use this button to scan the invoice during merchandise reception and save it in the folder C:\Posera\MaitreD\Data\Scan.

{% hint style="info" %}
NOTE: You need to have a Twain-compatible scanner and drivers installed in Windows.
{% endhint %}

**Attachment**

If an invoice has been scanned, use this button to view the saved file.

**Total**

Total $ amount of all items entered in the purchase order.

**Item**

Enable from the list the inventory item to add to your purchase order.

**Current supplier item list**

Enable this option to limit the code list to items whose current supplier is the selected supplier.

**Show Inactive**

Enable this option to also display purchase inventory items with the Inactive option enabled.

**Quantity**

Quantity received for this item.

{% hint style="info" %}
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
{% endhint %}

**Price**

Price paid by purchase format.

![Button - Add](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Add.jpg)

Add this item to the purchase order.

![Button - Close](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Close.jpg)

Exit fast entry mode.

***

### **Merchandise Reception item Detail**

**Item**

Enable this option to add an inventory item to your purchase order.

**Code**

Enable from the list the inventory item to add to your purchase order.

**Current supplier item list**

Enable this option to limit the code list to items whose current supplier is the selected supplier.

**Show Inactive**

Enable this option to also display purchase inventory items with the Inactive option enabled.

**Quantity**

Quantity received for this item.

{% hint style="info" %}
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
{% endhint %}

**Price**

Price paid by purchase format.

**Completed**

Checked when quantity received equals quantity ordered.

{% hint style="info" %}
NOTE: If you check the Completed option, the Quantity field above is automatically set to the Quantity Ordered. If you manually enter a value higher then the Quantity Ordered in the Quantity field above, the Completed option is automatically checked.
{% endhint %}

**Undelivered Reason**

Explanation of backorder.

**Account**

Enable this option to add a general ledger account to your purchase order.

**Code**

General ledger account to be added to.

**Amount**

Amount to add to the general ledger account.