DBD: PO Receiving Inventory Only No AP

DBD: Purchase Orders - PO Receiving Inventory Only (No AP)

🔵 Overview Typically, your warehouse personnel will perform the first step, which is receiving the goods into the warehouse. Their operator setting will cause DB/d to bypass the entry of the invoice number. They should just enter the receipt date. The freight field will also be bypassed.

There are 3 different types of orders that will require the receipt of inventory into the warehouse.

Sales Orders — Inventory will be shipped into a customer owned warehouse location (9000–9999) warehouse range. Customer will be invoiced for goods upon receipt into warehouse.
Bill as Ship Orders (BAS) — Inventory will be shipped into a Distributor owned location (0001–8999) warehouse range. Customer will be invoiced for these goods as released thru a billable requisition. These are customer specific Items.
Stock PO's — General Inventory. These items will be shipped to a Distributor owned location. These PO's will be entered into the system thru Purchase Order Entry. These orders will not have a suffix on the order number.

Purchase Order Receiving

Click on Order Processing, Purchase Orders, Processing, then Purchase Order Receiving.

Menu path to Purchase Order Receiving

Most likely you will have elected to use batch processing. When initiating Purchase Order Receiving for the first time you will be asked:

Confirming — Do you wish to start a new Batch

Click Yes to start the new batch.

Purpose of batch processing:

Batch Processing allows multiple operators to perform the same process while keeping the entries separate.

After clicking "Yes," that you wish to start a new batch, you will be presented with the following panel.

Create New Batch - ZGBATCH

💡 Note: Batch numbers are an important source of reference. If you require our assistance with your entries, our support department will ask you for your batch number. Also, you should use the Remarks field to enter a comment that would help you or someone else in your organization identify the entries in this batch.

If you or another operator has previously started a batch, you will be prompted as follows:

Batch Selection - ZGBATCH.1

The options presented in the above panel are:

Proceed — If you wish to select the Batch identified in this panel.
Use other Batch — You will be presented with a list of all of the open batches. You can then choose the one you need.
Start a New Batch — If you need to separate the entries you are about to make into a new batch.

Purchase Order Receiving begins with comparing your purchase order data to the vendor invoice. Key in the purchase order number or use the query icon to locate it among the open purchase orders. The purchase order number can consist of three segments.

If you have separate operating divisions, the first segment will be a two-digit prefix to the purchase order number. For example, if you were divisional, the purchase order number would take on the following format, and the first segment would indicate that this purchase order was created by division "50": 50-101012-1
The main section of the purchase order number (101012) consists of six digits and will be the same as the sales order number to which it is connected.
The purchase order code is a single character (in this example "1"). It distinguishes multiple purchase orders connected to a single sales order.

You will enter your Sales Order Number and return; at this point you will be prompted to add the entry:

P/O Receiving - Confirm - Do you wish to add this record?

Click Yes.

P/O Receiving - Header tab, Sales Order example

For operators that can only enter the inventory records, you will not have access to the A/P invoice number. Verify the Receipt Date is correct — this can be modified — the Fiscal Year and period should be correct. Click Next.

P/O Receiving - Lines tab

Verify the quantity that is being received today. Depending on the item, the system may automatically assume a 10% overrun.

Click Next.

P/O Receiving - Job tab

Enter the Job Number if available on the receiving document. Your company will also have an opportunity to enter this information when the vendor bill is received.

Click Next.

Special Shipping

P/O Special Shipping Receiving - POGMAF

This is an overview of the special shipping information on the order. If only one location is on this order, information will be correct, and click Finish.

If multiple shipping locations are on this order, you will need to verify the quantity is being shipped to the correct location you are processing today, and click Finish.

Inventory Lot Receiving - ICGLAB

This is an example of the Lot Detail Entry Panel. The operator can receive multiple lots for a given item. The Receipt Date and the Sequence will be the keys to the lot records. Examples of when you might have multiple lots would be:

Items have different packaging, i.e., 20 cases of 2500 and 1 short case of 500.
You may be receiving numbered forms and need to account for missing numbers.
You want to split up the inventory into multiple bin locations.

⚠️ CRITICAL UPDATE NOTE: You will not be allowed to Exit Lot Receiving until you have accounted for the total received quantity.

Click Save/Exit.

P/O Receiving - Lines tab, second example order

There are no other line items on this purchase order, so we click Finish.

Purchase Order Receiving — Bill as Shipped Orders

P/O Receiving - Important Message - This PO is bill as shipped. Continue?

Purchase order Receiving this inventory will be processed in the same manner. The process will prompt the operator at this time to let them know this is a Bill as Ship Order. Click Yes.

P/O Receiving - Header tab, Bill as Ship example

In this example the operator code has access to the A/P Invoice Number. If you are receiving just inventory, then you would hit enter at the A/P Invoice number and ADD your record; once again, you will verify the Receipt date and click Next.

P/O Receiving - Lines tab, Bill as Ship example

Verify your Receiving this time, and click Next. Please notice that this operator also has access to the Unit Cost. These values would rarely be changed by an operator that is receiving inventory.

⚠️ CRITICAL UPDATE NOTE: If this Unit Cost displays a 0 value, then delete your receiving and contact the CSR for this account to correct the value on the order.

Receiving of the lot record will occur in the same fashion as for a Sales Order, but in this case the inventory will be received in the Distributor owned location range (0001–8999).

Purchase Order Receiving Update

Menu path to Receiving Report and Updt

Receiving Report and Update - POGRRS

💡 Note: If you are using batches (not shown), you will be prompted to select your batch. You can use the query button to look up your batch.

After you have reviewed carefully your printed Purchase Order Receiving Report, you can update the data.

⚠️ CRITICAL UPDATE NOTE: NEVER, NEVER update until you have verified your reports for accuracy. BE ADVISED: Once you have updated this report you will not be able to go back into this batch to make corrections.

Purchase Order Receiving Report Example

Purchase Order Receiving Report — example output

💡 Note: This report will only print when Inventory is received into a warehouse.

Error Message in an Update

⚠️ CRITICAL UPDATE NOTE: IF YOU HAVE AN ERROR MESSAGE IN THE MIDDLE OF AN UPDATE, ABSOLUTELY DO NOT EXIT OUT. CALL DB/D SUPPORT IMMEDIATELY.

Frequently Asked Questions

Q: What are the three types of orders that require inventory receipt into the warehouse?

A: Sales Orders (customer owned warehouse, 9000–9999, invoiced upon receipt), Bill as Ship Orders (Distributor owned location, 0001–8999, invoiced upon release), and Stock PO's (general inventory to a Distributor owned location, no suffix on the order number).

Q: Why can't I enter an invoice number during PO Receiving?

A: If your operator setting only allows inventory receiving, DB/d bypasses the invoice number and freight fields — you just enter the receipt date.

Q: What is batch processing used for?

A: It allows multiple operators to perform the same process while keeping their entries separate. Batch numbers matter — support will ask for yours if you need assistance, so use the Remarks field to help identify the batch's contents.

Q: What do the three segments of a purchase order number mean?

A: An optional two-digit division prefix, a six-digit main section matching the connected sales order number, and a single-character purchase order code distinguishing multiple POs tied to one sales order.

Q: When would I need to enter multiple lots for one item?

A: When items have different packaging (e.g., full cases plus a short case), when receiving numbered forms and accounting for missing numbers, or when splitting inventory across multiple bin locations. You can't exit Lot Receiving until the total received quantity is accounted for.

Q: What should I do if the Unit Cost on a Bill as Ship line shows 0?

A: Delete your receiving and contact the CSR for that account to correct the value on the order.

Q: Is it safe to update the Purchase Order Receiving batch right away?

A: No — never update until you've verified your printed reports for accuracy. Once updated, you cannot go back into that batch to make corrections.

Q: What should I do if I get an error message in the middle of an update?

A: Absolutely do not exit out. Contact DB/D Support immediately.

Tags: purchase-orders, po-receiving, inventory-only, batch-processing, lot-receiving, DB-distributor