Receiving an order

The Receptions module is an intermediary step between the order and the invoice. Receptions are created in the Order module. This module enables the user to report the effective reception of a product or service. An order can be converted to a reception.

There are two ways to receive an order: by quantity or by amount.

Tip

Activate the CF_HISTO_AUTO management rule to automatically log a purchase order upon reception.

Reminder:

An order can be received by quantity. The quantity to be received must be detailed on each line.

An order can be totally or partially received. When the reception is partial, an order remainder is generated. The remainder keeps the order's number and the received order is renumbered.

For a Group subcontracting purchase order, the signed quote is automatically created for the subcontracting company once the order is received.

You can also decide to renumber the remainder by enabling the CF_CHG_NUM_RELIQUAT management rule. As such, the remainder can be:

  • automatically numbered: the order's Remainder number field must not be filled in;
  • manually numbered.
1 From an order, go to Edit > Receive purchase order by Quantity.
2 In the Receive a purchase order by quantity screen, check if information on the reception is correct.
3 Enter the remainder number if it is a partial reception.
4 If needed, modify the service's reception or completion dates.
5 Choose the action that will trigger cost price calculation.
6 In the table below, modify the quantity to be received if needed.
7 Select:
  • All lines: to enter the same number in ordered and received quantities.
  • The selected lines: to enter the quantities to be received per line.
  • No line: to reset the quantities to be received.
8 Click on Create the reception and validate the orders.

The order is received and the reception screen opens.

Reminder: It is possible to receive orders by amount if the quantities entered in associated lines equal 1 and the inventory management rule is deactivated.

For a Group subcontracting purchase order, the signed quote is automatically created for the subcontracting company once the order is received.

1 From an order, go to Edit > Receive the purchase order by amount.
2 Follow the same procedure as in Receive purchase order by Quantity and fill in the fields with amounts instead of quantities.
1 From the orders search results, or from the Lines tab of an order, select the lines to receive. The lines to be received must belong to the same order.
2 Right click on the selection then click on Receive the selected lines.

The multiple reception window opens.

Order number, Order date and Expected.

Current order information

These information are given for your information and cannot be modified.
Reception date

Specify the date that will be specified in the Delivered on field in the new reception header.
Sales order number created Specify the number of the new order received automatically created when delivering the lines.
Calculation of costs prices at billing or Calculate costs prices at reception

Choose the action that will trigger cost prices calculation:

  • Choose Calculation costs prices at billing if you want the calculation of costs prices to be done when billing.
  • Choose Calculate costs prices at reception if you want the calculation of costs prices to be done when receiving the order.
Period from xx to xx

Specify the period that will be specified in the Period from and to fields on the lines of the new reception.
Create a delivery per line

Check this box if you want to generate as many deliveries as order lines to receive.

Otherwise, leave this box empty and only one reception will be created for all order lines to receive.
Text associated with the reception Specify the text that will be specified in the Text on reception section in the new reception header.
3 Click on Validate and confirm action.

Order lines are received.

The administrator uses this feature when, by error or when manually retrieving data, an invoice that does not comply with the reception and billing processes was issued.

1 From the reception screen, go to Edit > Administration > Mark the reception as billed. If the reception is already billed, this feature enables you to unmark this reception as billed.
2 Before confirming your choice, enter the reception date.

There are two ways to split a reception:

By quantity:

1 Click on the arrow beside and select Split reception by quantity.
2 In the Split the reception screen, go to Edit > Validate the reception splitting. A new reception record sheet is created.

By amount:

1 Click on the arrow beside and select Split reception by amount.
2 In the Split the reception screen, go to Edit > Validate the reception splitting. A new reception record sheet is created.
1 From an order, go to Edit > Administration > Change the billing supplier.
2 In the screen displaying the list of linked suppliers, select the new supplier to bill and validate.
3 Select the reception site and validate.

To link an existing invoice to a reception, go to Edit > Attach an invoice to reception from the reception screen.