PO Receiving Transaction Upload  Help

PO Receiving Transaction Upload records goods receipts against approved purchase orders directly from Excel. You enter a quantity and a transaction date against each open PO shipment line, and the upload creates a receipt that is received and delivered to its destination in one step. It is the spreadsheet alternative to keying receipts one at a time in the Receipts form, and is ideal for receiving many lines, or many purchase orders, at once.

When to use it

• Record goods receipts in bulk against many approved purchase orders.
• Receive Standard, Blanket and Scheduled PO shipments that are approved and still open.
• Receive a partial or a full quantity – the template pre-fills the quantity remaining, which you can reduce.
• Direct-deliver received goods to inventory (subinventory and locator), expense or shop floor in a single step.
• Capture receipt details such as country of origin, vendor lot number and comments.
• Override the destination, subinventory, locator or deliver-to location that default from the purchase order.

Before you start

• Blitz Report is installed and you are signed in to a Purchasing or Inventory responsibility for the receiving organization.
• The purchase order is approved and not cancelled, and the shipment is open (not closed for receiving).
• The shipment still has a quantity remaining to receive.
• The inventory receiving period for your transaction date is open.
• For locator-controlled subinventories you can supply a locator.

Step 1 – Open the upload and choose a mode

Run PO Receiving Transaction Upload from the Blitz Report menu and choose an Upload Mode:

• Create – an empty template for entering receipts from scratch.
• Create, Update – downloads the open PO shipment lines for your organization, with the quantity available to receive pre-filled.

Step 2 – Set the parameters and download the template

Click Download to open the Excel template.

Step 3 – Choose the shipment to receive

Each row identifies one PO shipment line by Organization Code, PO Number, Line Num and Shipment Num (all required, all from dropdowns). The PO list shows only approved, open purchase orders that still have a quantity to receive, and the shipment dropdown shows the quantity remaining.

Step 4 – Enter quantity, date and put-away

• Quantity (required) – defaults to the quantity remaining; reduce it for a partial receipt. It must be greater than zero.
• Transaction Date (required) – defaults to today; it must fall in an open receiving period.
• Destination Type, Subinventory, Locator and Deliver To Location – optional; they default from the purchase order. A locator is required only for locator-controlled subinventories.
• Item Revision, Country of Origin, Vendor Lot Num and Comments – optional receipt details.

Step 5 – Validate and Save

Click Validate and Save. This checks for missing required values and runs any extra validation the upload defines, then saves the file. Correct anything it flags before continuing.

Step 6 – Upload and view the result

Back in Blitz Report, click Upload and select your saved file. This submits the Blitz Upload request, which stages your rows and runs the standard Receiving Transaction Processor to create the receipts (receive and deliver in one step), waiting for it to finish. When it completes, a result report opens showing each row as success or error.

What’s produced

• A receipt with a receipt number for each purchase order, with a receive-and-deliver transaction for every line you received.
• A result report listing every row with a status (success or error) and a message – the created receipt number and quantity on success, or the validation or processor error on failure.

Common questions

Can I receive only part of a shipment?
Yes. The Quantity defaults to the quantity remaining; reduce it for a partial receipt. The quantity must be greater than zero.

Can I correct or reverse a receipt, or process returns?
No. This upload only creates new receipts (receive and deliver). Corrections, returns and reversals are done in the standard Receiving forms.

Why doesn’t my PO appear in the dropdown?
The list shows only purchase orders that are approved, not cancelled, not closed for receiving, and that still have a quantity to receive in the chosen organization. A fully received or closed PO will not appear.

What goes into Subinventory, Locator and Destination Type if I leave them blank?
They default from the purchase order. A locator is needed only for locator-controlled subinventories.

Does it just receive the goods, or deliver them too?
Both, in one step – each receipt is created to receive and automatically deliver to the destination.

Troubleshooting