Receiving Equipment

You must receive the purchase order to update the equipment record. Use the Receivings Transaction Entry window to record a shipment or shipment/invoice. If a purchase order wasn't used for the receipt, an equipment record for the item wasn't automatically created in Equipment Management. You must create the equipment record. See Creating an Equipment Record.

1. Select Transactions > Purchasing > Receivings Transaction Entry.

2. If you will be using landed costs, select Shipment/Invoice from the Type drop-down list. Landed costs are calculated in Equipment Management, not Microsoft Dynamics GP. See the Microsoft Dynamics GP Purchase Order Processing Manual. The Account field information comes from Equipment Management. 

   

   • If you need to change the unit cost, make the change before moving away from the purchase order line. When the cursor moves away from the current line, the Profitability Analysis module holds the value in the Cost field as the value of the commitment. Any later change will not be reflected in the profitability amount. If you made a change, remember to alter the profitability amount manually.
   • If you are receiving a quantity less that the purchase order quantity, the system will automatically assign profitability to the equipment in the order they appear on the purchase order. This may need to be corrected. For example, if you ordered three pieces of equipment, and received the equipment listed on the first and third lines of the purchase order, costs will be automatically assigned through MDA to the first and second pieces of equipment on the order. Use the MDA button and change the equipment codes manually to correct this.
   • If you need to change the account on a transaction, you must do so in the Purchase Order Entry window for MDA to be applied.
3. Select the Landed Costs field expansion button to open the Landed Costs window.
4. Enter a Vendor. The Date is the system date and can be changed.
5. Enter the Amount and a Description, Reference, and Site ID.
6. Select OK to return to the Receivings Transaction Entry window, then select Post.

The following records will be updated:

• For inventory items, the Equipment Manager window is updated as follows:
• The inventory item number, including purchase order number, and receiving number will be recorded on the Inventory tab.
• The serial number will be entered on the equipment record header.
• The inventory quantity will be increased.
• For capital items, the purchase details will be available in the Fixed Asset Management module ready for the creation of asset records. The acquisition price includes the purchase price and landed costs. Asset records will be created with asset IDs the same as the equipment IDs and with a link to the Equipment Management. The asset ID and other information from the asset will be displayed on the Asset Information tab in the Equipment Manager window. The inventory quantity will not be updated and the item will not be linked on the Inventory tab.
• If the piece of equipment was purchased as a non-inventory item, purchase order and receiving details will not appear on the Inventory tab in the Equipment Manager window.
• Landed costs are distributed among each line item based on each item's percentage of the total. For example, say there are two line items, one for $50 and one for $100, and landed costs of $30. The $30 would be split at $10 and $20 between the line items.
• The landed cost amount is moved from a miscellaneous account type to a trade discount account type after posting.
• The landed cost amount will appear in the Trade Discount field on historical records after posting.
• Land costs are saved as individual POP receivings with one non-inventory line and are saved to a batch called LANDED COSTS.

It is important for each receiving to be posted through the General Ledger for the same purchase order line before creating the next receiving. This enables the system to correctly recognize the profitability for equipment. It is possible to edit profitability analysis amounts for inventory and cost of goods sold amounts after transactions have been posted.