Process Drop Ship Purchase Order Receipts

A drop-ship purchase order is assigned to a job or service call in the back office. This creates a committed cost on the job or service call. A technician is able to receive all or part of this drop-ship purchase order when completing the job or service appointment. Note that the technician will need to sync the device after the drop-ship purchase order has been created. After the technician receives the drop-ship purchase order and syncs the device, the drop-ship purchase order receipt is sent back to the server. To process the receipt, the purchasing batch MOBILEYYMMDD (year, month, day) will need to be posted from the Purchasing Batch Entry window.

Receive Items in MobileTech from a Drop-Ship Purchase Order

After drop-ship purchase orders are committed for a job or service call, you can use the PO Receipts pane to receive items from purchase orders. You can also receive partial shipments.

1. Select Appointments. Select an appointment and select Complete.

2. Select the PO Receipts tab to display the receipts that are processed and assigned to the appointment. (Processed receipts are not editable.)

3. To view all receipts available for the service call or job, but not assigned to the appointment or processed, select the Refresh icon in the top right corner. These receipts will be available on your device until you sync the device.

4. Select an unprocessed purchase order receipt to open the PO Receipt pane. (An unprocessed receipt displays as Processed: No.)

5. Enter information in these fields, as necessary. (*Required field)

   • PO Number: The purchase order number for the job appointment. You can't change this value.

   • Vendor: The vendor that is associated with the appointment and purchase order. You can't change this value.

   • Processed: Displays Yes or No to indicate if you received items that are listed on the purchase order receipt.

   • Service Call: The appointment number associated with the purchase order. You can't change this value.

   • Transaction Date*: The date when the purchase order items were received. The current date is displayed by default, but you can change it.

   • Freight Amount: You can optionally enter the freight charges for items on the purchase order from the invoice.  

   • Misc Amount: You can optionally enter the miscellaneous charges for items on the purchase order from the invoice.

   • Vendor Doc#*: Enter a number or identifier for the vendor document. For example, you could enter the number of the packing slip or other information that might be included with the shipment.

6. Select the Receipt Detail bar to display the PO Receipts line detail list, where the line items are displayed for the purchase order receipt.

   • To receive all items for all line items, select Receive All to mark the Received checkbox for each line.

   • To receive items for only one line, select the line and toggle Received to Yes.

7. If the quantity of items that was delivered differs from the quantity that was originally on the purchase order, you can change the value in the Quantity field to reflect the number of items that were delivered. The number of delivered items can be less, the same, or more than is indicated on the purchase order. After the purchase order receipt is synced, you can't change the quantity. To process the remainder of the items, you must again select the PO Receipt tab and select the sync icon to view the purchase order and receive the remainder of the order.

8. Select the Save icon.

9. On the next device sync, the receipt is sent to the back office.

Processing the Drop-Ship Purchase Order Receipt

Once the device syncs, the receipt is sent back to the server. The back office can now post the batch from the Purchasing Batch Entry window. For more information on posting the batch, see Using Microsoft Dynamics GP Purchase Order Processing in the Service Management and Job Cost User Guides.

1. In Microsoft Dynamics GP, go to Transactions > Purchasing > Purchasing Batches.
2. In the Purchasing Batch Entry window, use the Batch ID lookup to select the drop-ship purchase receipt in the MOBILEYYMMDD batch.
3. To print the Edit List, select Print from the menu bar. 
4. To post the batch, select Post from the menu bar.