PINES Documentation

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====== Receive/Un-Receive ======

You can receive and un-receive entire purchase orders, line items on a purchase order, and individual copies that are attached to a line item. You can receive items before or after you create invoices for the items.

===== Purchase Orders =====

You can receive purchase orders that have a status of //on-order//. You can un-receive purchase orders that have a status of //received//.

**Receive a Purchase Order**

In the event that all items on a purchase order arrive together, you are able to receive the entire purchase order at once. All line items on the purchase order must have the status of //on-order// for these steps to be followed.

1. Open a purchase order.

2. Click the checkmark to select all items on the purchase order.

3. Using the main //Actions// menu, select //Actions → Mark Selected Line Items as Received.//

{{ :acq:manual:10_receiving_po_1.png?nolink |}}

4. Any alerts for the line items will pop up. Click //OK// to acknowledge the alerts and receive the items.

{{ :acq:manual:10_receiving_po_2.png?nolink |}}

5. The line items on the purchase order will change to a gray-blue color and the Status will update to //Received//.

{{ :acq:manual:10_receiving_po_3.png?nolink |}}

**Un-Receive a Purchase Order**

In the event that a purchase order is accidently received or should not have been received in the first place due to damage or other reasons, it is possible to un-receive the purchase order.

All line items on the purchase order must have the status of //Received// for these steps to be followed.

1. Open a purchase order.

2. Click the checkmark to select all items on the purchase order.

3. Using the main //Actions// menu, select //Actions → Un-Receive Selected Line Items//.

{{ :acq:manual:10_receiving_po_4.png?nolink |}}

4. A pop-up will appear asking you to confirm that you wish to rollback receipt of all the copies for the purchase order. Click //OK//.

{{ :acq:manual:10_receiving_po_5.png?nolink |}}

5. The line items on the purchase order will change to a mauve color and the status will update to //on-order//.

If the purchase order is received in the future, it will behave in the same manner as a purchase order that is being received for the first time.


===== Line Items =====


You can receive line items that have a status of //on-order//. You can un-receive line items that have a status of //received//.

**Receive a Line Item**

Mark Received allows you to receive particular line items on a purchase order. Line items must have the status of //on-order// for this function to work.

1. Open a purchase order.

2. Check the box(es) of the line item(s) you wish to receive.

{{ :acq:manual:10_receiving_li_7.png?nolink |}}

3. Using the main Actions menu, select //Actions→Mark Selected Line Items as Received//.

{{ :acq:manual:10_receiving_li_8.png?nolink |}}

4. Any alerts on the line item will pop up. Click //OK// to acknowledge the alert and receive the item(s).

{{ :acq:manual:10_receiving_li_9.png?nolink |}}

5. {{ :acq:manual:10_receiving_li_10.png?nolink |}}The line item(s) will change to a gray-blue color and the status will update to received.

**Un-Receive a Line Item**

In the event that a line item is accidentally received or should not have been received in the first place, due to damage or other reasons, it is possible to un-receive that line item.

1. Line items must have the status of received for this function to work.

2. Open a purchase order.

3. Check the box(es) of the line item(s) you wish to un-receive.

{{ :acq:manual:10_receiving_li_11.png?nolink |}}


4. Using the main //Actions// menu, select //Actions→Un-Receive Selected Line Items//.

{{ :acq:manual:10_receiving_li_12.png?nolink |}}

5. A pop-up will appear asking you to confirm that you wish to un-receive the line item(s). Click //OK//.

{{ :acq:manual:10_receiving_li_13.png?nolink |}}

6. The line item(s) will change to a mauve color and the status will update to //on-order//.

{{ :acq:manual:10_receiving_li_14.png?nolink |}}

If an un-received line item is received in the future, it will behave in the same manner as a line item that is being received for the first time.


===== Copies =====


You can receive copies that have a status of //on-order//. You can un-receive copies that have a status of //received//.

**Receive a Copy**

//Mark Received// in the copies screen allows you to receive only specific copies on a purchase order. Copies must have a status of //on-order// for the //Mark Received// link to appear.

1. Open a purchase order.

2. Click the //Copies// link on the line item containing the copy or copies you wish to receive.

{{ :acq:manual:10_receiving_copy_15.png?nolink |}}

3. Click the //Mark Received// link adjacent to the copy you wish to receive.

{{ :acq:manual:10_receiving_copy_16.png?nolink |}} 


4. Any alerts associated with the line item will pop up. Click //OK// to acknowledge the alert and receive the copy.


<note>The alerts associated with a particular line item will appear each time a copy on that line item is received.</note>

5. Click //Return// to return to the purchase order.

{{ :acq:manual:10_receiving_copy_17.png?nolink |}}

6. The line item will only change to a gray-blue color and update the status to //received// when __all copies__ associated with the line item have been received. Otherwise the line item continues to display in a mauve color with a state of //on-order//.


**Un-Receive a Copy**

In the event that a copy is accidently received or should not have been received in the first place due to damage or other reasons, it is possible to un-receive that copy. Copies must have a status of //received// for the Un-Receive link to appear.

1. Open a purchase order.

2. Click the //Copies// link on the line item containing the copy or copies you wish to un-receive.

{{ :acq:manual:10_receiving_copy_18.png?nolink |}}

3. Click the Un-Receive link adjacent to the copy you wish to un-receive.

{{ :acq:manual:10_receiving_copy_19.png?nolink |}}

4. A pop-up will appear asking you to confirm that you wish to un-receive the copy. Click //OK//.

{{ :acq:manual:10_receiving_copy_20.png?nolink |}}

5. Click //Return// to return to the purchase order.

{{ :acq:manual:10_receiving_copy_21.png?nolink |}}

6. The line item will be a mauve color and the Status will show as //on-order//.

If the copy is received in the future, it will behave in the same manner as a copy that is being received for the first time.


===== Receive Line Items from an Invoice =====


You can receive line items and copies that have been linked to an invoice directly from the invoice rather than through a purchase order.  You can receive individual copies, or receive items in batch.
Before items can be received from an invoice, the invoice must be saved. 
 
**Numeric Mode**

Numeric Mode allows you to receive line items in batch. 
 
You must choose a save option before you can receive items.


1.	In the top right corner of the invoice screen, click //Receive Items//.

{{ :acq:manual:10_receiving_inv_22.png?nolink |}}

2. The Acquisitions Invoice Receiving interface opens.

The interface defaults to //Numeric Mode//.

{{ :acq:manual:10_receiving_inv_23.png?nolink |}}

3. Select the number of copies you would like to receive for each line item on the invoice.

4. Click //Receive Selected Copies//.

{{ :acq:manual:10_receiving_inv_24.png?nolink |}}

5. Any alerts associated with the line item will pop up. Click //OK// to acknowledge the alert and receive the items.

{{ :acq:manual:10_receiving_inv_25.png?nolink |}}

6. The screen will refresh. Select more copies to receive or click //Return to Invoice//.

{{ :acq:manual:10_receiving_inv_26.png?nolink |}}


**List Mode**

List Mode allows you to receive individual copies in batch.

You must choose a save option before you can receive items.

1. In the top right corner of the invoice screen, click //Receive Items//.

{{ :acq:manual:10_receiving_inv_27.png?nolink |}}
 
2. The Acquisitions Invoice Receiving interface opens. The interface defaults to Numeric Mode.

3. Click //Use List Mode//.

{{ :acq:manual:10_receiving_inv_28.png?nolink |}}

4. Use the check boxes to select the specific copies you would like to receive.

5. Click //Receive Selected Copies//.

{{ :acq:manual:10_receiving_inv_29.png?nolink |}}

6. The screen will refresh. Select more copies to receive or click //Return to Invoice//.

{{ :acq:manual:10_receiving_inv_30.png?nolink |}}