Receipt Entry

End user processes

Epicor 9

Version 1

Version Control
Version Number Description Date
1 Initial Draft 24/02/2014
2 Updated

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 1 Table of Contents
Version Control ...............................................................................................................................................................................1
Preface ............................................................................................................................................................................................3
1 Important Master set ups ......................................................................................................................................................4
1.1 Ship via Maintenance ....................................................................................................................................................4
1.2 Purchasing Miscellaneous Charge/credit maintenance. ...............................................................................................5
2 Receipt Entry Process ............................................................................................................................................................7
2.1 Header Details ...............................................................................................................................................................7
2.2 Line Details ....................................................................................................................................................................8
2.3 Landed Cost Process .....................................................................................................................................................9
2.3.1 Estimated Landed Cost Process (ELC) .......................................................................................................................9
2.3.2 Actual Landed cost process (ALC): ..........................................................................................................................13
2.4 Put Away Process ........................................................................................................... Error! Bookmark not defined.
3 Trackers ...............................................................................................................................................................................19
3.1 Receipt Tracker ...........................................................................................................................................................19
3.2 Part Tracker .................................................................................................................................................................19
3.3 Part Transaction History Tracker.................................................................................................................................20

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 Preface

This documents is intended to highlight the current as is processes used by Morellato for receipt entry process in Epicor 9. It
guides the user on the basic steps to receive items to stock from a purchase order. Epicor user guides can be used in line with
this document for detailed and in-depth explanations.

Any additional functionalities will be included in this document through the version control.

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 1 Important Master set ups
Menu Path: Material Management>Shipping/Receiving>Set up

1.1 Ship via Maintenance

This is the mode of transport to be used. The following are the steps to create a ship via mode.

1. Click on the new menu button, or

2. Enter directly the Ship via code. This code must be unique. This is a mandatory field.

3. Enter the description of the ship via mode. This is a mandatory field.

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 1.2 Purchasing Miscellaneous Charge/credit maintenance.
This enables the user to define miscellaneous charges related to the purchase cycle. The steps for creating a charge are as
follows.

1. From the new Menu, select new charge.

2. Enter the Charge ID and the charge Description. This is a mandatory field.

3. Define the mode of capturing the charge, the options available are
 Percentage
 Amount
4. Define if the charge is a landed cost
5. Choose the appropriate landed cost Method. This is the method used to apportion the cost to the purchase order.
The available options are
 Value
 Weight
 Quantity
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  Volume
6. Depending on the choice selected on point number 3 above, either the percentage field or cost amount will be
enabled. Enter the appropriate values or leave the fields blank, they can be edited during transaction entry.
7. Select the currency for the charge from the drop down list. This is a mandatory field.

If the charge has a financial impact and needs to be recorded in the books, then

8. From the new Menu, select New GL Control.

In the GL control>Detail screen

9. Select the appropriate GL Control type and GL Control to be attached to the charge. These will normally be set up by
the accounting department.

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 2 Receipt Entry Process
Menu Path: Material Management>Shipping/Receiving>General Operation>Receipt Entry

2.1 Header Details

The following are the basic steps to successfully create and save a Receipt Entry.

1. From the new Menu, select new receipt.

2. Enter the PO number to be received or click on the PO search button and search and select the desired PO number.

3. Enter the Packing slip reference from the supplier. This is a mandatory field.
The entry person details will populate, this is linked to the user log in. The entry date is the system’s default date.
4. The default arrival date is the system’s date. Edit this field if otherwise.
5. Enter the Ship Via details.select from the drop down list.
6. Enter the supplier reference number if available.

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 2.2 Line Details
Once the above steps have been done, the line details of the PO need to be added to the packslip.
7. From the new menu, select New Stock Line if there are a few line to be added, OR, in the case of multiple lines,
navigate to Actions>Mass Receipt

For the purposes of this documentation, Mass receipt functionality will be used. Once the Mass receipt functionality has been
selected, the Mass receipt window will populate as shown below.

10

11

8. All the PO line details will appear on the PO Release pane.Select All or select a few lines by ticking the selected column
with desired lines.
The lines selected will appear in the Mass receipts Pane.

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 9. Select the Get All button. The received complete flag will become selected and the Our Quantity will populate with
the line>release quantities.

Still on the mass receipt window

10. Click Process.

11. Click close to close the Mass receipt window.
Navigate to the receipt entry summary screen.

13

12

12. The arrived lines column will populate with the details from mass receipt process. The transaction type for this is
process is PUR-STK (Purchase to Stock). Confirm the details with the Stock>Details screen.
At this point the items have not been received yet to stock.
13. If doesn’t have a landed cost for this receipt click Without landed cost and Received All check box.
14. If have landed cost follow the below landed cost process.

2.3 Landed Cost Process

Once the Lines details have been entered, the estimated Landed cost (ELC) needs to be enterd.

2.3.1 Estimated Landed Cost Process (ELC)

15. From the New Menu, select New Receipt Indirect Cost.

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 From the stock>List screen, the 2 lines and their total cost is reflected. This exapmple is in USD.

16. Select the Apprporiate Charge, the charge details will populate. The currency of the charge is linked to the charge
itself and cannot be overidden at this stage. Care must be taken.
The Disburse Method,type and Percentage all default from the Charge master but can be overidden at this stage.

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 17. The default apply date is the system date. Edit this if need be. This is the date that the charge will be reflected on the
GL Ledger.

In the Landed costs>Landed costs screen

The landed cost (charge) in base currency will populate in the Landed cost and indirect cost fields.

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 17a. Click on the Dirsburse Indirect Cost Button. The amount will populate on the Dirsbursed Amount Field. This
apportions the amount to the lines based on the dirsbursement method. The apportioned amount will appear on the
LC Indirect cost column for all the lines.

18. Click on the Apply Landed Cost Button. The full amount will appear on the Applied to receipt field and the apportioned
unit cost will be reflected on the Our Mtl Bur Unit Cost Column.

Navigate to the Receipt Entry>Summary screen

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 19. The lines can be received individualy on the Stock>detail screen or received all at one. In the later case, click the
Received All flag. The “All received” green message will appear meaning all the items have been received to inventory.
The name of the receiving Person and the Date of reciept will also populate on the receiving pane.
The items will move from the “arrived Lines”to “received lines” screen.

Exit the program.

2.3.2 Actual Landed cost process (ALC) - LATE COST INVOICE

Use this functionality to enter the late cost charges.

1. Create a new group and enter the apply date.

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 2. From the new menu, select new Invoice.
3. Search for and select the desired supplier OR enter the supplier code in the supplier field. This is a mandatory field.

4. Enter the Supplier’s invoice number. This is mandatory field.

5. Enter the Invoice and the Apply date.
6. Enter the invoice description .This is a mandatory field.
7. Enter the supplier’s invoice amount.
8. There will be a variance since it is only the header information that has been entered, the line details have not been
created.
9. Save the transaction.

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 10. From the new menu, select New Late cost.

11. From the drop down menu, search and select the desired late cost charge in the charge code field.
12. In the Type field, choose the late cost input method. The methods available are
 Amount
 Percentage
13. Enter the amount in the Misc. amount field.
14. The currency defaults from the header.
15. Save the transaction.

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 16. From the actions menu, select print group edit list.
17. Once all the accounting entries have been confirmed, select the Post process from the actions menu.

18. Select the submit button.

19. Process Submitted message will appear. This means the posting process has been executed.
20. Close the AP Invoice Post process.

Once the actual landed cost has been posted from the Accounts payable process by the accounts department, the
Actual cost has to be reflected on the Packing slip.
The accounting department will pass the following information to complete the process
 The Supplier (supplier for the shipping services and other related costs)
 shippers invoice number
 The line number relating to the charge/late cost.

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 20. Enter the Supplier Invoice Number and the Misc.Seq (line detail) on the same line where the estimated costs were
defined.. This will populate the supplier, charge,apply date and Actual Amount. The actual late cost and will
“overwrite” the ELC.

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 21. Click on Disburse Indirect Cost.
22. Click on Apply Landed cost. The LC Indirect cost clolumn will populate with the new apportioned amount. Part tracker
(Menu Path : Part tracker> General>costs)can be used to verify the change in unit cost.
23. The diffrence between the ALC and ELC be populated on the Applied to Variance field.

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 24. From the actions Menu, the highlighted activities can be performed
25. Exit the program.

3 Trackers
Trackers are dashboards that give addional detailed data for transaction entry programs. Some of the important trackers
relating to the receipt process are explained below though not exclusively. Other trackers can be used as references with these.

3.1 Receipt Tracker

This tracker will give the same details as the receipt entry program but on a read only mode.

3.2 Part Tracker

This is one of the most important trackers within Epicor. Different screens on the tracker give different information in relation
to the item.

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 Some of the information to be found on this trackers includes but is not linited to the following:

 All plants, warehouse and bins linked to the part and that have activity i.e. inventory transactions.
 Part location i.e. if an items is in the process of inspection.
 Count history of the item
 Part costs
 All serial numbers relatin to the item,wether in inventory ,being shipped or consumed

3.3 Part Transaction History Tracker

This tracker gives all the transaction history of the item with the relevant transaction type i.e.

 All purchases
 All sales
 All returns
 All the inspection activities
 The track of the costs (both purchase cost nad shipping cost) etc.

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