The Part Receive frame allows you to document the receipt of parts into inventory at one of your part inventory locations. You can receive parts from:
A System PO
A Manual PO
Transfer Ticket from another location
As a Negative Receipt (if you have the security authorization to do so)
All parts received on this frame will be credited into the inventory of this location.
Part Header
Location - User's sign in location and the location for receipt of parts.
Type - Select System PO, Manual PO, Transfer, or Neg Receive.
Receive All - Select to receive all parts on the lines of the purchase order.
System PO type
Receive a part
Within Parts Detail
The system asks if you want to print put tickets and bar codes.
P.O. # - Indicates the purchase order number. If two purchase orders exist with the same reference number, a list of values display.
See all parts on PO? - When you select the checkbox, you can view all parts that exist on the purchase order.
Add/Delete PO Lines for Receipt - The link to the Purchase Orders frame to add or delete lines from Purchase Order Request Detail.
Vendor No -Vendor number and vendor name.
Employee # - Employee number and name.
Invoice No - Indicates an invoice number.
Vendor Invoice Date - The vendor invoice date.
Effective Date - Effective date for the part receipt.
Tax Scheme - Indicates the tax scheme.
Apply Discount - Indicates the discount percentage.
The following fields display:
Receive a part
Enter the manual P.O. #.
Within Parts Detail
The system asks if you want to print put tickets and bar codes.
Vendor No - Vendor number and vendor name.
Employee # - Employee number and name.
Contract - Purchasing contract for the vendor.
Invoice No - Indicates the invoice number.
Vendor Invoice Date - Indicate date of the vendor invoice.
P.O. # - The manual PO number.
Effective Date - Effective date for the part receipt.
Tax Scheme - Indicates the tax scheme.
Apply Discount - The discount percentage.
The following fields display:
Transfer type
Receive a part
Within Parts Detail
The system asks if you want to print put tickets and bar codes.
Transfer Ticket No - The transfer ticket number from Part Transfer.
From Loc - The from location and location name.
You must enter information for each part you are receiving into the system. The following fields display:
Receive a part
Enter the P.O. #.
Within Parts Detail
Vendor No - Vendor number and vendor name.
Employee#- Employee number and name.
Contract - The purchasing contract for the vendor.
Invoice No - The invoice number.
Vendor Invoice Date - Vendor invoice date.
P.O. # - Manual PO number.
Effective Date - Effective date for the part receipt.
Tax Scheme - Indicates the tax scheme.
Apply Discount - Indicates the discount percentage.
You must enter information for each part you are receiving into the system. The following fields display:
The Total Cost, Total Tax, Total Discount, Total Invoice, and Total Extended Cost fields are read-only. These fields automatically update as the data on the frame changes for the purchase order, quantity received, and applied discounts or taxes.
1058 - Type of pricing to use for inventory values? - Specifies the pricing method used to value inventory: LOCAVG (Location Average), LOCSTD (Location Standard), SYSAVG (System Average), and SYSSTD (System Standard).
1075 - Allow recd qty greater than ship qty? - If the Allow rcvd qty to be greater than ship qty? When this flag is set to "N", you cannot receive a quantity through the Parts Receive frame that is greater than the ordered quantity on a purchase order or transfer.
1125 - P.O. Prefix (Contract P.O.s) - P.O. Prefix (Contract POs) The prefix indicated in the User Value column will be added to all Contract Pos created in the Purchase Order frame.
1126 - P.O. Prefix (Non-Contract P.O.s) - P.O. Prefix (Non-Contract POs) The prefix indicated here will be added to all Non-Contract POs. Please note: It is possible to use the same prefix for both Contract and Non-Contract POs if the user desires.
1321 - Failure Code required for Part Issues? - "Failure Code required for Part Issues?" If set to "Y", then a failure code is required on every issue to explain what happened to the previously installed part.
1338 - Prompt to complete partially received POs at Receipt? - Previously, a purchase order was only marked "COMPLETE" if all line items were completed. Now, if this module flag is set to "Y" and not all lines are completely received, the user is allowed to complete the PO.
1339 - Invoice No Mandatory on the Parts Receiving frame? - "Invoice No Mandatory on Parts Receiving?" Previously, the "Invoice" field was always optional, but adding the value of Yes, it becomes mandatory.
1340 - Forbid part issues directly to units and departments? - If set to Yes, parts cannot be issued on receipt to either units or departments, and must be put into reserves.
If module flag 5030 is set to N, and if module flag 1340 is set to N, then parts can be issued to Work Order, Unit Number, Direct Account, Indirect Account and Department.
if module flag 1340 is set to Y, then parts can be issued to Work Order, Direct Account and Indirect Account. If module flag 5030 is set to Y, and if module flag 1340 is set to N, then parts can be issued to Work Order and Unit Number. If module flag 1340 is set to Y, then parts can be issued to Work Order only.
1341 - Protect the Apply Discount field on Parts Receive? (Y/N) - Setting this flag to "Y" will protect the Discount field on the Parts Receive frame. Setting this flag to "N" will allow for edits to the Discount field on the Parts Receive frame.
2010 - Validate User/Operator as a valid Employee ID - Validate User/Operator as a valid employee? This flag requires that a operator of a unit be designated as such in the Employee Main frame of M5. The default for this is "N".
2030 - Total number of characters in P.O. number - Total number of characters in the sequential P.O. number. Automatically-generated purchase order numbers will always be this length, with the value of module flag 1125, 1126 or the location prefix in the left most column and a sequential number to the right, and zero-filled in the middle. For example, if the value of this module flag is 8, and the value of module flag 1126 is "PC", and the next sequential number is 123, then the purchase order number will be "PC00000123". If this module flag is "0", then the length of the purchase order number is variable and is not zero-filled.
2041 - Allow non-stock simultaneous receipt and issue? - Allow non-stock simultaneous receipt and issue This flag will allow the user to receive a non-stock part and immediately issue that same part to a WO, Unit, Account, etc. The default for this flag is "Y". If set to N, non-stock parts cannot be received and issued in Part Issue and Part Receive.
2043 - Change Contract part prices at time of O)rder, R)eceipt, N)either, B)oth - Change Contract part prices at time of O)rder, R)eceipt, N)either, B)oth This flag will allow the user to change the price of a stock part in the following scenarios: - If the flag is set to "O", then the price can be changed on the PO itself, despite a previous contract price, to a different dollar value. If the flag is set to "R", then the price can be changed at receipt, despite what the PO stated. If the flag is set to "N", then the price cannot be changed at all.
2044 - Change Non-Contract part prices at time of O)rder, R)eceipt, N)either, B)oth - "Change Non-Contract part prices at time of O)rder, R)eceipt, N)either, B)oth". The price of a part ordered from a non-contract can be changed only in accordance with this module flag. The intent is to ensure that when the sanctity of the authority to set a price rests with a specific purchaser or buyer, those decisions will not be countermanded at receipt time.
2045 - Warn if PO line value exceeds $ (0=no warning) - Indicates the total value not to be exceeded, per part, on a PO. For example, 10 parts at $20.00 each would have a total value of $200.00. Set this flag for the maximum total amount that can appear on each line item of the PO.
2055 - Allow Parts Receipts at a zero price? ("N" overrides authorization) - If this flag is "Y" (the default), then users holding the "RCPT AT ZERO PRICE" authorization may receive parts at a zero price. If this flag is "N", then no one can receive parts at a zero price.
2056 - Allow manually input tax scheme (Y/N) - If the value of this flag is set to "Y" then the user will be allowed to manually input a tax scheme for a part line on the Part Receive frame. Each row on the part receipt can have a different tax scheme applied. If the value of this flag is "N", then the vendor default tax scheme will be applied for all part rows on the Part Receive frame.
5001 - Adopting 3-char SYSTEM code/10-char JOB code? - Allows the user to define how they wish their job codes to display. If "Y", a 3-char system code is needed with the job code like 02-013-001. If "N" (the default), M5 utilizes the standard job code like 02-13-001.
5010 - Client Prefix Code - Sets the Client Prefix Code, usually set by AssetWorks.
5013 - Show Employee column on Part Issue screen? (Y/N) - If this flag is set to Y, then the Employee field will be displayed and required on many part related screens including Part Issue, Work Order Main/Express Stock/Non-Stock Part Issue, Part Request Issue, Reserve Part Modal Pop-up Issue, Pending Part Modal Pop-up Issue, Part Receive, Part Return, Part Inventory Adjustment and Unit Disposal Serialized Parts Transfer.
5016 - Use Position Code on WO? (N - No, Y - Yes, A - Advanced) - If this flag is set to Yes, then the Position Code field will be displayed on the Part Issue tab of the Work Order frame and Part Request frame. If this flag is set to Advanced multiple position codes can be entered when the system or system/assembly code ALWAYS requires a position code entry and the quantity exceeds one.
5018 - Use PO No on WO - If this flag to "Y" to make the PO number field a required field when issuing a non-stock part from the Work Order frame or when receiving a non-stock part on a manual PO in Part Receive. This is either a free-formatted field or system-generated number.
5030 - Only allow the issue parts to work order and unit - Set this flag to Yes if parts are only to be issued to work orders and units and not departments or accounts.
5034 - Display Serial Number info. For Parts Transactions? - Set this flag to Yes if the user would like to display the Serial Number information for all inventory functions.
5078 - Type of Invoice Reconciliation? (0/1/2) - If set to "0", invoice reconciliation is not in use and access to the screen is restricted. The user will be able to enter an invoice number during any receipt of stock or non-stock parts. If set to "1", the user will not be able to enter an invoice number during any receipt of stock or non-stock parts. The invoice reconciliation screen invoice number will update the receipt transaction once the detail transaction is assigned. System Flag 5389 will only exhibit default functionality (no enforcement). If set to "2", the user will be able to enter an invoice number during any receipt of stock or non-stock parts. The invoice reconciliation screen invoice number will update the invoice on the receipt and issue transactions once the detail transaction is assigned.
5079 - Default Part Receive Type? (0, 1, 2) - If set to "0", the part receive frame will default to a Manual PO type. If set to "1" the part receive frame will default to a System PO type. If set to "2" the part receive frame will default to a Transfer type.
5095 - Utilize unit of measure pack size conversion? (Y/N) - Setting this flag to "Y" will utilize unit of measure conversions.
5115 - Use Receive all functionality from Part Receive? (Y/N) - When set to "Y", a new button labeled "Receive All" will display from the Parts Receive frame only from System POs and Transfer Tickets. This button will auto populate all quantity received fields with the remaining quantity for each open line item. When set to "N" this functionality will be disabled.
5123 - Print additional information on part bar codes - When printing labels during part receipt: There are 4 possible values for this module flag. A value of "0" will include no additional text on a part bar code. A value of "1" will print both a VMRS and/or Bin under the part description. A value of "2" will print a primary Vendor and/or Bin under the part description. A value of "3" will print a part manufacturer and/or Bin under the part description followed by the inventory location.
5209 - Add Core Charge to part issue extended cost? (Y/N) - When flag is set to N, core charges will not default on part issues, users can toggle core charge flag to include core charges with the part issue. Parts lines will display core charges in extended costs on Work Order Main, when selected. When flag is set to Y, core charges will display/be included on all parts issues. Users will not be able to add or remove core charges. Note: This only applies to parts that have core charges set up. Parts with no core charge setup will not be able to have core charges added, regardless of setting.
5224 - Enable lotted part logic? (Y/N) - Enable or disable lotted part logic.
5245 - Process Part Transfer Request on Part Receive (Y/N)? - If this flag is set to N, M5 normal part receive functionality is in effect. If this flag is set to Y, after parts are received for stock parts only, M5 will display outstanding part transfer requests available for processing where the parts being received as stock.
5370 - Adjust Contract Balance Amount at time of Order? - When set to N, the system will preserve existing Contract functionality. When set to Y, various changes to the system occur:
On Part Contracts: Part costs for parts that are actively ON ORDER will be deducted from the contract balance at the time of order. Note: Contracts *MUST* be created with the flag set to Y for this to function properly. Contracts created while the flag is set to N will NOT follow this rule. On Part Requisition Approval (Multi-Req Approval): User will be able to enter a Default Blanket Contract value that will apply to all lines of the requisition detail when approved. On Purchase Orders: Balance check on contracts will be done when parts are added to a PO w/ a contract number. If balance is exceeded, user will be unable to add the part to the PO unless they have the EXCEED BAL AMT CONT privilege. (Note: This Privilege has no effect if flag is not set to Y.) On the "Get Vendor Reqs" tab, the user will be able to click a "Select All Vendor Requisitions" button, but only if all Req lines have a Contract on them. This will add all requisitions for that vendor (displayed on the tab) to the current PO. On Part Receive: Users will be allowed to receive Parts POs against Contracts that are overextended, canceled, and/or expired; provided the PO was created prior to the expiry/closure of the Parts Contract.
5374 - Display external PO line numbers on Receive of system generated PO - Display column to enter user defined PO line number for each line when receiving system generate PO (Y/N).
5381 - Require contract on Neg receive if contract exists Y/N - If set to 'Y', then if a valid open vendor contract exists,contract field is required. If set to 'N', then contract is not required for part negative receive.
5383 - Core cost always retrieved from Part Main Catalog? (Y/N) - Default will be "N" to preserve current functionality; If set to "Y", the core flag and core charge values on part purchase order screen will always be retrieved from part main catalog.
5385 - Vendor Invoice duplication warning? (W/V/N) - The default will be N. No validation,allow duplicate vendor and invoice combination. W = Warning message that vendor and invoice combination have been used, allow user to continue. V = Warning message that vendor and invoice combination have been used, do not allow user to continue.
5389 - Attachment required on Part Receive? (Y/W/N) - The default will be N to preserve existing functionality, attachment is not required;
W = Warning message that attachment is required, but allow user to continue; Y = Warning message that attachment is required, do not allow user to enter a detail row until an attachment has been associated. If this flag is set to W or Y and System Flag 5078 = 0:The Attachment Button will not be active until user has entered a PO Number and an Invoice number for System POs, or a Vendor No and Invoice No for Manual POs/Negative Receipts. Attachments added through the Part Receive frame will not be available from the Purchase Orders frame. Attachments added on the Purchase Orders frame will not be available from the Part Receive frame. If this flag is set to W or Y and System Flag 5078 = 1: This Flag will not warn a user that an Attachment is missing, nor will it block the save functionality for Manual POs or Negative Receipts (no enforcement). when no Attachment is present if System Flag 5078 = 1.
5399 - Part receive effective date editable Y/N - Part receive effective date editable flag. If the flag is set to N, the default current date/time in effective date is read-only (not editable). The flag default value is Y.
5400 - Require Vendor Invoice Date on Receipts Y/N - Requiring Vendor Invoice Date on Receipts flag. If the flag is set to Y, the vendor invoice date will be required on both part and product receive. The flag default value is N.
5402 - Use hyperlink to enter tax? (Y/N) - If the value is set to "Y", the add tax column on commercial work order entry will be hyperlinks rather than simply entry field, and the enter tax hyperlink field will display on work order main. The default value is N to preserve existing functionality. If this flag value is set to Y, the system flag 5404 value cannot be set to Y.
5408 - Sticky PO values on Part Receive and Service Receive Y/N - If set to 'Y' then use sticky PO on Part Receive from Purchase Order and PO on Service Receive from Service Order.
5460 - Warn if part being issued is under warranty? (Y/N) - Default value will be set to N. Setting this flag to Y, users will get a warning that the part being issued is under warranty when issuing from Part Issue and Work Order Main Part tab.
5461 - Display a message to let users know the part issuing has a core charge? (Y/N) - Default value will be set to N. Setting this flag to Y, users will get a message when issuing a part that has a core charge on Part Issue, Work Order Main Part tab and Part Receive screen.
5514 - Default Tax Scheme by Login Location? (Y/N) - When set to Y, the default Tax Scheme to be utilized on Part Receive will be populated on User's Login Location's Tax Scheme value.
RCPT AT ZERO PRICE - Authority to receipt parts at zero price.
PART REC MANUAL PO? - Authority to receive parts on a manual PO.
ALLOW NEG RECEIVE - Authority to allow negative receipts into inventory.
CHG PART NO-PART REC - Allows a user to perform a part number change when receiving parts on the Part Receive frame.
NOT FORCE TRANSFERS - Does not force a user to transfer parts requested by locations when receiving stock inventory on the Part Receive frame.
CHG MASTER PART NO - Allows a user to change the master part number when a part is being received on the Part Receive frame.
AUTOISS RSV STK PARTS - Allows a user to change the master part number when a part is being received on the Part Receive frame.
EDIT INV ATTACH - Allows user to edit an attachment on an invoice.
AMEND EXTRACTED PO -Allows user to amend Part POs once they are extracted.
Employee Main
Location Main
Part Return
Part Transfer Request
Purchase Orders
Purchasing Contracts
Tax
Scheme
Vendor Main
Inventory
Application User Training Guide
System
Administration Application User Training
Last Updated: 02/15/2019 , 03/2023
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.