Receipt Entry / Recieving Quantity: supplier qty vs our qty

Yahoo Archive
1
Joe is correct in his response. The two quantities are generally for
receiving two different units of measure. If both units of measure are
the same, the quantity should be the same (and will generally default to
what the PO calls for).



In the first scenario, the practice would be to receive 105 pieces in
both quantities. You would show the PO as being over received and want
to resolve the issue with the supplier. By matching the packing slip to
the PO, this problem would become apparent. When entering the AP
invoice, the issue should have been resolved previously. If not the
buyer or purchasing should be notified of the problem and resolve the
issue with the supplier. If the supplier says "just take 'em" then the
invoice qty would be the 105 but the unit price should be reduced (you
did get 5 pcs for $0).



In the second scenario, you would receive the PO short. If you feel that
you will not receive any more against that PO line/release then mark the
item as 'received complete'. Again if the Packing slip says one thing
and the receipt is different, you record what you received and then
handle it though the buyer or purchasing. If you believe that you will
get the remaining pieces, leave the receipt without 'received complete'
and the open 5 pieces will still be on the open PO reports/dashboards.



Again as Joe indicated the 'Supplier Quantity' and 'Our Quantity' are
used as what the supplier shipped on their PO and what you received in
the UOM that you use for those materials. If you buy in LBS and use in
FT or SQIN then the supplier quantity is what the sent in LBS and Our
Quantity is what was received in FT or SQIN.



Charlie Smith

Smith Business Services / 2W Technologies LLC

www.vistaconsultant.com <http://www.vistaconsultant.com/> /
www.2WTech.com







From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf
Of Matt
Sent: Wednesday, April 28, 2010 1:20 PM
To: vantage@yahoogroups.com
Subject: [Vantage] Receipt Entry / Recieving Quantity: supplier qty vs
our qty ....I do not get it!





V 8.03.305
Epicor support is telling us to enter the same qty for both fields. So
why have two fields to enter?

Sorry for being so long here, but it is not easily explained.

There are lots of scenarios......but what if supplier ships more or less
qty than they say on thier packing slip?

Example: supplier packer says 100 pcs, supplier invoices for 100 pcs...
we count parts and find 105 pcs. So we put 105 pcs in both the supplier
qty field and our qty field.

When invoice is matched to the receipt a veriance occures, BUT there is
no information on the invoice line screen that tells the AP clerk what
the problem was. If we decide not to inform supplier that they
overshiped by 5 pcs, how is the AP clerk supposed to know to manually
change the supplier quantity on the invoice so that the variance goes
away?

If recieving clerk puts 100 pcs in supplier qty and 105 in our qty then
invoice match will show no varience. BUT if the scenario is reversed and
supplier says they shipped 100 pcs but we count 95 pcs, then the invoice
match shows no variance when there really is one.

This is very confusing. Does anyone have any suggestions? Is it me or
does it seem Epicor has not thought out how those supplier qty and our
qty fields on the receipt will interact at time of invoice processing
based on differnet scenarios? The "supplier qty" is brought into the
invoice line entry, seems the "our qty" would be the better choice to
bring into the invoice.





[Non-text portions of this message have been removed]
2
V 8.03.305
Epicor support is telling us to enter the same qty for both fields. So why have two fields to enter?

Sorry for being so long here, but it is not easily explained.

There are lots of scenarios......but what if supplier ships more or less qty than they say on thier packing slip?

Example: supplier packer says 100 pcs, supplier invoices for 100 pcs... we count parts and find 105 pcs. So we put 105 pcs in both the supplier qty field and our qty field.

When invoice is matched to the receipt a veriance occures, BUT there is no information on the invoice line screen that tells the AP clerk what the problem was. If we decide not to inform supplier that they overshiped by 5 pcs, how is the AP clerk supposed to know to manually change the supplier quantity on the invoice so that the variance goes away?

If recieving clerk puts 100 pcs in supplier qty and 105 in our qty then invoice match will show no varience. BUT if the scenario is reversed and supplier says they shipped 100 pcs but we count 95 pcs, then the invoice match shows no variance when there really is one.

This is very confusing. Does anyone have any suggestions? Is it me or does it seem Epicor has not thought out how those supplier qty and our qty fields on the receipt will interact at time of invoice processing based on differnet scenarios? The "supplier qty" is brought into the invoice line entry, seems the "our qty" would be the better choice to bring into the invoice.
3
The supplier quantity and our qty were not meant to be used that way.

The reason for two is in case you have a conversion factor.

For example, you inventory bar stock in inches but your vendor sells in
pounds. If you have a conversion factor in place, the receiver can look
at the pack slip and see the vendor shipped 1,050 LB but you ordered
1,000 LB. The receiver can enter the 1,050 LB in the supplier quantity
field and it will convert it to inches in the our qty field.



If you have no conversion factor (or conversion factor of 1) then the
two numbers should be the same.



In the cases you've outlined, you would ideally want to stop the process
and work out the details with the supplier.

If they overshipped and the packslip does not show that, you could
quantity adjust the extra parts into inventory.

If they undershipped and the packslip doesn't show it, then I would
suggested to stop the receipt and call the vendor to resolve.



From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf
Of Matt
Sent: Wednesday, April 28, 2010 1:20 PM
To: vantage@yahoogroups.com
Subject: [Vantage] Receipt Entry / Recieving Quantity: supplier qty vs
our qty ....I do not get it!





V 8.03.305
Epicor support is telling us to enter the same qty for both fields. So
why have two fields to enter?

Sorry for being so long here, but it is not easily explained.

There are lots of scenarios......but what if supplier ships more or less
qty than they say on thier packing slip?

Example: supplier packer says 100 pcs, supplier invoices for 100 pcs...
we count parts and find 105 pcs. So we put 105 pcs in both the supplier
qty field and our qty field.

When invoice is matched to the receipt a veriance occures, BUT there is
no information on the invoice line screen that tells the AP clerk what
the problem was. If we decide not to inform supplier that they
overshiped by 5 pcs, how is the AP clerk supposed to know to manually
change the supplier quantity on the invoice so that the variance goes
away?

If recieving clerk puts 100 pcs in supplier qty and 105 in our qty then
invoice match will show no varience. BUT if the scenario is reversed and
supplier says they shipped 100 pcs but we count 95 pcs, then the invoice
match shows no variance when there really is one.

This is very confusing. Does anyone have any suggestions? Is it me or
does it seem Epicor has not thought out how those supplier qty and our
qty fields on the receipt will interact at time of invoice processing
based on differnet scenarios? The "supplier qty" is brought into the
invoice line entry, seems the "our qty" would be the better choice to
bring into the invoice.




[Non-text portions of this message have been removed]