Receiving Items

When new items come in, you need to receive them in Horizon. This lets you track the items you have received and prepare them for further processing. You can receive items individually, or you can highlight multiple PO lines to receive several items one after the other.

If the items come with the billing statement, you can receive the items at the same time you record the statement. This is the quickest method for receiving and invoicing the items. (For information about recording a statement, see Recording Statements.) However, if the items come before the statement, you can receive the items and wait to record the statement when it comes in. If the statement comes before the items, you can record the statement and wait to receive the items when they come in.

You receive PO lines with the Receive option on the PO Line menu, or with the Receive button on the PO window if you are in Receive mode.

If you receive an item by mistake, you can undo the receipt. (For instructions, see Undoing a Receipt.)

Effects

When you receive items, Horizon:

Records the items as being received for the quantities you specify. Specifically, Horizon records the date each item was received in the PO Line Item Detail window and adds a “Received” activity for each item in the PO Line Item History window.
Stops claiming and deletes any existing claims for the items you receive. (The items are removed from the Claims Review list.)
Creates copy or item records for each item you receive if the Copy/Item Creation field on the PO header is set to “Create Copy at Receipt,” “Create Item at Receipt,” or “Create Copy and Item at Receipt.” Horizon assigns the item records a status of “Newly Acquired.”
Changes the status of items you receive from “On Order” to “Newly Acquired” if item records have already been created.
Prompts you to enter a barcode for each item you receive if the Barcode @ Receipt box on the PO header is marked.
Allows you to apply an inventory number for each item you receive or even specify that the item should be created and inventoried without a barcode, if the Increment Inventory Number feature has been activated.
Prompts you to print a mailing label for the borrower specified on the PO line, if any. This is the borrower for whom the item was ordered. You can use the printed label as a delivery slip to expedite the delivery of the item to the borrower.
Notifies you if there are any title or item-specific requests for the line you are receiving. This lets you set the item aside for rush processing.
Expends funds against the budgets on the PO line if the Spent Event field is set to “Receipt and Statement Approval” and if the lines have been invoiced and the statement approved.

Distribute PO Line Activity Window

If you receive a partial quantity for a line and there is more than one location defined in the distribution, Horizon displays the Distribute PO Line Activity window. This window lets you select the items you want to receive.

Here is a sample Distribute PO Line Activity window:

There may be title-specific requests, even if the “# Request” column shows a zero for each line. This column shows item-specific, not title-specific requests.

Notification of Requests

If you receive an item with one or more borrower requests on it, Horizon informs you of the requests. This lets you set the item aside for rush processing.

Horizon displays the requests in the Request Alert window. Here is a sample window:

To receive items

1 Open the purchase order that contains the items you want to receive.
2 Click Receive.
3 In the PO window, highlight the lines you want to receive.

If you are in the “Receive” mode, the PO window displays the quantity that has already been received for each line (if any) in the “Rec” column.

4 Click Receive to display the Receive PO Line window.

If you are in “Edit” mode, the Receive button is not available. However, you can still receive the lines by choosing Receive from the PO Line menu.

Here is a sample Receive PO Line window:

5 Enter the actual quantity you received from the vendor in the Quantity field.

By default, this field displays the total order quantity minus the quantity you have already received or canceled, if any.

Important: Do not assume that the vendor has sent you the full order quantity. Check the quantity you actually have and enter it.

6 If you want, enter an internal note about the receipt in the Internal Note field.

These notes are appended to the notes in the Internal Note field on PO line and are recorded in the PO Line Item History window. They are not printed on any correspondence you send to the vendor.

7 Click OK to receive the items.

Horizon may display one or more of these windows, depending on your settings and the item you are receiving:

Window

Description and instruction


If you are receiving a partial quantity and there is more than one location defined in the distribution, Horizon prompts you to select the locations whose items you want to receive. Item-specific requests (if any) are displayed in the “# Requests” column.

Highlight the lines you want to receive, or click Top Down to automatically highlight items starting at the top of the list. Then click OK.

Note: You cannot receive more lines than the quantity displayed in the Quantity to Distribute field.


If the Barcode @ Receipt box on the PO header is marked, Horizon prompts you to enter a barcode for the item.

Attach a barcode label to the item. Then wand in the barcode and click OK.

If the Increment Inventory Numbers feature has been activated, two additional controls also display in this window: the Inventory Prefix field and the Inventory only button. In the Inventory Prefix field, you can specify the inventory prefix code Horizon should use to create the item record's inventory number.

With the Increment Inventory Number feature activated, you also have the option to save the item record with an inventory number and without a barcode by specifying an inventory prefix and clicking Inventory only without filling the Barcode field.


If there are one or more requests for the PO line, Horizon displays a window notifying you of the requests. This lets you set the item aside for rush processing.

If you want to print a request slip that you can attach to the items with requests, click Print; otherwise, click OK to close the window.


If a borrower has been specified on the PO line, Horizon prompts you to print a mailing label for the borrower. You can use the printed label as a delivery slip to expedite the delivery of the item to the person or department.

Edit the borrower information as necessary and click Print.

If you highlighted multiple lines, the next title appears in the Receive window, along with the notes you entered for the last title.

8 If another title appears in the Receive window, repeat steps 5–7.

Horizon records the items as received.

 


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