Use Rapid Receipt to receive line items from an invoice

Important:
The purchase order contains the purchase order line item ID number that uniquely identifies each line item. If you want to use the Rapid Receipt function, ask your supplier to include this number for each line item on the packing slip that comes with the shipment. You can also enter the ISBN or title for each line item, but the matching may not be as exact. If the number of copies on the packing slip does not match the invoice line item, you can enter an alert for the invoice line item.

To receive purchase order line items from an invoice:

Open the Invoice workform.
Select Tools > Rapid Receipt or click on the Invoice workform.
The Rapid Receipt dialog box appears.

Tip:
The purchase order line item ID is the number that is sent to the supplier on the printed purchase order. If your supplier prints this number on the packing slip or printed invoice that comes with the order, you can match up the purchase order line items exactly. Using the ISBN or the title may not identify the correct purchase order line item if the item was also ordered on another purchase order.

Type the purchase order line item ID number in the PO line ID box, type the ISBN or ISSN in the ISBN/ISSN box, or type the title in the Title box.
Press ENTER or click Find.

If no single purchase order line item matches exactly, the Find Tool opens displaying the possible matching purchase order line items. Select a single line item.
If the purchase order line item cannot be invoiced because it was already copied to another invoice, or it has a status that prevents it from being received, a message appears. Open the purchase order line item and check the status or enter the number for the next purchase order line item.

When a matching purchase order line item is found or selected, the invoice line item is added and the purchase order line item is updated to Received in one step. If there are hold requests for the title, and the Acquisitions profile Receiving line items: Warn if linked hold requests is set to Yes in Polaris Administration, a message informs you that there are holds.

Tip:
This is the discounted unit price, not the total price of the line item. The total price of the line item will appear when the invoice line item is created. You can make adjustments, if necessary, in the invoice line item.

When you have finished adding the line items, check the invoice line items, and make any adjustments to the amounts so that they match the amounts on your printed invoice. See Make manual adjustments to credits and discounts.
If you want to print workslips, see Print workslips for purchase order line items.

Tips for resolving problems you may encounter:

Number of copies do not match - If a matching purchase order line item appears in the Rapid Receipt dialog box, but the number of copies does not match the number of copies on the printed invoice, you have the following choices:
- Select the Alert check box, and enter an alert note on the Rapid Receipt dialog box. Then save the invoice line item. The alert icon will appear next to the invoice line item to indicate that there is a discrepancy that needs to be fixed.
- Click Clear to clear the Rapid Receipt dialog box, open the purchase order line item, and receive the segments. See Receive a purchase order/invoice line item segment.
Undoing receipt - If you have received an invoice line item in error using Rapid Receipt, you must link to the purchase order line item from the invoice line item, and undo receipt before deleting the invoice line item. If you delete the line item in the invoice, the purchase order line item remains received, but there will be no link back to it. See Undo receipt of a line item or line item segment.
Adjust amounts on the invoice - After you have added and received all the lines using Rapid Receipt, check the invoice to make sure that all amounts match the printed invoice from the supplier. See the following: