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Purchase Document Integration

Add assets to Purchase Orders to automatically transfer custody with vendors during receipts, returns, and repair workflows.

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Understanding Purchase Integration​

What is Purchase Document Integration?​

Purchase Document Integration = Automatic asset transfer to/from vendors during purchase document posting

How It Works:

  1. Add asset lines to Purchase Order (alongside item lines)

  2. Post Purchase Receipt

  3. Asset automatically transfers Vendor → Location

  4. Holder Entries created

  5. Complete audit trail

Business Value: Assets in vendor custody (repair, storage) automatically tracked without manual processes

Purchase Document Flows​

Inbound Flow (From Vendor)​

Purchase Order → Purchase Receipt

1. Create Purchase Order 2. Add Asset Lines (assets receiving from vendor) 3. Post Receipt 4. AUTOMATIC: Asset transfers Vendor → Location 5. Holder Entries created 6. Posted Receipt Asset Lines created

Use Cases: Receiving repaired assets, purchased assets, assets from vendor storage

Outbound Flow (To Vendor)​

Purchase Return Order → Return Shipment

1. Create Purchase Return Order 2. Add Asset Lines (assets returning to vendor) 3. Post Return Shipment 4. AUTOMATIC: Asset transfers Location → Vendor 5. Holder Entries created 6. Posted Return Shipment Asset Lines created

Use Cases: Sending assets to vendor for repair, returning defective assets, vendor storage

Adding Asset Lines to Purchase Documents​

Purchase Asset Lines Subpage​

Purchase documents have a separate Asset Lines subpage:

Location: Below main Lines subpage

Purpose: Add assets that will transfer on posting

Fields:

  • Asset No. (required)

  • Asset Description (auto-filled)

  • Quantity to Receive/Ship (default 1)

  • Reason Code (optional but recommended)

  • Description (optional)

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Step-by-Step: Adding Asset Lines​

Scenario: Receiving 5 repaired laptops from vendor

Step 1: Create Purchase Order

  1. Create new Purchase Order

  2. Vendor: V-001 (Repair Shop)

  3. Location Code: WAREHOUSE (where to receive)

Step 2: Navigate to Asset Lines

  1. Scroll below main Lines section

  2. Find Asset Lines subpage

  3. Click in first asset line

Step 3: Add First Asset

  1. Asset No.: LAPTOP-001

  2. Asset Description auto-fills

  3. Quantity to Receive: 1 (default)

  4. Reason Code: REPAIR

  5. Description: "Repair complete - battery replaced"

Step 4: Add More Assets

  1. Repeat for LAPTOP-002 through LAPTOP-005

  2. All with Reason: REPAIR

  3. Individual descriptions for each

Step 5: Save

  • Purchase Order now has 5 asset lines

  • Ready to receive

Asset Line Fields​

Asset No. (Required)​

Purpose: Asset being received from or sent to vendor

Purchase Order: Asset must be at Vendor (receiving from)
Purchase Return: Asset must be at Location (returning to vendor)

Lookup: Yes (filtered appropriately)

Validation:

  • Asset must exist

  • Asset must not be blocked

  • Asset must not have parent

  • Asset must be at correct holder

Quantity to Receive/Ship​

Purpose: Quantity to receive (Purchase Order) or ship (Return Order)

Default: 1

Range: 0 or 1 (assets are unique)

Use 0: To skip receiving/shipping this asset

Quantity Received/Shipped (Read-Only)​

Purpose: Track received/shipped quantities

Auto-Updated: On posting

Use: Verify what's been processed

Reason Code (Optional)​

Purpose: Why asset with vendor

Common Codes:

  • REPAIR - Asset at vendor for repair

  • RETURN - Returning defective asset

  • STORAGE - Vendor storage/custody

  • PURCHASE - Receiving purchased asset

  • MAINTENANCE - Scheduled maintenance

Benefit: Reporting by reason, clear audit trail

Description (Optional)​

Purpose: Line-specific notes

Examples:

  • "Repair complete - battery and screen replaced"

  • "RMA-12345 - defective motherboard"

  • "Scheduled annual maintenance"

Posting Purchase Receipt​

Before Posting​

Verify:

  • Asset lines added

  • Location Code set (receive-to location)

  • Quantities correct

  • Reason codes set

  • Assets currently at Vendor

Check Asset Current Holder:

  • Must be at Buy-from Vendor

  • Use Asset Card to verify

How to Post​

Step 1: Post Receipt

  1. Open Purchase Order

  2. Click Post or press F9

  3. Select Receive

  4. Click OK

Step 2: Automatic Processing

  • BC posts purchase receipt (standard)

  • Asset Pro intercepts posting event

  • Creates temp Asset Journal lines

  • Posts journal (creates Holder Entries)

  • Updates asset Current Holder

  • Creates Posted Receipt Asset Lines

Step 3: Confirmation

  • Receipt posted message

  • Posted Receipt No. shown

What Happens to Assets​

For Each Asset Line:

  1. Holder Entries Created:

    • Transfer Out: Vendor → (leaving)

    • Transfer In: Location (arriving)

    • Transaction No. links them

    • Document No. = Posted Receipt No.

  2. Asset Updated:

    • Current Holder Type = Location

    • Current Holder Code = Location Code (from header)

    • Current Holder Since = Posting Date

  3. Posted Asset Line Created:

    • Posted Receipt Asset Line

    • References asset and receipt

    • Permanent record

Undoing Purchase Receipt​

When to Undo Receipt​

Undo Receipt = Reverse a posted purchase receipt to return asset to vendor

Common Scenarios:

  • Asset received in error

  • Wrong asset received from vendor

  • Asset needs to go back to vendor immediately

  • Receipt posted to wrong location

  • Need to modify Purchase Order details

  • Asset quality issue discovered immediately

Important: Undo must happen BEFORE invoicing

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How Undo Works​

The Undo Process:

  1. Validation Checks:

    • Receipt not already undone

    • Asset exists and not blocked

    • Purchase Order still exists (not yet invoiced and deleted)

    • Asset currently at location (holder validation)

  2. Reversal Steps:

    • Create correction line in Posted Receipt

    • Reverse holder entries (Location → Vendor)

    • Update Purchase Order line (reduce Quantity Received)

    • Mark original line as corrected

  3. Result:

    • Asset back at vendor

    • Purchase Order reopened for modification

    • Complete audit trail preserved

Step-by-Step: Undoing Receipt​

Scenario: Received wrong asset, need to undo receipt

Step 1: Open Posted Receipt

  1. Search "Posted Purchase Receipts"

  2. Find receipt to undo (e.g., 107001)

  3. Open the document

Step 2: Navigate to Asset Lines

  1. Scroll to Asset Lines subpage

  2. Find asset line to undo (e.g., LAPTOP-001)

Step 3: Execute Undo

  1. Select the asset line

  2. Click Undo Receipt action

  3. Confirmation dialog appears:

    • "Do you really want to undo the receipt for asset LAPTOP-001?"

    • "This will reverse the asset transfer and allow you to modify the Purchase Order."

  4. Click Yes

Step 4: Processing

  • Dialog: "Checking asset receipt line..."

  • Dialog: "Undoing asset receipt..."

  • Message: "Asset receipt undone successfully."

Step 5: Verify Results

  1. Posted Receipt: Correction line created

  2. Asset Card: Current Holder back to Vendor

  3. Purchase Order: Asset line Quantity Received reduced

  4. Holder Entries: Reversal entries created

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What Happens During Undo​

Posted Receipt Changes:

  • Original line marked with "Correction" flag

  • New correction line inserted below original

  • Correction line has:

    • Same asset information

    • Reference to original line

    • Today's date as Posting Date

    • New transaction number

Asset Changes:

  • Current Holder Type: Location → Vendor

  • Current Holder Code: Updated to vendor

  • Current Holder Since: Updated to undo date

Holder Entries Created:

  • Transfer Out: Location (reversing original Transfer In)

  • Transfer In: Vendor (reversing original Transfer Out)

  • Document No.: RECEIPTNO-UNDO

  • Linked by new Transaction No.

Purchase Order Reopened:

  • Asset line Quantity Received reduced by 1

  • Line available for modification

  • Can be re-received or removed

Validation Rules for Undo​

Cannot Undo If:

  1. Already Undone:

    • Error: "This asset receipt has already been reversed."

    • Check: Original line has Correction flag

  2. Asset Blocked:

    • Error: "Asset LAPTOP-001 is blocked."

    • Solution: Unblock asset first

  3. Purchase Order Not Found:

    • Error: "Purchase Order PO-001 line 10000 not found. Cannot undo receipt."

    • Cause: Order was invoiced and deleted

    • Solution: Cannot undo after full invoicing

  4. Asset Not at Location:

    • Error: "Cannot undo receipt. Asset LAPTOP-001 current holder does not match the receipt location."

    • Cause: Asset was manually transferred elsewhere

    • Solution: Transfer asset back to location first, then undo

Undo vs. Return Shipment​

Two Ways to Send Asset Back to Vendor:

Undo Receipt:

  • Use when: Receipt was in error

  • Timing: Before invoicing

  • Effect: Reverses original receipt

  • Result: Purchase Order reopened

  • Best for: Immediate corrections, wrong asset received

Return Shipment (Purchase Return Order):

  • Use when: Legitimate return after receipt

  • Timing: After invoicing (typically)

  • Effect: New return transaction

  • Result: Separate return document

  • Best for: Defective returns, sending for repair

Choose Undo: For immediate corrections before invoicing

Choose Return: For normal business return/repair process

Troubleshooting Undo​

Problem: Cannot Find Undo Action

Cause: Looking at wrong page

Solution:

  • Go to Posted Purchase Receipt (not Purchase Order)

  • Navigate to Asset Lines subpage

  • Select asset line

  • Look for Undo Receipt action

Problem: Undo Button Grayed Out

Cause: Line already undone

Solution: Check if Correction flag is set (line already reversed)

Problem: Holder Mismatch Error

Cause: Asset was manually moved after receipt

Solution:

  1. Check Asset Card Current Holder

  2. If not at location, determine why

  3. Options:

    • Transfer asset back to location manually

    • Then undo receipt

    • OR: Accept current state and don't undo

Problem: Purchase Order Not Found Error

Cause: Order was fully invoiced and deleted

Solution:

  • Cannot undo after full invoicing

  • Use Purchase Return Order for return processing instead

  • Undo only works while Order still exists

Posted Purchase Receipt Asset Lines​

What Are They?​

Posted Receipt Asset Lines = Permanent record of assets received

Location: Posted Purchase Receipt → Asset Lines subpage

Fields:

  • Asset No.

  • Asset Description

  • Vendor No.

  • Vendor Name

  • Location Code

  • Location Name

  • Reason Code

  • Description

  • Posting Date

  • Transaction No. (links to Holder Entries)

Purpose: Document-specific audit trail

Purchase Return Orders​

Sending Assets to Vendor​

Scenario: Sending laptops to vendor for repair

Step 1: Create Purchase Return Order

  1. Create new Purchase Return Order

  2. Vendor: V-001 (Repair Shop)

  3. Location Code: WAREHOUSE (shipping from)

Step 2: Add Asset Lines

  1. Navigate to Asset Lines subpage

  2. Asset No.: LAPTOP-006 (needs repair)

  3. Quantity to Ship: 1

  4. Reason Code: REPAIR

  5. Description: "Screen cracked - needs replacement"

Step 3: Validate

  • Asset must currently be at Location

  • Asset No. lookup filters to location's assets

Posting Return Shipment​

Step 1: Post Shipment

  1. Open Purchase Return Order

  2. Click Post

  3. Select Ship

  4. Click OK

Step 2: Automatic Transfer

  • Asset transfers Location → Vendor

  • Holder Entries created

  • Posted Return Shipment Asset Lines created

Step 3: Result

  • Asset at Vendor custody

  • Complete outbound audit trail

Use Cases​

Use Case 1: Repair Workflow (Complete Cycle)​

Business Process: Laptop repair at vendor

Outbound (Send for Repair):

  1. Purchase Return Order

  2. Vendor: V-001 (Repair Shop)

  3. Asset Line: LAPTOP-001

  4. Reason: REPAIR

  5. Description: "Battery issue"

  6. External Doc No.: RMA-2024-001

  7. Post Return Shipment

  8. Result: LAPTOP-001 at Vendor V-001

Inbound (Receive After Repair):

  1. Purchase Order

  2. Vendor: V-001

  3. Asset Line: LAPTOP-001

  4. Reason: REPAIR

  5. Description: "Repair complete - battery replaced"

  6. External Doc No.: INV-REPAIR-12345

  7. Post Receipt

  8. Result: LAPTOP-001 back at Location WAREHOUSE

Complete Audit Trail: Both shipment and receipt documented with holder entries

Use Case 2: Receiving Purchased Assets​

Business Process: Receiving newly purchased servers from vendor

Steps:

  1. Purchase Order

  2. Vendor: V-SUP-001 (Equipment Supplier)

  3. Item Lines: 5 x Server (inventory)

  4. Asset Lines: 5 assets (newly created assets for servers)

  5. Reason: PURCHASE

  6. Post Receipt

Result:

  • Inventory received (standard BC)

  • Assets received and at Location (Asset Pro)

  • Complete procurement trail

Use Case 3: Defective Return​

Business Process: Returning defective equipment to vendor

Steps:

  1. Purchase Return Order

  2. Vendor: V-SUP-001

  3. Asset Line: SRV-DEFECT-001

  4. Reason: RETURN

  5. Description: "Defective motherboard - DOA"

  6. External Doc No.: RMA-VENDOR-789

  7. Post Return Shipment

Result:

  • Asset at vendor for replacement/credit

  • RMA reference tracked

Use Case 4: Scheduled Maintenance at Vendor​

Business Process: Annual maintenance performed by vendor

Outbound:

  1. Purchase Return Order

  2. Asset Lines: Equipment for maintenance

  3. Reason: MAINTENANCE

  4. Post Return Shipment

Inbound (After Maintenance):

  1. Purchase Order

  2. Asset Lines: Same equipment

  3. Reason: MAINTENANCE

  4. Description: "Annual maintenance complete"

  5. Post Receipt

Result: Complete maintenance cycle tracked

Validation Rules​

Adding Asset Lines​

Purchase Order:

  • Asset must be at Vendor (Buy-from)

  • If asset not at vendor, error: "Asset must be at Vendor first"

Purchase Return Order:

  • Asset must be at Location

  • If asset not at location, error: "Asset must be at Location"

Common Rules:

  • Asset cannot be blocked

  • Asset cannot have parent

  • No duplicate assets on same document

Posting Validation​

Rule: Quantity must be > 0

Rule: Asset must still be at correct holder

Rule: Location Code must be specified (Purchase Order)

Troubleshooting​

Problem: Cannot Add Asset - Not in Lookup​

Purchase Order:

  • Asset must be at Vendor (Buy-from)

  • Check Asset Current Holder

  • If at Location, manually transfer to Vendor first

Purchase Return Order:

  • Asset must be at Location

  • Check Asset Current Holder

  • If at Vendor, cannot add (already there)

Problem: Asset Not Transferred After Posting​

Cause 1: Posted Invoice only (not Receipt/Shipment)

Solution: Receipt/Shipment triggers transfer

Cause 2: Quantity = 0

Solution: Set Quantity to Receive/Ship = 1

Problem: Wrong Location After Receipt​

Cause: Incorrect Location Code on Purchase Order header

Solution:

  • Verify Location Code before posting

  • Asset goes to that location

Problem: Asset Still at Vendor After Receipt​

Cause: Asset wasn't at Vendor before receipt

Solution: Asset must start at Vendor for receipt to work

Purchase Document Integration excels at repair workflow tracking. Create a standard repair process: Purchase Return Order (send to vendor) → Purchase Order (receive back), using consistent External Document Numbers for complete RMA traceability!