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Receiving Overview

Receiving encompasses the physical receipt of material, the inspection of the shipment for conformance with the Purchase Order, the identification and delivery to destination, and the preparation of receiving reports.

 

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Receiving Terms

Here are terms you will need to be familiar with to understand the Receiving functionality.

 

Term

Definition

Purchase Order

A PO typically contains:

  • PO number

  • shipping date

  • billing address

  • shipping address

  • terms of payment

  • list of services/products (with specifications or part numbers of the items purchased)

  • quantities

  • prices

When accepted by the seller, it forms an agreement between the buyer and seller.

Advance Shipping Notification (ASN)

A message sent through EDI (Electronic Data Interchange) from a vendor to a customer at the time of the vendor shipment that notifies the customer of the order, item, and quantity information.

Receiver

The document which captures actual information against an inbound shipment. Can also be known as a receipt.

 

 

Purchase Order Manager

Receiving is initiated in the CORESense Back Office once a Purchase Order has been created. This process is managed using the Purchase Order Manager.

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Path: Back Office > Products > Purchase Order Manager

 

PO Search

The Purchase Order search contains multiple criteria including Destination Location, CORESense ASN or Vendor ASN. You can also search by Purchase Order number. This filtering capability helps quickly narrow your list of Purchase Orders.

 

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After entering your criteria, click on the Search button to view the results. Locate the PO# you want to review and click the PO# link.

 

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Receiving Details

From the PO# General Attributes screen, click on the Receive link to access the Receiving options.

  

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Filter Receivers

Use the drop-down menu to filter information by status. Select the desired status and click Filter.

  

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Status

Definition

Received

Inventory has been received at your location

Open

A Receiver has been created, but the inventory has not yet been shipped to your location or ‘received'

Closed

Indicates that all inventory has been received and all necessary action taken on a receiver

Void

Shows that inventory was ‘received,’ but was then removed

In Process

A receiver has been created and some of the inventory has been received

Locked

A permission-based status used for accounting purchases that locks the receiver after it has been closed so that no additional changes can be made.

New

Not an active status - do not use

 

Receivers

The Receivers-All window shows all receivers associated with a specific Purchase Order. A Purchase Order could have a single receiver associated with it, or it could have multiple.

 

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ASN # and New Receiver Association

You can search for all ASNs associated with a Purchase Order by accessing the Advance Shipping Notification (ASN) Picker.

 

Step

Action

1

Enter the ASN# into the field or click theicon-mag_glass.png to locate it in the (ASN) Picker.

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2

From the (ASN) Picker window, locate and click on an ASN ID link.

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3

The selected ASN ID displays in the ASN# field and will then be associated with the new receiver once the New Receiver button is selected.

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4

The system prompts you to confirm the ASN/New Receiver association. Click OK.

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New Receiver Without an ASN

If you are not using ASN numbers, new receivers are created using the New Receiver button.

 

Step

Action

1

Click on the New Receiver button.

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2

The system prompts you to confirm the New Receiver creation without an ASN. Click OK.

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3

The system then follows the Receiving Without an ASN process.

 

Receiver Status Updates

You can use this to perform an Update of a single receiver or Batch Update of receivers that are selected by the icon-green_check.png.

 

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Step

Action

1

Check all the receivers to be updated.

2

Select the Receiver Status to be applied to the receivers from the drop-down list.

3

Click the Batch Update button.

 

Log

This Log link enables you to see information regarding the handling of the receiver. It shows a timestamp, the user and the action taken. This allows easy tracking of what has been done with a receiver, and who was responsible for it.

 

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Action Buttons

 The Action buttons at the bottom of the Receiving Inventory window are defined as follows.


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Button

Definition

View All Receivers

This button takes you back to the main Receive screen where you can see all receivers associated with a Purchase Order.

Print Barcode

If you need to have a physical copy of the barcode to place on a package or for any other reason, you can print it from here.

Save For Later

If you are processing inventory, but do not want to actually receive it at that time, use this button to save your updates without changing status or actually receiving the inventory.

Lock

A permission-based status used for accounting purchases that locks the receiver after it has been closed so that no additional changes can be made.

Void

If you need to cancel receipt of inventory for any reason, you can void a listed item by checking its checkbox, entering the quantity to voided. Once the quantity is entered, click on the Void button to complete. It is recommended that you create another receiver to perform a void on line item.  

Unreceive

Used to correct a quantity entered as received. If you entered 10 items were received for a SKU but determined that the quantity was actually only 9, you would unreceive 1 of that SKU.

  1. Locate the SKU

  2. Enter the quantity that was not actually received (1)

  3. Click on the Unreceive button

Receive

You must click this button to update your receiver. This changes the summary information and changes the status of the receiver.

 

 

 

 

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