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Receiving Inventory

 

The receiving process involves looking up a PO and then identifying whether it has an ASN or not. Click the links below to learn more.

 

 

 

PO Lookup

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

 

Step

Action

1

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 narrows your list of Purchase Orders.

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2

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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3

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

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Receiving Without an ASN

Scenario: You select a PO# in the system and click Receive from the General Attributes and there are no receivers set up, thus no ASN. The Receivers - All box displays the comment, "Receivers not found."

 

Follow the steps below to assign an ASN to the PO.

 

Step

Action

1

From the Receivers - All box, click on the New Receiver button.

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2

The system prompts you to confirm the action. Click OK.

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3

Quantity is entered either using a barcode scanner or manually entry in the Quantity column.

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Barcode - if you are setup with barcode scanning, click the Start Barcode Scan/Receiving button. A pop-up window displays allowing you to scan each barcode and enter the quantity. Click here to view pop-up image.

Manual - Continue with Step 4 of the process.

notes.gif  Note: If product not on PO is delivered, it can be received using the Add SKU button.

4

The receiver is created displaying the line items fo the purchase order.

new_receiver_-_asn_comment.png

 notes.gif Note: The ‘This receiver was created without an ASN’ text in the Comment field can be deleted or overwritten.

5

You can edit the following fields from the screen by clicking the hammer-wrench.png  icon or the Location link.

Cost Each - individual cost of each SKU

Total PO Cost - update the total cost for the PO

Location - change the location of the SKUs within the receiving warehouse

new_receiver_-_edits.png

6

To receive the inventory, if all of the Ordered quantity arrived, click the arrow above the Quantity column and the field automatically populates the quantity. If only part of the order has arrived, fill in the amount manually.

new_receiver_-_auto_receive_arrow.png

notes.gif  Note: The Status is color coded red until all items are received. If all items are received the color status changes to green.

7

Click Receive to update the amount and the status. In this example only 2 of 6 were received so the status is color coded as a shortage with 4  Not Received.

receiving_click_receive.png

receiving_color_codes.png

notes.gif  Note: The remaining inventory needs to be received later using another receiver.

8

Click on the Generate button to print out the Put-Away document.

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9

The received inventory is now ready to be put away into stock as available inventory.

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10

The other action buttons that can be used are described below.

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View All Receivers - Links to list of receivers created for the current PO.

Print Barcode - Use to print the list of barcodes.

Print Received Items - Provides the option to print labels for just the quantity of SKUs that have been received.

Save for Later - Before receiving any inventory you can save the receiver and work on it later.

Lock -  Lock the receiver from further actions

Void  - Voids the receiver and inventory remain in non-received status

Unreceive - Used to check inventory back into a non-received status

11

Click on the Print Barcode button to view the list for label generation.

receive_barcode_checkbox.png

tip.PNG   Tip: If you want to print only the labels for items that were received, deselect the checkbox next to each item with a zero quantity.

12

The Label Wizard displays the checked line items and the matching quantity for each as entered in the Receivers screen.

  1. Make any adjustments to the quantities as needed.

  2. Select the appropriate printer for labels.

  3. Click on the Print Labels button.

receive_barcode_list.png

13

Click on View All Receivers to view PO receiver list and to view the Receiver Log. To open up the Receiver, click on the hammer-wrench.png icon.

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tip.PNG Tip: The Receiver Log is also available via the Reporting tab. Choose Reporting > Choose reports > Receiver Log and it can be exported in CSV.

14

To close the PO, any remaining inventory needs to be received. Repeat Steps 1-12 to receive any additional inventory for the PO.

15

Accounting staff routinely checks the POs and reviews any associated receivers. Using the Filter Receivers section, you can filter on the "Received" status and lock receivers.

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NOTE: Only "received" receivers can be used for batch updating.

16

Check the boxes of the receivers to be locked and select the Locked option from the Receiver Status drop-down. click the Batch Update button to process the update.

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Print Barcode Labels

Barcodes can be printed during the PO receiving process from the Label Generation Wizard.

 

Step

Action

1

From the Receiver, click on the Print Barcodes button.

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Print Barcodes button: Selects each barcode's SKU on the PO (each row being separated by order number) MINUS (if available) the amount assigned to the order.)

Print Received Items button: Selects each barcode's SKU on the PO (each row being separated by order number) assigned to an order number and uses the minimum number between that number and the amount received overall for that SKU. 

2

  1. Verify the Printer source.

  2. Verify the quantity to print. The system defaults to the quantity received.

  3. Initiate printing.

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4

Check the Print Quantity In Stock box to print quantity based on an individual warehouse's current inventory. Choose the warehouse to print that inventory.

NOTE: Using this function greys out the Qty field since the system is using the inventory count as the quantity.

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The Download Labels is a method to download the .ZPL file for your selected  labels.

 

 

Receiving With an ASN

Scenario: A shipment arrives from a vendor who does have EDI capability. The ASN is clearly marked on the pack slip attached to the box.

Follow the steps below to receive the PO with the ASN.

 

Step

Action

1

Enter the ASN into the ASN # field or look it up by clicking on the icon-mag_glass.png icon to open the Advance Shipping Notification Picker.

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2

Locate the appropriate ASN ID and click its Select button.

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4

The Receivers - All box populates all associated Receivers. Click the hammer-wrench.png  icon on a Receiver to access the Receiving screen.

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5

The Receiving screen shows the SKUs to be received and the quantity of each SKU that is expected is listed under the Order column.

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tip.PNG Tip: Click on the hyperlinked column labels to sort by those criteria.

6

You can edit the following fields from the is screen by clicking the hammer-wrench.png  icon or the Location link.

Cost Each - individual cost of each SKU

Total PO Cost - update the total cost for the PO

Location - change the location of the SKUs within the receiving warehouse

new_receiver_-_edits.png

7

To receive the inventory, if all of the Ordered quantity arrived, click the arrow above the Quantity column and the field automatically populates the quantity. If only part of the order has arrived, fill in the amount manually.

new_receiver_-_auto_receive_arrow.png

notes.gif  Note: The Status is color coded red until all items are received. If all items are received the color status changes to green.

8

Click Receive to update the amount and the status. In this example only 2 of 6 were received so the status is color coded as a shortage with 4  Not Received.

receiving_click_receive.png

receiving_color_codes.png

notes.gif  Note: The remaining inventory needs to be received later using another receiver.

9

Click on the Generate button to print out the Put-Away document.

put_away.png

10

The received inventory is now ready to be put away into stock as available inventory.

put_away_doc.png

11

The other action buttons that can be used are described below.

receiving_click_receive.png

View All Receivers - Links to list of receivers created for the current PO.

Print Barcode -Use to print the list of barcodes.

Save for Later - Before receiving any inventory you can save the receiver and work on it later.

Lock -  the receiver from fiuther actions

Void  - Voids the receiver and inventory remain in non-received status

Unreceive - Used to check inventory back into a non-received status

12

Click on View All Receivers to view PO receiver list and to view the Receiver Log. To open up the Receiver, click on the hammer-wrench.png icon.

receive_all_-_log.png

Tip: the Receiver Log is also available via the Reporting tab. Choose Reporting > Choose reports > Receiver Log and it can be exported in CSV.

13

To close the PO, any remaining inventory needs to be received. Repeat Steps 1-7 to receive any additional inventory for the PO.

14

Accounting staff routinely checks the POs and reviews any associated receivers. Using the Filter Receivers section, you can filter on the "Received" status and lock receivers.

receiver_filter.png

15

Check the boxes of the receivers to be locked and select the Locked option from the Receiver Status drop-down. click the Batch Update button to process the update.

receive_lock.png

 

 

 

 

 

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