The Receiving process allows you to receive items delivered from a vendor, transferred from a warehouse/other site, received from a price-contract/purchase-order, or ad-hoc (in which no order or transfer exists). You may also print and make corrections to a receiving record. Depending on how your District operates, you may not use all receiving options indicated in Step 3.
From the Home tab, select Receive Inventory.
Receive Inventory
Receiving inventory is made easy through the Receiving wizard.
- Click Add New Receiving from the Action tab.
- Begin the receiving process by following the wizard and click Next.
Select the correct Receiving Type. Then, click Next.
Receiving Types
You may not see all receiving options listed below due to Site Setup and Site Permissions.
Complete receiving options depending on Receiving Type.
Select the order you are receiving from the available list. Then, click Next.
Select the correct transfer ticket. Then, click Next.
Select the correct price-contract/purchase-order from which you are receiving. Then, click Next.
Use the drop-down menu to select the site from which you are receiving ad-hoc inventory. Then, click Next.
Review and complete receiving details for each item.
The Receiving Screen displays the following columns. You may remove columns by dragging them until an X is displayed or by right-clicking and selecting "Hide This Column".- Checked
- Quantity
- Unit Description
- Partial Unit
- Catalog Number
- Item Description
- Brand
- Inventory Tag
- Price Contract
- Vendor Item #
- Donation Source
- Lot Number
- Expiration Date
- Purchased Price/Case
- Donated Value/Case
- Delivery Fee/Case
- Storage Fee/Case
- Other Cost/Case
- Purchased Total
- Donated Total
- Sales Tax
- Total Delivery Fee
- Total 'Other' Cost
- Total Storage Fee
Use the scroll bar at the bottom of the screen to view all columns and the Calculated Totals for purchases, donations, sales tax, delivery fees, "other" costs, and storage fees.
- By default, the Received Date is the current day. To change the date, click the calendar icon and select a different date.
- Enter the Invoice Number or delivery ticket number (if applicable).
- Use the drop-down menu to select a Delivery Agent (if applicable).
Verify that the quantities on the receive order, invoice, and actual product match. If amounts vary for any reason, select the item and enter the Quantity received.
Calculated Purchased Total
As quantities are changed, the Calculated Purchased Total (at the bottom of the window) is adjusted.
Enter the Lot Number, Expiration Date, Delivery Fee/Case, Storage Fee/Case, Other Cost/Case (if applicable).
Once the quantity for an item has been confirmed or corrected, click to place a checkmark in the Checked box.
Checkbox Variations
Depending on the type of receiving (warehouse, price contract, ad hoc), you may or may not have checkboxes to confirm quantities and items.
At the top of the screen, enter Purchased Total, Delivery Fee, Sales Tax, Storage Fee, and Donated Total (where applicable).
The Purchased Total (at the top of the screen) must agree within pennies of the Calculated Purchase Total before the received order can be saved.
- Enter any necessary comments in regards to the receiving order.
- Click the Add Comment button.
- Enter comments about the order. Then, click Ok.
- Click Close when you are done entering comments.
- Click the Add Comment button.
- Click Save Changes when you have completed all actions.
- Once you have saved changes, the Receiving Details report will open. Print or export the report.
Additional Receiving Options
Attached Images - Allows you to scan, add, edit, view, and remove images from a receiving record. e.g. Delivery Invoice, Backorder Invoice, etc.
Delete Entire Receiving Record - Allows you delete the entire Receiving Record (depending upon permissions).
Bulk Changes - Allows you to make bulk changes to all items. Use the drop-down menu to select which bulk change in which you wish to apply changes.
To clear a bulk change, select the correct option and click Ok. The default selection will clear the fields back to the original values.
Lot Numbers - Enter the Lot Number to use for every item on the invoice.
Delivery Fees - Enter the Delivery Fee per Case to use for every item on the invoice.
Storage Fees - Enter the Storage Fee per Case to use for every item on the invoice.
Other Costs - Enter the Other Cost per Case to use for every item on the invoice.
Add Item from List - Allows you to add additional items from the list of available items.
Add Item by Inventory Tag - Allows you to add an additional item by an inventory tag as long as an existing inventory tag does not exist.
Add Item Ad-Hoc - Allows you to Search for and add an ad-hoc item from the list of available items.
Edit Item - Allows you create a New Inventory Tag for an item.
For Existing Inventory Tags, you may only edit the quantity values, which can more easily be accomplished by editing quantities directly in the Receive Inventory screen.
Remove Item - Allows you to remove a selected item from the Receiving invoice. (e.g. An item was not received due to low/no stock or was in poor condition for consumption.)
Scan Barcodes - Allows you to scan single, box, case, and pallet item barcodes when receiving inventory.
Barcode scanners must first be installed and barcodes need to be established with the system prior to utilizing this feature. Contact your District staff for assistance.
Edit Receiving Record
You may make edits/corrections to an existing record. In order to make changes, you must first open the correct operating day.
Search for the receiving record. Then, select the correct invoice and click Edit Receiving Record to make any necessary edits following the same instructions in Step 5.
- Received-at Site - Use the drop-down menu to select a site.
- Received-on or after - Use the calendar tool to establish a beginning date.
- Received-on or before - Use the calendar tool to establish an ending date.
It is best practice to enter comments for any and all changes made to the receiving record.
Print Receiving Record
The Receiving Details report can be attached to invoices submitted to Central Office. The Receiving Details report should open immediately after saving changes to a receiving record; however you may choose to print the report at any time.
Search for the correct receiving record. Then, select the correct invoice and click Print Receiving.
- Received-at Site - Use the drop-down menu to select a site.
- Received-on or after - Use the calendar tool to establish a beginning date.
- Received-on or before - Use the calendar tool to establish an ending date.
Print or export the report. Then, click Close Print Preview.
The Receiving Details report displays the Receiving ID, Invoice Number, Received at Site, and From Site. Included is the Catalog Number, Item Description, Brand, Lot Number, Case/Unit Description, Quantity, Case Price, Purchase Price, Donated Value, and Sales Tax. Invoice totals are broken down by Purchased, Donated , and Sales Tax.