Site Manager - Receiving

From the Home tab, select Receive Inventory.

Receive Inventory

Receiving inventory is made easy through the Receiving wizard.

1. Click Add New Receiving from the Action tab.
   
2. Begin the receiving process by following the wizard and click Next.
   

3. 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.

   

           Order that has been delivered by a vendor - Select to receive an order that was previously entered in the system. This is the most commonly used receiving type if the Order option was used.
           Items that have been transferred from a warehouse or other site - Select when receiving from a warehouse or other site typically during transfers.
           Items received from a price-contract/purchase-order - Select to receive an order from items awarded in the Bid Process where a price=contract or P.O exist.
           Ad-hoc items (no order or transfer exists) - Select to receive an order that was not previously entered in the system.
                   (e.g. Purchase from a local vendor/grocer where there is no existing order or bid - milk, bread, Coca-Cola ™)

4. Complete receiving options depending on Receiving Type.

    Order that has been delivered by a vendor

   Select the order you are receiving from the available list. Then, click Next.

   

    Items that have been transferred from a warehouse or other site

   Select the correct transfer ticket. Then, click Next.

   

    Items received from a price-contract/purchase-order

    Select the correct price-contract/purchase-order from which you are receiving. Then, click Next.

   

    Ad-hoc items (no order or transfer exists)

   Use the drop-down menu to select the site from which you are receiving ad-hoc inventory. Then, click Next.

   

5. 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.

   1. By default, the Received Date is the current day. To change the date, click the calendar icon and select a different date.
   2. Enter the Invoice Number or delivery ticket number (if applicable).
   3. Use the drop-down menu to select a Delivery Agent (if applicable).

   4. 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.

   5. Enter the Lot Number, Expiration Date, Delivery Fee/Case, Storage Fee/Case, Other Cost/Case (if applicable).

   6. 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.

   7. 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.

      
      

      
      
      
   8. Enter any necessary comments in regards to the receiving order.
      
      1. Click the Add Comment button.
         
         
      2. Enter comments about the order. Then, click Ok.
         
         
      3. Click Close when you are done entering comments.
         
   9. Click Save Changes when you have completed all actions.
6. Once you have saved changes, the Receiving Details report will open. Print or export the report.
   
   

Return to Top

Additional Receiving Screen 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 to 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.

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 to create a New Inventory Tag for an item.

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, pallet item barcodes as well as inventory tags when receiving inventory.

Return to Top  

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.

Return to Top  

Print Receiving Records

The Print option in Receiving allows you to print Inventory Tag Labels for items received on an invoice and the Receiving Tracking Log. Additionally, you can reprint Receiving Details.

1. From the Receiving screen, search for the correct receiving record.
   • 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.
2. Select the correct Receiving ID from the list. Then, click Print and select one of the options.
   

Inventory Tag Labels

Inventory Tag Labels are designed to be printed on Avery™6150 labels and placed on inventory in order to assist in tracking inventory.

1. From the Print option, select Inventory Tag Labels.
2. Use the drop-down menu to select the report layout. Then, click Ok.
   
3. Click on of the print options to print labels.
   

Receiving Tracking Log

The Receiving Tracking Log allows you to review the full history of a receiving record. You may choose to view, print, or export the report.

From the Print option, select Receiving Tracking Log.
 

Receiving Details

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 view, export, or print the report at any time.

Return to Top