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.
Step 1: Click Add New Receiving from the Action tab.
Step 2: Begin the receiving process by following the wizard and click Next.
Step 3: Select the correct Receiving Type. Then, click Next.
- Order that has been delivered by a vendor - Choose this option to receive an order that was previously entered in the system. This is the most commonly used receiving type if the Order button was used.
- Items that have been transferred from a warehouse or other site - Choose this option when receiving from a warehouse or other site typically during transfers.
- Items received from a price-contract/purchase-order - Choose this option to receive an order from items awarded in the Bid Process where a price-contract or P.O. exists.
- Ad-hoc items (no order or transfer exists) - Choose this option to receive an order that was not previously entered in the system. e.g. - A purchase from a local vendor/grocer in which there is no existing order or bid such as milk, bread, or CocaCola™.
Step 4: 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.
Step 5: Review and complete receiving details for each item. Then, click Save Changes.
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.
- Use the drop-down menu to select a Delivery Agent if applicable.
Verify the quantities on the receive order, invoice, and actual product match. If amounts vary for any reason, select the item and enter the Quantity and/or Partial Unit received.
As quantities are changed, the Calculated Purchased Total (at the bottom of the window) are adjusted.
Once the quantity for an item has been confirmed or corrected, click to place a checkmark in the Checked box.
If all quantities are correct, you may choose to select Check All.
- 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.
Step 6: Once you have saved changes, the Receiving Details report will open. Print or export the report.
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, Partial Quantity, Purchased Price, Donated Value, and Sales Tax. Totals Invoice Listed Totals, and Delivery Fees are broken down by Purchased Total, Donated Total, and Total Sales Tax.
Additional Receiving Options
Add Item from List - Allows you to add an additional item from the list of available items.
Add Item by Inventory Tag - Allows you to add an additional item by an inventory tag.
Add Item Ad-Hoc - Allows you to add an ad-hoc item from the list of available items.
Edit Item - Allows you to edit only the quantity received (Case/Unit Quantity and Partial Quantity).
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.)
Edit Receiving Record
You make make edits/corrections to an existing invoice. In order to make changes, you must first open the correct operating day.
Search for the correct 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, Partial Quantity, Purchased Price, Donated Value, and Sales Tax. Totals Invoice Listed Totals, and Delivery Fees are broken down by Purchased Total, Donated Total, and Total Sales Tax.
