In order to utilize the feature to receive inventory quantities
in the warehouse first activate the "Inventory Received In
Warehouse" feature in the Company Inventory
Parameters.
This activates the "Two Step Method" as outlined in Inventory Receiving Overview.
Refer to Inventory Receiving Overview for a flow chart diagramming the Warehouse Receiving process.
This Warehouse Receiving program uses the Purchase Order number,
to present a list of the items ordered.
The quantities of the goods received can be confirmed, or over-type
with the correct quantities and receiving locations.
The costs for the goods received are usually entered later using
A/P Invoices and A/P
Invoices By P.O.
Completed warehouse receipts can be tracked in the Warehouse Receiving Inquiry.
If the AP invoice for a receiving transaction has not yet been
entered, the inventory quantity that has been received but has been
entered incorrectly on a warehouse receipt, can still be reversed
or changed in Reverse Warehouse
Receiving.
Note: That because the costs are not immediately updated in the
inventory sub-ledger, cost adjustments are sometimes required if
stock is sold at the old cost prior to the latest cost being
entered.
These cost adjustments are handled in Post A/P
Invoices on the 'Cost of Goods Adjustment Report'.
When a standard P.O. is created from the Sales Order, the parts are received into stock when the P.O. is received, and the Sales Order needs to be filled manually.
Tunable Parameters for Warehouse Receiving:
Following are some of the Company Inventory
Parameters that can be used to tune the warehouse receiving
actions to suit your business process.
These parameters are only enabled if the "Inventory Received In
Warehouse" feature is activated.
This feature can be set to post the inventory costs to the
inventory sub-ledger, when the inventory is received in the
warehouse rather than wait and post the actual costs when the A/P
Invoice is entered.
Separate cost posting must be completed as outlined in Post Warehouse Cost Adjustments.
Note: When the costs are being updated in the warehouse, the LCF (Landed Cost Factor) is also updated in the warehouse, and cannot be changed in A/P invoicing.
If the prompt for cost is suppressed, the P.O. cost for the product will be used.
If complete tags are to be added in warehouse receiving a window will open and prompts for the Fixed Asset Tag at the time the inventory is received and the Tag #, Depreciation Class, and serial number can be entered immediately.
Alternatively this option can be set to capture only the Serial
number for the new rental equipment.
A new a Fixed Asset Tag is automatically created and the pop-up
window prompts only for the serial number.
The remaining tag information can be completed later.
Note: Because Re-Rent equipment does not actually belong to your firm, and re-rent equipment should only have one Asset Tag, additional tags and tag information are not added in Warehouse Receiving regardless of this flag and regardless of the multiple tags flag in Rental Inventory for re-rents.
If this feature is not activated, the category 'W' and a W.O.# on any P.O. detail is then information only, and is not acted on automatically by the software.
Note: When an item is received in the Warehouse and directly assigned to the Work Order, if the W.O. is flagged for split billing, a new product detail line is always added to the Work Order regardless of backordered parts already on that W.O.
If the W.O. Division is flagged to use 'Texada Web' then
the parts are auto-added to the Work Order as "ordered" to
allow the Mechanic to change them to issued as he uses them.
An alert is sent to the Mechanic saying that the part has been
received, and if the FL Work Order has already been closed an alert
is triggered in SRM at the time of Receiving.
Note: If the quantity received is increased, the quantity on the original Purchase Order is also increased to match, and the Purchase Order is flagged as OVER received.
Note: To automatically lift suspension using the expiry period, the program RSPFS01 must be included in the Automatic Job Scheduling to run daily.
When the items ordered arrive, a Packing Slip is usually
included with the shipment.
Generally the product numbers ordered are listed on the Packing
Slip, as well as the original Purchase Order number.
Using the Purchase Order number, enter the packing slip information
into the software. as follows:
The prompts are:
Operators are restricted to receive against Purchase Orders according to the location on the P.O. and the default location information defined in Operators.
Note: Any Purchase Orders that have
been cancelled cannot be received and do not appear on the Open Purchase Order Report.
A cancelled P.O. is not included in the Rebuild Quantity on Purchase Order calculation
either.
If a cancelled P.O. now needs to be received it can be
UN-CANCELLED in Purchase
Orders.
Drop Ship:
If the P.O. is a 'Drop Ship' Purchase Order that was created
from a Sales Order, when the receiving is
completed the order will be filled and the operator will be able to
review the details of the resulting Sales
Order Invoice.
Refer to Purchase Order from Sales Order
Overview for details on this feature.
The location must be a valid location for inventory, as identified by the flag in Divisions, and must be accessible to this operator as flagged in Operators.
If more than one location received the inventory, this location is the default, and can be changed for individual products in the details.
Module INWR can be used to control the acceptable date range for warehouse receiving as defined in Date Range Control.
Check this box if receiving all or most of the goods ordered on
the Purchase Order.
Any items that were not received can be individually
"de-selected".
If any of the parts being received are tagged to fill an Order or
W.O., a warning is generated if the shipment is being received at a
location that differs from the location on the Work Order.
Uncheck this box to receive a partial shipment of the goods
ordered on the Purchase Order.
The items and quantities received must then be selected
individually.
Notes flagged to print will print on the Warehouse Receipt.
Inventory Details:
The list of the inventory items is built from the Purchase
Order.
The 'Received' column for each product will be flagged,
according to the value entered in the Received All Items
prompt.
Confirm the items received are flagged as received, and that the
quantities received are correct.
Check this box if the item is to be received.
Uncheck this box if this item is not being received at this
time.
Scan Barcode for Receiving option:
If the 'Received' boxes are not defaulted to checked, each
product quantity can be received by scanning the product
barcode.
Click the SCAN TO RECEIVE button at the bottom of the
screen to access the barcode scan window as outlined
below.
If a Group number (e.g. +1101) had been entered on the original P.O., and is now being received, a window opens after the details are accepted, to add the new non-bulk rental product information.
A flag in "Barcode Parameters" settings of the Company Inventory Parameters can be activated, causing a barcode to be automatically generated for any product newly added to the inventory file.
A warning is triggered if the part being received at this location is to be used to fill a Work Order at a different location, so that the receiving location can be corrected.
Note: If more than one location received the inventory, and separate inventory receipts are required, the P.O. receiving must be entered separately for each location, by entering a separate receiving header.
This can always be over-typed with a lesser quantity.
To enter a greater quantity than was ordered, the flag to "Allow
Over Receiving on a P.O." must be set in the Company Inventory Parameters.
The P.O. quantity is changed to reflect this increased quantity and
the tag OVER REC'D is displayed in Purchase Orders in the expanded detail record.
Note: Negative quantities can be "received" to process a return of products to the supplier and to reduce the quantity accordingly in stock, however "Over-receiving" is not allowed on negative quantities.
This field is accessible when costs are being updated in the
Warehouse, as activated in the Company Inventory
Parameters, and the vendor has a currency exchange.
If the vendor does NOT have a currency exchange rate the LCF
freight percent can still be entered, if the prompt to "Always
Prompt For Freight % to Calculate LCF" is set in the Company Inventory Parameters or window to access the
LCF information.
This LCF is not enabled if costs are being update in the A/P invoice.
LCF Window:
e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%
LCF = (1.5753 * 1.02 * 1.03) Rounded to 4 decimal places
LCF = 1.6550
If any of these values are changed in this window, the new cost
percentages and the new LCF will be saved for this product detail
on this P.O.
This means if only portion of the quantity ordered has arrived and
these values are adjusted, when the remaining quantities arrive
this product on the P.O. will reflect the new LCF.
If the Order Conversion is incorrect, fix it in Sales Inventory.
The Purchase Order must also then be corrected in Purchase Orders to reflect the new prices and
quantities.
If "Add Tags in Warehouse" is activated in the Company Inventory Parameters, click ADD
TAG to add a new Tag.
The Fixed Asset Tag can be added with Depreciation Class, serial
number, warranty depot and expiry date.
This date defaults from the date received plus the number of
warranty days as setup for this product group in Groups.
If the "Add Tags in Warehouse" as activated in the Company Inventory Parameters is set to only add serial numbers, click ADD TAG to add only the serial number to the new Tag.
Note: The operator is NOT prompted for a serial number when a
new non-bulk product is created to replace a Group on the Purchase
Order, using the "P.O. Receiving Auto-Creates Prod# for
Groups" as activated in the Company
Inventory Parameters.
Relevant serial numbers can be entered later using Received Non-Bulk Serial # File.
The operator needs to add the new product information manually
as outlined in the Add Rental Products
window.
The Replacement Cost value will default from the Unit Cost
on the P.O.
The Owning Division on the Tag defaults from the P.O. division,
and the Location defaults from the P.O. receiving location.
If the serial number is not known at receiving the Received Non-Bulk Serial# File can be used to update
the serial number of non-bulk rental products received by
P.O.#.
If the "Mandatory Make/Model/Manufacture Date" feature is activated in the Company Inventory Parameters these three fields become required fields for non-bulk rental equipment.
If the quantity of new products added does not match the Group quantity received, the remaining Group quantity will remain as outstanding on the P.O.
Note: The restriction whether to allow certain operators the ability to add new inventory does not apply to adding inventory through a warehouse receiving transaction.
Note: If the flag to "Update Cost in Warehouse" is activated in the Company Inventory Parameters, then it is important that the Unit Costs entered on the P.O. are accurate, as they will be used for posting rather than the costs entered with the A/P invoice.
If the "Prompt For Maintenance Codes On Work Order Details" processing has been activated in Company Estimate and W.O. Parameters the Repair Code selection window is triggered to choose an optional repair code for this part.
If the Work Order is flagged for
Split Billing the distribution of the parts cost must be
entered in the Split Billing pop-up
window.
The part will always be added as a new product detail line on the
W.O. if the Work Order is flagged for split billing.
This 'Parts to be added to the W.O.' window opens for
confirmation, when sales parts being received are to be added
directly on a Work Order as quantity issued, per the information
entered on the original Purchase Order.
The prompts to confirm the parts on the W.O. include:
This column displays MSG if the part was not added automatically
to the Work Order and an alert was sent to the Mechanic or to the
Receiving Clerk.
A Part is never auto-added to Texada Web W.O. once the Mechanic has
been assigned, but an alert is sent to the Mechanic saying the part
has been received and if the FL Work Order has already been closed
an alert is triggered in SRM at the time of Receiving in case
follow-up is required.
When an item is received in the Warehouse and directly assigned to the Work Order, if the W.O. is flagged for split billing, a new product detail line is always added to the Work Order regardless of backordered parts already on that W.O.
The other receiving print options are suppressed as they are not relevant.
Click NO if a warehouse receipt is not required.
Click YES to print the receipt listing the P.O.#, the Packing
Slip#, today's date, the Clerk, the Terms, the product number and
description, the Type, Category, quantity received, the location,
and the bin#.
The P.O. Cost per Unit, the Extended Cost per Unit, and the Receipt
Total, can also be printed on the warehouse receipt, if the
'Print P.O. Cost On Warehouse Receipt' flag is set in
Company Inventory Parameters.
P.O. Notes also print on the receipt if they are flagged 'P' for
Print.
Note: If the P.O. Costs are not being printed on the Warehouse Receipt per the flag in the Company Inventory Parameters, then cost dollars are not printed for the products in the stamp either.
the Tax GL Accounts per the Vendor
Information with the dollar amounts and the GL Account
description.
Tax totals always print regardless of the 'Print P.O. Cost On
Warehouse Receipt' flag in Company Inventory
Parameters.
spaces to record Approved, Checked and Paid confirmations with checks, dates, and/or initials.
Warehouse Receipts can be setup to print later, as a batch job. This is useful for printing branch location receiving information at the Head Office. This can be setup in Divisional Printing Parameters.
Cancel out of this window if labels are not required at this
time.
Labels can always be printed later from Product Barcode Labels.
The label printing method is controlled in the "Barcode Parameters" settings of the Company Inventory Parameters which then determines which of the following pop-ups is triggered:
Zebra Labels
Confirm or re-select the desired printer.
The printer for Barcode Labels defaults for the receiving division,
and is determined in the Zebra Barcode
Printers.
Note: Zebra printing is not supported in Open Client sessions or in the SaaS environment.
Click NO if a unassigned serial report is not required.
It can be generated later from the Received
Non-Bulk Serial# File by clicking on the PRINT
button.
Click YES to print the unassigned serial report for new non-bulk
rental equipment received for this P.O.#.
The missing serial numbers can be added in Received Non-Bulk Serial# File.
Click the NO button if a packing slip is not required. it can still be printed later from Print Transfer Packing Slips.
Click the YES button to print the packing slip now.
ACTIONS:
Additional actions provided by buttons on the Warehouse
Receiving screen include:
Receiving the Product Details by Barcode:
This button is enabled once the PO as been selected, the Receiving
header information has been completed and the products on the PO
are listed on the screen. It is only useful if the
'Received' checkboxes are not already defaulted to
checked.
Click on the SCAN TO RECEIVE button to access the
barcode scan window with the following data.
Each product on the order is listed by sequence number with the
Vendor Product#, your company Product#, the primary product
Description, the current Order Quantity on this P.O. that has not
yet been received, the quantity currently selected to be received
for this line detail, and the current Balance that has not been
selected to be received.
These quantities can be updated by scanning the product barcode
or entering the barcode in the "Scan Barcodes" field.
Each time barcode is scanned the "Received Qty" count is increased
and the "Balance" count is decreased until the total quantity
currently being received has been entered.
The "Order Qty" cannot be exceeded.
When the Scan To Receive window is accepted, the Warehouse Receiving details screen is updated accordingly and the receiving can be completed.
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