Receiving Submodule

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Overview

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Receive a PO

1. Go to Purchase Orders → Receiving → Receive Items.
2. On Delivery Information, fill in:
   • PO Number from packing list.
   • Delivery Date defaults to today; you can adjust as needed.
   • Freight Carrier type to filter.
   • Bill of Lading from paperwork - usually the delivery driver hands you this.
   • Printer select your label printer.
3. Click Continue to open the PO.
4. After the PO opens, select and verify the item:
   1. Pick the Part # from the dropdown (this shows the item(s) on the PO).
   2. Verify Description and part match the packing list.
5. Enter the quantity:
   1. If you received the full amount, click Full; otherwise type the partial Total Qty.
   2. Make sure the unit shown on screen is the unit you enter. Convert first if needed. The system will convert to storage gallons for liquids.
   3. Enter a date in Expiration if applicable.
   If you’ve accidentally entered a larger amount than you meant to while receiving, you can enter a negative number to correct that entry. You have to add a Note before continuing.For example, let’s imagine you were receiving a PO with an Ordered Qty of 5, but you accidentally entered 7 in Total Qty and clicked Receive .In this situation, you can go back to this PO and follow steps 1 to 5, but this time you would enter -2 for Total Qty. Then, you would type in a Note explaining how you entered too much and this edit is to back it out.
6. Configure tag printing - the right side of the screen shows how many tags print and how quantities split per tag:
   1. # of pallets: number of tags to print (use 1 per pallet/drum/pail/etc.; e.g., 18 pails → 18 tags).
   2. Breakdown (optional): split uneven pallets; all lines must sum to the total or you’ll get an error.
   3. Container: select what type of container you’re printing tags for.
      1. This controls duplicate copies per tag: the system defaults to 3 Dupe Tags for drums and 2 for totes, and 1 for every other type.
      2. You can also manually enter a Dupe Tags number.
7. Attach required documents
   1. Under PO Documents, click Upload Document.
   2. Select your scanned packing list and BOL.
   3. Click Start upload.
8. Click Receive. Your selected printer will print the tags (e.g., 18 tags for 18 boxes).
   1. At the bottom right of your screen, you’ll see a notification saying “Part successfully received”.
   
9. Tag the product & move to storage:
   1. Take printed tags to the product. Double check the description on the tag matches the vendor label on the item; also check the quantity.
   2. If there’s no vendor description or it doesn’t match, escalate (lab may test/verify) before tagging.
   3. After tagging, use Inventory → Material Handler to scan the tag and move it to a rack location (scan location barcode; Check In).
      To learn more about this process, check out Material Handler.

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Troubleshooting

• Tags didn’t print: Reprint from Manage Purchase Orders → View/Edit PO and click Print Tags on the delivery (this sometimes happens if your printer disconnects after a Wi-Fi drop).
  1. This reprints the tags that should have been printed from Receiving.
• Non-inventory items (e.g., maintenance parts): You don’t need to print labels; just enter quantity, upload paperwork, and click Receive.
• Wrong unit entered: Back it out with a negative quantity and add a Note explaining the correction; re-enter with the correct unit.