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INVENTORY RECEIVING PROCESS

INVENTORY RECEIVING PROCESS:

When items are received that you will be reselling either through POS or through Service Work Orders they need to be “RECEIVED” into Inventory to keep the Quantity on Hand and the Cost correct for all transactions.

Go to Inventory Management – Purchasing – Inventory Receiving

  1. Enter the Vendor Number – You can press F6 to get a list of vendors – type in the beginning part of the vendor name and the search will narrow down the list.
  2. Enter the Receiver Number – This can be the Invoice number or a Packing List number or any other identifier number from form being used.
  3. Enter the Receiver Date – This is the date you received the items
  4. The Clerk ID will auto fill with the Clerk information that is logged into the work station.
  5. You can enter Comments if you wish
  6. If a Purchase Order was created and sent to the vendor, you will click in the PO Number box, F6 to get a list of open purchase orders for this vendor and select the purchase order tied to this delivery.   It is not required to have a purchase order to enter a Receiver.  If you do not have a purchase order click on the Word “NONE” in the PO Number box to display the first row in the lower grid.

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This section explains how to enter a Receiver when NO PURCHASE ORDER was created.

  1. Click in the Part Number box and type in the part number, type the “\” and the part description such as “\Paint”, to search, F6 will bring up the full inventory list or F8 if this is a brand new part/item that needs to be added to inventory.
  2. If you have never purchased this part from this vendor you will be prompted “This Part does not exist for this vendor.  Would you like to add it?” – Answer yes.

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  1. The cursor then moves to the “Rcvr Qty” – enter the number of parts/items received for this part/item.
  2. Next enter the Rcvr Cost for this part/item.
  3. If this is the first time you are purchasing the part/item the box “Update Cost/Price” will be checked.   This will update the cost of the item in your inventory and if there is a desired margin entered for the part it will recalculate the Price.
  4. Once all items are entered from the Packing Slip/Invoice, click the green check mark at the top.

Here is what your screen will look like once completed.

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This section walks through creating a receiver when you have a purchase order for the parts/items.

Numbers 1-5 will be followed as per above.

  1. In the PO Number box – F6 to get a list of open purchase orders for this vendors and select the purchase order associated with this receipt.   This will pull in all lines on the Purchase order so you will not need to look up the part numbers.
  2. Find each item received and enter the “Rcvr Qty” and the “Rcvr Cost”.   If you did not receive the full order you MUST enter a “0” ZERO in the “Rcvr Qty” these lines will remain Open and available for you to receive in the future.
  3. Once all items received have been entered and the costs verified and price adjusted if necessary, click the green check mark at the top of the page.

This is a screen shot when you have a Purchase Order and not all items are received:

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Please note that this document does not cover the receipt of Special Orders.

**If at any point you run into any issues, feel free to email [email protected] for assistance.**