Warehouse Receiving

Purchase Order Menu -> Warehouse Receiving

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'.

Using the Sales Order to Create a P.O.:
A Sales Order can be used to capture the sales products to be sold to the customer, and also to generate a Purchase Order to fill the Sales Order.

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.

Update Average Cost In Warehouse:
  • If this feature is not activated the standard process which updates the cost of the inventory items to the G/L and to the inventory sub-ledger when the A/P invoice is entered and posted, applies.
  • 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.

Prompt For Cost In Warehouse:
This option only applies if "Update Average Cost in Warehouse" is activated in the Company Inventory Parameters.
  • This feature causes a pop-up box to prompt the operator for the product cost when the item is received in the warehouse. The cost will default from the Purchase Order, but can be over-typed.
  • If the prompt for cost is suppressed, the P.O. cost for the product will be used.

Add Asset Tag In Warehouse:
There are three options for handling the Fixed Asset information when rental equipment is received in the warehouse:
  • If Fixed Asset Tags are not added when the inventory is received, the tags will need to be added in A/P Invoices and A/P Invoices By P.O.
    If the "Post Cost in Warehouse" is activated, then an existing tag must be selected from the window to determine the correct cost.
  • 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.

Print Purchase Order Cost On Warehouse Receipt:
This option can be used to print or suppress the P.O. Cost per unit, the Extended Cost per unit, and the receipt Total information, on the Warehouse Receipt generated from the warehouse receiving.

Add Parts To Work Order In Warehouse:
When new sales parts that are being ordered specifically for use on a Work Order, are entered on a P.O. in Purchase Orders, then the category type 'W' and W.O.# can be assigned to the product detail on the P.O. to link the P.O. detail to the relevant Work Order.
  • This option can be used to cause any sales parts that have been assigned a W.O.# on the P.O. detail, to be added directly to that W.O. as quantity issued at the time the item is received and accepted in Warehouse Receiving.
  • 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.

Allow Over Receiving On A Purchase Order:
This option can be set to prevent quantities greater than the Purchase Order quantity, from being received in the warehouse for a P.O., or can be set to allow the receiving clerk to over-ride and increase the quantity being received against a P.O.

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.

Central Purchasing and Distribution:
This process controls inventory ordering and receiving from a central location, and then monitors distribution by branch transfers to the end locations.
Refer to Central Purchasing Overview for details.

Allow for Prep or Setup Time before Renting:
When non-bulk rental equipment is received into inventory it can be automatically flagged as "suspended" to allow for preparation or setup time before it is rented or included in the Utilization analysis statistics.
This feature only applies to non-bulk rental equipment belonging to a Group that is set to 'Suspend Upon Receipt'.
The suspension period is based on the receipt date plus the "Days On Suspension After Product Received" defined in the Company Inventory Parameters, or is terminated if the equipment is rented.

Note: To automatically lift suspension using the expiry period, the program RSPFS01 must be included in the Automatic Job Scheduling to run daily.

Non-Inventory Orders on the P.O.:
The ability to order an item on a Purchase Order that does not have a product number is controlled by the "Allow Non-Inventory Items On PO Details" flag in the Company Security Parameters.
Any Non-Inventory items ordered on a P.O. are ignored in Warehouse Receiving and the P.O. is automatically "closed" when the expense is entered in A/P invoices.

Warehouse Receiving Transaction Housekeeping:
The maximum number of warehouse receiving transactions for a single Our Product# with a specific Vendor Product# received at the same location, is 9999.
The Purge Warehouse Receiving utility can be run to delete old receiving transactions allowing more to be entered for that product/location combination.
Deleted records are tracked in the Audit Log.

Receiving Inventory in the Warehouse:

After activating the "Two Step" inventory receiving method and setting the preferred parameters in Company Inventory Parameters, new purchases can be received into stock in the warehouse.

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:

Enter the Purchase Order number printed on the packing slip, or match up the packing slip to your outstanding Purchase Orders, or selected the P.O. from the Purchase Order Search window.

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.

The Sales Order number is displayed for reference if this P.O. was created directly from the 'Generate P.O.' option on the Sales Order Totals screen to fill a specific order.
The field reflects the Order number from either generating a standard P.O. or generating a Drop Ship P.O.
Standard P.O. from Order:
This action has just created the P.O. to order the products.
It does not prevent the Order from being billed before P.O. receiving is completed, nor does the receiving automatically fill the Sales Order.

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 defaults from the Purchase Order.
Accept the P.O. location or enter the location which received this inventory or select one from the drop-down list.

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.

Accept today's date, or type in the correct date that the shipment was received.
The Date Received becomes the Date in Service in Make/Model and Re-Order Information for non-bulk rentals.

Module INWR can be used to control the acceptable date range for warehouse receiving as defined in Date Range Control.

Enter the optional number on the Packing Slip.
This will help cross-reference the inventory receipt later on, when backtracking inventory receipts.
This Packing Slip # can be viewed in A/P Invoices By P.O. in the product detail line.

This is a default value for receiving products on this P.O., that can be changed on specific products that are or are not being received.

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.

The original Purchase Order can be viewed by clicking on the VIEW P.O. button at the bottom of the screen.
The P.O. notes can be reviewed and modified from the P.O. header, in the window on the P.O. Notes field.
These notes will be viewable when the order is invoiced in A/P Invoices By P.O.

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.

The vendor product number from the Purchase Order will display.

This value will reflect the selection made in the Received All Items field in the receiving header information.

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.

The product number will display.
The product description will display in the expanded product detail record.

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.

The location selected above will display.
Accept the default location, or if this product was received at a different location then enter the correct location, or select one from the drop-down list
The location must be a valid location for inventory, as identified by the flag in Divisions.

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.

The quantity still on order from the P.O. is displayed as the default.
Verify that the quantity received matches the actual amount of inventory received for this item at this location.

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.

If the product has been re-ordered by location using the Central Purchasing feature as outlined in Central Purchasing Overview, the Receive By Location window opens to capture the quantities to be distributed to each location.

This Landed Cost Factor value displays.
This LCF is used to include the exchange, brokerage, duty, and freight, in the cost of an imported product.
The factor will be used to convert the costs, to the final purchase cost.

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:

If this Vendor has been assigned a currency in Vendor Information, other than the company currency in Company Information, the currency exchange rate as setup in Currency Codes displays. This may be over-typed if required.
This value is used in the LCF calculation.

The Duty/Brokerage percent from the Vendor Information, displays. This may be over-typed if required.
This value is used in the LCF calculation.

The Freight cost percent from the Vendor Information, displays. This may be over-typed if required.
This value is used in the LCF calculation.

The new LCF displays using the formula :
LCF = Round((Exchange * Duty/Brokerage X Freight),4)

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.

The Unit of measure will display from the P.O.

The order conversion will display from the P.O., which indicates how many units are in the Unit Of Measure.
e.g. how many units are received in the Box, Case, Package.
It is very important to check that the conversion is correct.
If 2 boxes of 6 are ordered (order conversion = 6), then 12 each will be put into inventory NOT 2 each.

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.

Enter the bin # where this item is stored when applicable.

The current cost per unit for this product is displayed.
This cost field is only enabled if the "Prompt for Cost in Warehouse" has been activated in Company Inventory Parameters to allow the correct cost to be captured at the time of receiving and to be posted using Post Warehouse Cost Adjustments.

This applies to Rental Products only.
For bulk items a tag can be selected from the "Select Asset Tag" window or a new Tag can be created.
For non-bulk equipment a new tag can be created from the "Select Asset Tag" window as follows:

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.

Click ACCEPT twice, once for the last product detail and once for the screen.

Confirmation Screen
Select one of the following options:
  • Select Process Details to accept the entries above and write the Warehouse Receiving records.
  • Select Return to Details to return to the product details to make further changes.
  • Select Abort Changes to exit without saving.
    If a tag has been already added, and is no longer required because the P.O. is not being accepted, the tag should be deleted in Delete Fixed Asset Tag#.

Add Non-Bulk Product from Group Window
If a Group (+ group#) representing a non-bulk rental product, was received on the P.O. the new non-bulk rental product needs to be added to the inventory fleet using one of the following methods:

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.

Serial Numbers for Sales Parts Window
The Receive Serial Numbers window is triggered if a Sales product has been received that has been setup as a serialized sales item in Sales Inventory and is NOT flagged to enter the serial numbers at Time of Sale.
Enter the same number of serial numbers to equal the quantity received.

Cost Window
This window only opens if a miscellaneous sales part having a cost type to Prompt for Cost is being received, that is to be used directly on a Work Order, as indicated on the original P.O. detail.
The P.O. receiving cost is displayed. This can be over-typed with the correct cost per unit of the miscellaneous item being used on the W.O.

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.

Parts To Be Added To Work Orders Window
The processing to "Add Parts to Work Orders in Warehouse" can be activated in Purchase/Receiving Settings in the Company Inventory Parameters to cause any sales parts that have a Type W and a W.O.# assigned on the P.O. detail, to be added directly to that Work Order.

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:

The W.O.# from the product detail on the original P.O. displays.
This W.O.# cannot be changed, but if the W.O.# or any part of the displayed record is not correct, the entire detail line can be deleted.

The sequence number of the product detail displays.
This is used to track the number of product records from this receiving for each W.O. This is display only and cannot be changed.

The sales part number displays. This is information only.

The product description from the P.O. displays.
This can be over-typed if it show display a different description on the W.O.

The quantity of the sales part being received is displayed.
This quantity will be put on the W.O. as used.

The price each of the sales part displays.
This will be the price per unit used on the W.O. and can be over-typed here if required.

The current Average Cost each from Sales Inventory displays.

This column displays ADD if the part received will be automatically add to the Work Order.

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.

Expanded Record
Click EXP/CON to view the Customer Billing Name from the Work Order, and to access the Repair Code.
The Repair Code can be modified if required.

Click ACCEPT if the details are correct. These parts are added to the W.O. as issued.
Click CANCEL if the details are NOT correct and make the changes, or delete records that should not be added to the W.O.

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.

This screen is only generated if the P.O. was created from a Sales Order.
The order can now be filled and the customer can be invoiced for the sales parts as outlined in Bill Sales Order.
Refer to Purchase Order from Sales Order Overview for details on this feature.

The other receiving print options are suppressed as they are not relevant.

A printer can be selected from the Printer option located on the menu bar at the top of the screen.

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.

Approval Stamp:
A flag in the Divisional Printing Parameters can be set to include an approval stamp on all 'Work Order Receipts' for that division.
The stamp prints:
  • a breakdown of the costs of the purchases by Inventory GL Account# from the Product Class, with the dollar total that will post to that account for the cost of the purchases and the GL Account description

    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.

The Product Barcodes To Print window to allow the barcode label quantity to be updated, is triggered after the Warehouse Receipt is printed, and if the print barcode labels in Warehouse Receiving has been set in the "Barcode Parameters" settings Company Inventory Parameters, and if barcodes have been entered in Product Barcodes for the received products.

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:

Jasper PDF Labels
The Select Form To Print window to select the label form and position for printing is only triggered when product barcode labels are printed using Jasper PDF as configured in the "Barcode Parameters" settings of the Company Inventory Parameters.

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.

This prompt applies only to Zebra printing.
Confirm or re-select the desired printer.
Click NO if the labels need to be reprinted again now.
Click YES if the labels printed successfully.
This prompt is only triggered if new non-bulk rental equipment has been added to inventory manually or automatically from the P.O. to complete a receiving of a Group, and no serial number was entered for the new equipment.
A printer can be selected from the Printer option located on the menu bar at the top of the screen.

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.

If an Internal Branch transfer record was generated for a product re-ordered by location using central purchasing and distribution, a packing slip can now be printed for shipping to the end location.
A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

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.

Additional actions provided by buttons on the Warehouse Receiving screen include:

Topic Keyword: INWR20
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