Receiving Inventory

How to Receive Inventory

You can get to this part of the system by clicking on the Inventory link in the blue Admin Toolbar and then clicking on the Purchasing button in the drop-down bar to see a list of all active Purchase Orders. Alternatively, you can access your Purchase Orders from Receiving, or to create a new Receiving Order without a Purchase Order, you can click New Receiving Order.

How Receiving Orders Work

Receiving Orders are created either from a Sent Purchase Order or from scratch, if you are not using our Purchase Orders. Every shipment you receive will generate a Receiving Order. The easiest way to access them is if they are tied to a PO, you can go to Purchasing and see any RO's that have been created so far from the original Purchase Order, and/or you can continue receiving on the order. The other method is just to start with a Receiving Order.

The main interface for your Receiving Orders is under Inventory > Receiving. You can open any Receiving order by clicking on its RO Number (in blue near the left side of each line item). You can also click in the date field (with the small gray calendar icon) to choose a date range during which your desired order was created. The Search on the right allows you to search by PO Number, Vendor name, PO Status, or by product SKU, UPC, or Manufacturer ID for individual products on order. Orders that have not yet been fully received can be deleted by clicking the X button on the far right.

Creating a Receiving Order from a Purchase Order

If you have already sent in a Purchase Order and you get your first shipment on the order, you can begin Receiving the inventory in our system. To do this, go to Inventory > Purchasing, click the check-box for Sent, and find your original Purchase Order and click on its PO Number to open it. You will see all of the original items in the order (and this will happen every time you open the order, even if you've received inventory on it previously), and in the upper left click the Start Receiving button.

Once the order is open, you will see all items from the original Purchase Order (even those that have already been received) listed for you. Each will have its check box on the far left in place initially. If you did not yet receive an item, un-check that box and it will be saved for a future receiving order by going into Back Order (more below). In the upper right, you can enter the amount you paid for freight for the shipment, and the system will automatically divide that cost on a proportional basis among the items in the RO (see image below).

For the line-item costs, find your invoice for the shipment and enter the Total for each line item, and the system will automatically do the math and figure the per-item cost for you. If you have entered your shipping cost already, the system will automatically divide it among the items based on their quantities and prices on a weighted basis. NOTE: If you do not wish for the system to track your shipping costs per item, you can delete the amounts it enters into the shipping column for each line item.

If there are items for the order that you did not receive in this shipment, un-check the checkbox in the Now column for each of those items. The item will be grayed out and will automatically go into Backorder status so it can be received in the future. NOTE: If you want to remove an item from the order permanently, follow these steps: 1) set the quantity box next to Now to 0, 2) un-check the No BO checkbox on the far right, and 3) check the checkbox on the far left for Now. If you see the Now quantity box and the Total box for Cost turn red, the item will be permanently removed from the Order when you complete it.

At any point you can Print your Order, if needed. You also have the option to save a Draft. Once you have completed the Receiving Order, click the Complete button and your inventory totals for each active line item for quantity and costs will be added and saved to the system. You will then be offered the option of printing barcode labels for all items in the RO, and you can print all or part of the list of labels as needed.

Receiving Back-Ordered Inventory

If an order gets broken up into multiple shipments, you can continue receiving by going to Inventory > Purchasing and check the box for Back Ordered. The most recent orders will be at the top of the list, and you will be looking for the original Purchase Order you made. Click on the PO Number and you will see your original PO complete with all items in the order.

In the upper left, any completed Receiving Orders will be listed with their dates of completion, any saved Drafts of Receiving Orders will be listed without dates and you can click on the link to open the draft. If you just need to receive back-ordered inventory, click the Continue Receiving button.

Once the order is open, you will see all remaining available back-ordered items (those that have not yet been received) listed for you. Each will have its check box on the far left in place initially. If you did not yet receive an item, un-check that box and it will be saved for a future receiving order by going into Back Order. In the upper right, you can enter the amount you paid for freight for the shipment, and the system will automatically divide that cost on a proportional basis among the items in the RO.

For the line-item costs, find your invoice for the shipment and enter the Total for each line item, and the system will automatically do the math and figure the per-item cost for you. If you have entered your shipping cost already, the system will automatically divide it among the items based on their quantities and prices on a weighted basis.