3.1Receiving
The Receiving Log Cards provide you with ways to receive items from a Working Purchase Order while automatically updating your inventory database. The Open Receiving Log allows you to receive items and allocate freight. The Closed Receiving Log is a record of the Open Receiving Log and can be modified.
Open Receiving Log
Open Receiving Logs contain information from a Working PO. When an Open Purchase Order is posted, it creates a Working Purchase Order. When this Working Purchase Order is received, it creates an Open Receiving Log.
Figure 3-1Receive 1
Receiving Items from a Working Purchase Order
This section will help you understand how an Open Receiving Log is created and used.
Purchase Order, Vendor and Receiving Information
From a Working Purchase Order, selecting the Receive button will create an Open Receiving Log.
1
From the Working Purchase Order, select Receive.
Figure 3-2Receive 2
2
Selecting the Receive button will open a new Open Receiving Log with the items from the purchase order automatically entered.
Figure 3-3Receive 3
3
The Open Receiving Log will automatically have a receiving log ID assigned. The numbering sequence comes from what was set up in General Preferences.
Figure 3-4Receive 4
4
The Purchase Order information will be automatically entered from the purchase order.
Figure 3-5Receive 5
5
The Vendor information asks you for the Vendor Invoice ID and the Invoice Date. Enter this information. The Exported Date refers to the Purchasing Journal. This information will be useful in the Closed Receiving Log, but you can ignore it in the Open Receiving Log.
Figure 3-6Receive 6
6
The Receive information asks for the Receiving Date, and the person the order is being received by.
Figure 3-7Receive 7
The Receiving Log Table
1
The receiving log table will display all the items ordered on the purchase order and the quantity that was ordered.
A. To edit the information displayed in the table to show specific columns that you want/need to see:
i. Right click anywhere in the table. A small menu will appear. Choose the Select Fields option in the menu.
Figure 3-8Receive 8
ii. A new window will open showing all the available fields on one side of the screen and the currently selected fields being shown on the other side of the screen.
Figure 3-9Receive 9
The buttons in the middle will allow you to edit this list.
Copy: The Copy button will copy the highlighted field in the Available Fields List over to the Selected Fields List.
Copy All: The Copy All button will copy the entire list from the Available Fields List over to the Selected Fields List.
Clear: The Clear button will move any highlighted field in the Selected Fields List back to the Available Fields List.
Clear All: The Clear All button will move the entire list from the Selected Fields List back to the Available Fields List.
Move Up: The Move Up button will take a highlighted field in the Selected Fields List and move it up above the field ahead of it. This will change the order of the columns displayed on the receiving log.
Move Down: The Move Down button will take a highlighted field in the Selected Fields List and move it down below the field below it. This will change the order of the columns displayed on the receiving log.
NOTE: |
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There are fields that must be on the Receiving Log and are therefore not available in the window to be changed or adjusted. These fields are Ordered, Remaining, Received, Vendor SKU, Description, Cost, Extended Cost, Freight, and SKU. If you clear the whole Selected Fields List and close the window, the fields above will be the only fields displayed. |
iii. Once you have arranged the column fields in the order that you would like, select OK and the window will close.
Figure 3-10Receive 10
iv. The Open Receiving Log will now reflect the changes made to the column selection
B. The table will also have the action comment check box and the update check box. If these check boxes were checked in the purchase order, they will be checked here. If they are not already checked, you can check them from the Open Receiving Log.
i. To view/edit the action comment, right click in the table and select the add/edit action item(s) option.
Figure 3-11Receive 11
ii. If the box was checked, the action comment will be displayed. If the box was not checked, add a comment by typing a message, and select OK when finished.
Figure 3-12Receive 12
iii. The check box will remain checked if the comment was edited, and will become checked if a comment was added.
Figure 3-13Receive 13
C. The Update check box is also located in the table. If the Update check box is checked, any changes to the item’s vendor cost will be updated on the item’s Item Card. For more information on action comments, or the update check box, see the Open Purchase Order.
Figure 3-14Receive 14
Receiving Items
After the receiving log has been created, you must receive the items that need to be added to your inventory database.
There are three ways of receiving of item
1. Manually entering the number received
2. Using the Receive All Button
3. Using the Receive with Scanner Button
Manually Receiving an Item
1
Find the item that you are receiving and click in the Receive field.
Figure 3-15Receive 15
2
Enter the number of items being received and select the Enter key.
3
Continue down the list of items in the receiving log until all items needing to be received have been received.
Figure 3-16Receive 16
4
Once all the items have been received, the subtotals will be in the panel at the bottom of the screen.
Figure 3-17Receive 17
5
The numbers in this panel will total the numbers entered in the Ordered, Remaining, Received, and Cancelled columns.
Using the Receive Remaining Button
If all the items in the receiving log have been received, you can eliminate the time it takes to manually enter the numbers and use the Receive Remaining button.
1
Make sure that all the items in the receiving log need to be received.
2
Select the Receive Remaining button.
Figure 3-18Receive 18
3
All of the items’ Receive column will change to the number in the Ordered column.
Figure 3-19Receive 19
4
The subtotal numbers will reflect the table when all the items are received.
Figure 3-20Receive 20
Receiving Items Using the Scan Receive Button
If the items you have received have barcodes and/or can be scanned, you can use the Scan Receive button to make the whole receiving process faster. The Scan Receive feature provides a way to unbox, receive and label items all in one step.
1
Select the Scan Receive button.
Figure 3-21Receive 21
2
A new window will open with a column for you to scan the item.
Figure 3-22Receive 22
3
When you scan an item’s barcode or any alternative ID, the Item’s SKU will be entered into the SKU entry field and the rest of the information will be filled in automatically.
.Figure 3-23Receive 23
4
Continue scanning the items you have received, and they will be added inside of the scan receive window.
5
Once all of the items have been scanned, select the Add to Receiving Log button.
Figure 3-24Receive 24
NOTE: |
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If you do not select this button and simply close out of the window, none of the items you just scanned will be in the table. You must select this button to retain the information. |
6
When the window closes, the information will be in the table.
Figure 3-25Receive 25
Printing Labels Using Scan Receive
When using the Scan Receive feature, there is an option that can be enabled to print barcode labels as the items are scan received. The receiving clerk can unbox, scan receive and label items within seconds. Printing labels as the item is received prevents the staff from having to go back later and have to print and match labels to the coordinating merchandise.
1
To enable this feature, go to General Preferences > Purchasing & Receiving > Receiving Log Options > Print Label when Item scanned in Scan Receive.
Figure 3-26Screen Shot 2017-05-27 at 9.27.40 AM
2
Scan each item into the Scan Receive window. With the preference enabled, a barcode label for each coordinating item will print immediately after the item is scanned.
3
When all items have been scanned, select the Add To Receiving Log button.
Figure 3-27Screen Shot 2017-05-26 at 10.16.58 AM
4
Review the Receiving Log and when ready, post the Receiving Log.
Figure 3-28Screen Shot 2017-05-26 at 10.40.17 AM
Adding Items to an Open Receiving Log
After a purchase order has been created and posted, you still have the ability to add items to a receiving log. Any items that are added will have a pink line, to show that the item was not originally on the purchase order.
1
To add an item, manually type the Item SKU in the SKU field, or the Vendor SKU in the Vendor SKU field.
Figure 3-29Receive 26
2
When you select Enter, the item will be entered, the line will turn pink, and the Receive, Cancel, Vendor SKU, Cost, and Freight fields will become available for you to enter the necessary information.
Figure 3-30Receive 27
NOTE: |
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A received amount of one will automatically be entered into the Received field, but this can be changed by typing a new number in the field. |
3
After you have all the correct items entered in the Open Receiving Log, you can continue in the process of posting.
Cancelling Remaining Items
When you need to cancel items that were previously on the purchase order, you can do this in the Open Receiving Log.
There are two ways to cancel items from an Open Receiving Log
1. Manually type in the Cancelled Items
2. Use the Cancel Remaining button
Manually Typing in the Cancelled Items
1
Click on the line with the items that need cancelling.
Figure 3-31Receive 28
2
In the Cancel field, type the quantity of the item that needs to be cancelled.
Figure 3-32Receive 29
3
When you select the Enter key, the cancelled amount will be displayed with the subtotals.
Figure 3-33Receive 30
4
When you have received and/or cancelled all the items necessary, select Post and the item(s) will be cancelled.
Cancelling using the Cancel Remaining Button
If you need to cancel more than one item, or you need to cancel all items that are remaining, you will want to use the Cancel Remaining button.
1
Open the correct Receiving Log that has items that need cancelling.
2
Select the Cancel Remaining button.
Figure 3-34Receive 31
3
Any items in the Remaining field will be counted as cancelled in the Cancel field.
Figure 3-35Receive 32
Printing Labels
You have the ability to print labels from the receiving log for the items that are being received.
1
Select the Print Labels button.
Figure 3-36Receive 33
2
This will open the Label Print Queue and it will hold all the items that are being received in the receiving log.
Figure 3-37Receive 34
3
The copies will be the quantity that goes with each item being received.
4
Select the Print Labels to Printer button and they will print.
Figure 3-38Receive 35
Viewing and Adding Comments to an Open Receiving Log
When you select the Comments button, any comments that were added to the Purchase Order will be in the Comments box. You can add to these comments by typing in the fields.
Public Comments will be printed on the Receiving Log.
Private Comments will not be printed on the Receiving Log but saved for future reference.
Figure 3-39Receive 36
Figure 3-40Receive 37
Discounting an Open Receiving Log
There may be cases when prices change from when you create a purchase order and when you receive the items ordered. In the Open Receiving Log you have the ability to discount single lines or to discount the entire order.
Discounting All Lines in the Open Receiving Log
1
Open the receiving log and receive the necessary items for this log. For information on how to receive items, see Receiving Items in an Open Receiving Log.
2
Once the items have been received, select the Discount button located near the bottom of the screen.
Figure 3-41Receive 38
3
A window will open giving you three options for applying a discount to the purchase order. You can discount all the lines in the purchase order, discount only the selected line or set vendor cost to not update for the items being discounted.
Figure 3-42Receive 39
4
Select which discount you would like to use, and enter the discount amount.
Figure 3-43Receive 40
5
The discount will then be applied. If you selected to discount all lines, all the items will be discounted. If you chose to discount only the selected line, only that line will be discounted.
NOTE: |
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If you are discounting by line, you can only discount one line at a time. |
Allocating Freight
When you enter the total freight you have the option to allocate the freight to the items. Clicking on the Allocate Freight button will display a window with different allocation options. Select a freight allocation type and select the OK button to complete the allocation.
Figure 3-44Receive 41
Figure 3-45Receive 42
NOTE: |
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If you do not want to allocate freight in the Open Receiving Log, you have the ability to allocate freight in the Closed Receiving Log. |
Posting an Open Receiving Log
Once items have been received and totals are correct, you can post the Open Receiving Log. Doing so will move this receiving log to a Closed Receiving Log.
Figure 3-46Receive 43
NOTE: |
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If all the items are received then the purchase order will become closed. If there are still items to be received, the purchase order will remain in Working Purchase Orders. |
Receiving Items with Serial Numbers
In General Preferences there is an option to require a serial number at the time the item enters your inventory. If this is selected and you are receiving items that require serial numbers, when you post an Open Receiving Log, a window will open asking for the serial numbers.
1
Once the receiving log is complete and ready to be posted, select the Post button.
Figure 3-47Receive 44
2
A window will open asking for some receiving information and will have a section for serial numbers.
Figure 3-48Receive 45
3
If you know the serial number(s), enter them here.
Figure 3-49Receive 46
4
To view a list of serial numbers for a particular item, they can be seen on the Item Card.
5
Select OK and the Open Receiving Log will be posted to a Closed Receiving Log.
Receiving Case Lots
Receiving Case Lots is very similar to receiving regular items.
1
When a case lot is received, the line will be brown.
Figure 3-50Receive 47
2
If you are receiving the correct number of cases that you ordered, you will complete the Receiving Log as normal. Enter the number of cases being received, and post the Receiving Log.
Receiving Partial Cases
There may be some situations where you order by case, but you receive less than the amount that comes in a case. For situations like these, you can receive in base units. Receiving in base units allows you to cancel the case that was ordered, and enter the number of items that were actually received. Receiving in base units can be completed in the Open or Closed Receiving Log.
1
To receive in base units, right click on the case lot line that needs to be corrected and select Receive in Base Units.
Figure 3-51Receive 48
2
A new window will open showing you the item information, and how many cases were ordered and received.
Figure 3-52Receive 49
3
In the Base Rcv field, you will enter the total number of items that you are actually receiving.
Figure 3-53Receive 50
4
EVO will automatically subtract that number from the original ordered amount, and enter the number of items needing to be cancelled. If this information is correct, select OK.
Figure 3-54Receive 51
5
The Receiving Log will now show the case(s) as cancelled, and will add the item as individual items with the correct number received.
Figure 3-55Receive 52
6
At this point, you are able to edit any costs if necessary, and you can post the Receiving Log.
Receiving Bundles
Receiving a Bundle is very similar to receiving regular items.
When a Bundle is received the line will be yellow.
Figure 3-56Receive 53
NOTE: |
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When a bundle is received, it is received on one line, but the individual components' Item Cards will be updated when they are received, as well as the bundle Item Card. |
Receiving Styles
Receiving a Style item is slightly different than receiving a regular item. You will use the same grid to receive your style items as when you ordered them.
1
When a Style is received the line will be green.
Figure 3-57Receive 54
2
You have two options for receiving the items.
3
The first option is to use the Receive Remaining button. Selecting this button will work the same as with regular items, and will receive all the items remaining in the style grid.
Figure 3-58Receive 55
4
The second option is to receive each member style item individually through the style grid. To open the style grid, double click on the style description.
Figure 3-59Receive 56
5
The style grid will show each member style item, and gives you the ability to receive each of those items individually. You can go through each item and receive the correct number by tabbing through the grid and changing the quantities.
Figure 3-60Receive 57
6
You can also receive the same number for a whole row/column. To do this, use the buttons located at the side of the row, or top of the column.
Figure 3-61Receive 58
7
You can also receive the same number for the whole grid. To do this, use the ALL (Recv) button.
Figure 3-62Receive 59
8
You will also use this style grid to cancel items, as well as change any costs.
9
Once you have finished, select OK and the information will be in the Open Receiving Log.
Figure 3-63Receive 60
Receiving Purchase Orders with Foreign Exchange Rates
If a purchase order was created using foreign exchanges rates, the receiving log will look different than when you receive a regular purchase order.
1
From a Working Purchase Order, select the Receive Button. You will notice the same foreign exchange rate information on the Working Purchase Order that was on the Open Purchase Order.
Figure 3-64Receive 61
2
The Open Receiving Log will open and you will see next to the totals, the foreign exchange rate information.
Figure 3-65Receive 62
3
The Foreign Currency boxes will allow you to switch from the foreign rates to your base rate.
Figure 3-66Receive 63
4
The Conversion Rate will show the rate that you entered on the purchase order.
Figure 3-67Receive 64
5
Final Cost is where you will enter the final dollar amount that you paid to receive the order. This number may vary from the purchase order cost due to fees or other expenses charged depending on where you are receiving the order from.
Figure 3-68Receive 65
6
When you enter the final cost, you need to allocate it. Doing so will automatically change the conversion rate to what it ends up becoming when the fees, etc are added in.
7
The Grand Total of the Receiving Log will reflect the Final Cost, plus taxes and freight.
NOTE: |
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If you do not know the fees that will be applied, you can also enter this information on the Closed Receiving Log. |
Closed Receiving Log
A Closed Receiving Log is almost identical to the Open Receiving Log, but the difference is that all the items on the receiving log will be received. There are some fields on the Closed Receiving Log that can no longer be changed, but some fields can still be modified. To learn how to use the Closed Receiving Log, see the options below. To open a Closed Receiving Log, go to the Navigator, open Inventory, Receiving, and select Closed Receiving Log.
Figure 3-69Receive 66
Modifying a Closed Receiving Log
A very useful feature of EVO is the ability to modify a Closed Receiving Log. There may be times when you do not know all the information necessary for a receiving log when you post it. The modification feature allows you to post a receiving log, and then go back later to edit information. This is especially useful for editing tax and freight, cancelling items, or adding items to a Closed Receiving Log.
1
Open the Closed Receiving Log.
2
You’ll see that all of the fields are grayed out and can not be edited. Select the Modify button.
Figure 3-70Receive 67
3
Once the Modify button has been selected, the fields that can be edited will appear in white colored cells.
Figure 3-71Receive 68
4
Edit any of necessary fields on the Closed Receiving Log. When finished, select the Save button and the information will be saved.
Figure 3-72Receive 69
5
If received quantities were modified and the new quantities are less than the ordered quantity, a message will appear asking the clerk if they want to move the PO back to Working.
Figure 3-73Screen Shot 2017-10-02 at 2.07.28 PM
6
Select Yes and the print dialogue will appear.
Figure 3-74Screen Shot 2017-10-02 at 2.11.44 PM
7
Choose a print option, then the PO will move back to a Working PO. When the ordered quantities are fully received at a later time, the PO will move back to a Closed PO.
Adding Items to a Closed Receiving Log
There may be times that you need to add an item(s) to a Closed Receiving Log for substitutions, etc.
1
Open the Closed Receiving Log.
2
Select the Modify button.
Figure 3-75Receive 70
3
The SKU field will become available.
Figure 3-76Receive 71
4
Enter the SKU of the item(s) being added to the receiving log.
5
When the item is entered, the line will be pink. This is to differentiate the added items from the original items on the purchase order.
Figure 3-77Receive 72
6
Select the Save button and the item will be saved to the receiving log.
Figure 3-78Receive 73
Cancelling All Items on a Closed Receiving Log
There may be times that you need to cancel all item(s) on a Closed Receiving Log when none of the items can be fulfilled.
1
Open the Closed Receiving Log.
Figure 3-79Screen Shot 2017-10-02 at 2.14.43 PM
2
Select the Modify button.
Figure 3-80Screen Shot 2017-10-02 at 2.14.43 PM
3
Select the Cancel All button.
Figure 3-81Screen Shot 2017-10-02 at 2.16.30 PM
4
A cancellation notification will appear.
Figure 3-82Screen Shot 2017-10-02 at 2.17.14 PM
5
Select Continue to continue with cancelling the previously received quantities and set the received value to zero.
Figure 3-83Screen Shot 2017-10-02 at 2.17.14 PM
6
The "Received" and "Cancelled" quantities will be recalculated.
Figure 3-84Screen Shot 2017-10-02 at 2.19.31 PM
7
Select the Save button and the print dialogue will appear.
Figure 3-85Screen Shot 2017-10-02 at 2.21.09 PM
8
Select a print option, then the item quantities will be saved to the receiving log.
Figure 3-86Screen Shot 2017-10-02 at 2.22.09 PM
Printing Labels from a Closed Receiving Log
You have the ability to print labels from the Closed Receiving Log receiving log for the items that have been received.
1
Select the Print Labels button.
Figure 3-87Receive 74
2
This will open the Label Print Queue and it will hold all the items that are being received in the receiving log.
3
The copies will be the quantity that goes with each item being received.
Figure 3-88Receive 75
4
Select the Release All Labels to Printer button and they will print.
Figure 3-89Receive 76
Reprint Special Order Allocations
When items are received and allocated as part of a Special Order, the "Special Order Allocations Report" can be reprinted using the TOOLS menu.
1
Click on the TOOLS menu.
Figure 3-90Screen Shot 2017-10-02 at 12.39.48 PM
2
Select Print Allocations.
Figure 3-91Screen Shot 2017-10-02 at 12.40.58 PM
3
Choose a printer or other print option.
Figure 3-92Screen Shot 2017-10-02 at 12.42.08 PM
4
The Special Orders Allocation Report will print.
Figure 3-93Screen Shot 2017-10-02 at 12.43.04 PM