Inventory Receiving

From the DockMaster menu, select Inventory Management > Purchasing > Inventory Receiving

Inventory Receiving is to receive Parts into Inventory. The receiving routine allows the user to:

  • Receive items with or without a purchase order.
  • Receive partial shipments.
  • Receive multiple purchase orders on one receiver.
  • Change the unit cost and price of an item while receiving.
  • Update the Inventory File with the new cost and price.
  • Print pricing or barcode labels for inventory items received.
  • Print a Receiving Report for each receipt.

 

  • Vendor Number - Enter a Vendor Number. 
  • Receiver Number - Enter a Receiver Number for this order. This should be the packing slip or invoice number shown on the packing document. If a number is not shown on the document or no document exists, you can use the current date as your receiver number entered in the format MM/DD/YY. Note: The system will only let you use a Receiver Number one time. However, you can attach multiple purchase orders to a receiver. The Receiver Number can be used in Accounts Payable to enable the person entering invoices to verify the receiver total with the invoice total. If the receiver total was entered in error, the A/P clerk can adjust the receiver cost.
  • Receiver Date - Enter the Receiver Date; the default is the current system date.
  • Clerk ID - The Clerk ID and name will be displayed, but cannot be changed.
  • Comments - Enter Comments about this receiver or press <Enter> to bypass this field. Use this field to enter comments about damaged or missing items.

In the PO Number grid:

  • Click in the Part Number column in the parts grid to manually enter parts on this receiver. The PO Number grid will say None.
  • Click the cell below the word None to enter a Purchase Order Number. If you enter a Purchase Order, all items on the PO are displayed on the screen. 
  • While on a blank cell, press F6 to List POs for the Vendor entered. This listing will only display open and partially received purchase orders. 
  • Press F10 to Force Close a receiver that will not get attached to an Accounts Payable invoice. This option is only used if you have the Accounts Payable module and verify receivers and invoices.

Receiving Parts WITHOUT a Purchase Order Number

When receiving merchandise, the default method is without a PO Number. The PO Number grid displays the word None which means that you can click in the Parts grid to manually enter parts on a receiver.

  • Click in the Part Number column to manually enter parts on this receiver. Note: There must be an arrow displayed to the left of the word None in the PO Number grid to enter parts manually.
  • Click in the Rcvr Qty column to enter the actual quantity received. 
  • Click in the Rcvr Cost column to change the cost of the item. Note: You must click the Update Cost box to update this Vendor's cost in the Inventory File. 
  • If you click the Update Cost box to update the catalog cost, then you can click in the New Price column to change the Retail Price of the part. The Inventory File will be updated with the new price when you save this receiver. 
    • Note: If you have established Price Factors on your parts, you will be able to recalculate the Retail Price by clicking the down arrow and selecting the Price Factor Base to use for the calculation (Price 1, Price 2, Price 3, Price 4, Price 5, or Cost). Press the <Enter> key to recalculate the Price. See the section on Price Factors for more information. 
  • Click in the Ext. Cost column to change it to the actual extended cost of the item(s) received. Rounding errors may occur between the vendor's calculated cost extension and DockMaster's, therefore, we allow you to alter the Cost Extension on a part-by-part basis. 
  • Click the Save button to receive the parts.

Receiving Parts WITH a Purchase Order Number

  • In the PO Number grid, click the cell below the word None to receive parts using a Purchase Order Number. Once you enter a Purchase Order Number, all items on the PO are displayed on the screen. The PO Qty column displays the quantity of merchandise ordered on the PO and the Rcvr Qty column displays this same quantity but you can change it.
  • Note: If a Purchase Order line item has been forced closed (from Purchase Order Entry), this line item will appear in red and the quantity to receive will default to 0. If a Quantity Received is entered, a warning message will display "This part was force closed on the purchase order. Continue?" and allow for receiving. 
  • Click in the Rcvr Qty column to change the actual quantity received. If an item has not been received, enter a zero quantity. Hint: You can also press the sF8 function key to force the Receiver Quantities on all parts to ZERO; this option is useful when you are only receiving a few parts on a large PO. 
  • If you override the Rcvr Qty to an amount greater than the PO Qty you will receive this message: Quantity received exceeds the quantity ordered. Continue? Click Yes to accept the quantity or No to stop and return to the Rcvr Qty field. 
  • Click in the Rcvr Cost column to change the cost of the item received. Note: You must click the Update Cost box to update this Vendor's cost in the Inventory File. 
  • If you click the Update Cost box to update the catalog cost, then you can click in the New Price column to change the Retail Price of the part. The Inventory File will be updated with the new price when you save this receiver. 
  • Note: If you have established Price Factors on your parts, you will be able to recalculate the Retail Price by clicking the down arrow and selecting the Price Factor Base to use for the calculation (. Once you click on the desired that appears in the New Price column and selecting the calculation using the F7 key. See the section on Price Factors for more information. 
  • Click in the Ext. Cost column to change it to the actual extended cost of the item(s) received. Rounding errors may occur between the vendor's calculated cost extension and DockMaster's, therefore, we allow you to alter the Cost Extension on a part-by-part basis. 
  • Click the Save button to receive the parts.

Calculating Prices using Price Factors

  • If you change the Cost of a part, you can click the Update Cost box to update the catalog cost (Vendor’s Cost) of the part; you can also click in the New Price column to change the Retail Price also. The Inventory File will be updated with the NEW Price and Cost when you save the receiver.
  • If you have established Price Factors on your parts, you will be able to recalculate the all 5 Price Lines by clicking in the New Price column and selecting a Price Factor Base for the calculation by clicking the down arrow; the options are (Price 1, Price 2, Price 3, Price 4, Price 5, or Cost). Press the <Enter> key to recalculate the Price. See the section on Price Factors for more information.

Force Closing a Receiver

  • If you have the Accounts Payable module installed, you should be matching receivers to invoices for on-line verification. The F10 Force Close functionality can be used if you mistakenly forgot to attach a receiver to an invoice or will not be invoiced for a receiver.
  • Enter the Receiver information and click anywhere in the PO grid to display the F10 Force Close option. The following message is displayed:
  • Receiver will be closed. OK to continue?
  • Click Yes to close the receiver or No to stop.

Printing a Receiver Report

  • This report will list the inventory received for the current receiver; the report shows the Part Number, Cost, and Receiver Total.
  • Click the Print Report button to print a Receiver Report for the current receiver.

Printing Labels

  • Load the price labels in your printer.
  • Press the Print Labels button to print price labels for the items received. The system will only print labels for items with a receiver quantity greater than zero and for the quantity received.
  • A window will display and require you to enter information about the label type you are printing on and price comparison information. See image below:
  • Labels Per Line - Enter the number of Labels per line (1-99) on your label stock; the default is 1. This is the number of labels across the sheet.
  • Characters Printed Per Label - Enter the number of Characters Printed Per Label that should be used to print labels; the default is 10. This refers to the number of characters (horizontally) that you can print on the label based on the characters per inch (CPI) on your printer. Take a ruler and measure your label; if your label is 1 inch wide and you are going to print at 10 characters per inch (CPI), then the Characters Printer Per Label would be 10. A 3½ inch label would be 35 characters wide at 10 CPI.
  • The Retail Price Column and Selling Price Column are used if you print inventory labels that show price comparisons. For example, RETAIL PRICE and OUR PRICE.
  • If you sell below Retail price but want to show Retail price on your labels, then you should store your actual selling price in a different price column than Retail Price.
  • Retail Price Column - Click the down arrow to select the Retail Price Column (the options are Price Column 1, 2, 3, 4, and 5); the default is Price Column 1. If you do not use price comparisons on your labels, your answer is irrelevant.
  • Selling Price Column - Click the down arrow to select the Selling Price Column (the options are Price Column 1, 2, 3, 4, and 5); the default is Price Column 1. Enter the price column in your Inventory File that stores your selling price.
  • Click OK to print the labels or Cancel to stop the label print process.

Printing Barcode Labels

  • Load the barcode labels in your printer.
  • Press the Barcodes button in the Inventory Receiver to print bar code labels for the items received. The system will only print labels for items with a receiver quantity greater than zero and for the quantity received.
  • A window will display and require you to enter information about printing the barcodes:
  • When printing Barcode Labels, the valid printer types are: Blaster, Blazer, and Eltron. The default printer that appears here can be modified in the Inventory Parameters.
  • The Receiver Number defaults to the current receiver you are printing barcode labels for.
  • The Retail Price Column and Selling Price Column are used if you print labels that show price comparisons. For example, RETAIL PRICE and OUR PRICE.
  • If you sell below Retail price but want to show Retail price on your labels, then you should store your actual selling price in a different price column than Retail Price.
  • Retail Price Column - Click the down arrow to select the Retail Price Column (the options are Price Column 1, 2, 3, 4, and 5); the default is Price Column 1. If you do not use price comparisons on your labels, your answer is irrelevant.
  • Selling Price Column - Click the down arrow to select the Selling Price Column (the options are Price Column 1, 2, 3, 4, and 5); the default is Price Column 1. Enter the price column in your Inventory File that stores your selling price.
  • Click OK to print the labels or Cancel to stop the label print process.
  • Click the Close button to return back to the Inventory Receiving window.

Viewing and Printing Special Ordered and Back Ordered Parts

  • The Special Orders and Back Orders buttons are only active if parts received on the current receiver were special ordered or back ordered. Once you click the Save button, one or both of the following messages is displayed:
  • Special Ordered parts have been received; click the ‘Special Orders’ button to display a list. Click OK to continue.
  • Back Ordered parts have been received; click the ‘Back Orders’ button to display a list. Click OK to continue.
  • Click the Special Orders or Back Orders button to display a list of Orders that have parts received.
  • Click on an Order Number to highlight it and click the Select button to print the order. Clicking the Select button without highlighting an order will print the first item on the list.

 

Interface to Accounts Payable

A receiver can be verified against an invoice using the receiver number. Receiving errors (such as incorrect cost) can be corrected through the A/P Invoice Maintenance program.

Note: If the option Auto Create Exp. Liability in the Accounts Payable Parameters is enabled, then an accounting entry will be made each time you receive merchandise. The system will reverse the entry when (and only when) the receiver is attached to an invoice in A/P. The accounting entry made at receiving time is shown below.

DEBIT  Inventory Clearing Account (inventory received)

CREDIT  A/P Clearing Account (expected liability)

When a receiver is attached to an invoice, this entry is reversed and the correct entry is made by the invoice.

DEBIT   A/P Clearing Account (expected liability)

CREDIT  Inventory Clearing Account (inventory received)