Barcode Scanning Confirmation - Purchase Order Receiving

The following article describes how to use the scanning confirmation plug-in for receiving items against a Purchase Order. 

For general information, system requirements, setup, or configuration information, follow the link below:

Reference: Barcode Scanning Confirmation Setup and System Requirements

Article Contents

• Using Scanning Confirmation to Receive a Purchase Order
• Adding and Editing UPC Codes on the Fly
  • Visual Receiving - No UPC Code
• Using the Manager Confirmation
  • Manager Confirm - Single Line Add/Edit UPC Code
  • Manager Confirm the Entire Receiving
  • Manager Unconfirm the Entire Receiving
• Editing/Updated an Unposted "Confirmed" Receiving
• Posting a Purchase Order Receiving

Using Scanning Confirmation to Receive a Purchase Order

If the scanning confirmation has been enabled for Purchase Order receivings then the generic Connected receiving process is altered. Receivings will typically no longer be entered under the "receivings" tab but will instead be scanned, which will in turn confirm items/quantities being received.

To confirm and receive against a Purchase Order:

1) Locate the Purchase Order to be received from either the Purchase Order ledger list or by finding the specific PO number in the Purchase Orders window.

2) From the Actions menu, select Receive Purchase Order.

3) Enter the receiving date and a Packing Slip number and click OK, as shown in the following screen.

4) The Receiving is now ready to be confirmed by scanning products. As product UPC codes are scanned, the quantity of the received item will change by 1 until the full amount of the item has been scanned.

NOTE: A UPC code can be scanned or typed. For example, if a scanner is not functioning, type a UPC code and press ENTER to emulate the scan function.

When an item is partially received, which is below the ordered quantity, the line will be colored yellow, as shown in the following screen.

When the Received Quantity matches the Ordered Quantity, the item line will turn from a yellow background to a green one, as shown below.

If the UPC code entered exceeds the Purchase Order Quantity, the following message will appear to allow for over-receiving.

5) Check the Confirm Receiving (if applicable) and click Save Receiving to save the entry.

NOTE: The receiving window can be saved and reopened, as needed, to continue a receiving.

6) To complete the confirmed receiving and update inventory stock levels, the receiving must be posted.  Refer to the Posting a Purchase Order Receiving later in this article for more information.

NOTE: The Purchase Order Record Info will show a full audit trail of all updates, including the receiving, for the Purchase Order. An example is shown in the following screen.

Adding and Editing UPC Codes on the Fly

It is quite common to have incomplete information in the UPC code fields for items. Since this is the primary scan value, there is consideration for either adding or editing UPC codes on the fly.

The following shows an example of adding a UPC Code during the receiving process:

NOTE: When a UPC code is added/edited, it will display the change in the Inventory Item record info, if change logs have been enabled.  Reference:  Activating and Using Change Logs on Primary Records

1) Click on the Barcode iconto the left of the line number.  This will expand the line to show the UPC 1 and UPC 2 fields with their associated values.

2) Click Modify to add/edit the UPC values.  The user privilege to "Modify" an Inventory Item is required to make this change.

3) Click Save to complete the changes.

Visual Receiving - No UPC Code

If there is no data in either UPC 1 or UPC 2 for an item, an arrow will indicate there is no UPC number. In this case, UPC codes can be either added or a "Visual Receiving" can be performed by clicking theicon to confirm the line, as shown in the following screen.

Using the Manager Confirmation

The manager confirmation feature is typically used as an override to receive a large quantities without individual scans. For example, if 100 units of a single item were to be received they could all be scanned (100 scans) or a single item is scanned and the manger override used to confirm the remainder of the receiving.

Manager Confirm - Single Line Add/Edit UPC Code

If a UPC code is being added or edited and the user privilege to Modify an Inventory Item has not been granted, the "Manager Confirm" window will appear, requiring a password, before the UPC code can be edited. Manager Confirm requires a "Manager Confirmation Passcode"  to be specified in the User Privileges window to make it active for a user account. Reference the Barcode Scanning Confirmation Setup and System Requirements article for specific setup information.

Manager Confirm the Entire Receiving

If the entire receiving is to be confirmed because of large quantities, malfunctioning hardware, or to expedite the process for needed inventory, it is done using the Manager Confirm.

To confirm the entire receiving, which will be all unreceived items on the current PO:

1) Select the Actions --> Manager Confirm Receiving, as shown in the following screen.

2) Enter in the Manager Confirm Passcode here.

3) 

Manager Unconfirm the Entire Receiving

If a receiving should be unconfirmed, which will not allow posting, the Manager Confirm process can be used in reverse.

If Actions -> Manager Confirm is selected when a receiving is already confirmed, the following message will appear:

To unconfirm the receiving, select "Yes" to the above message and proceed to authenticate with the Manager passcode to unconfirm the Receiving

Editing/Updated an Unposted "Confirmed" Receiving

If a PO Receiving needs to be edited before it is posted, it can be done by deleting or editing the unposted receiving line under the "Receivings" tab of the Purchase Orders window. Any changes made under this tab will be reflected in the "Receive Purchase Order" window.

Common reasons to edit an unposted receiving:

• Wrong Purchase Order was confirmed that had a duplicate item
• Quantities were incorrect
• Item was Manager confirmed incorrectly

NOTE: To edit an unposted PO Receiving, the Purchase Order User Privilege of "Modify" must be granted. The "Modify" privilege is not required to use the scan confirmation interface so a manager may be required to make changes.

Posting a Purchase Order Receiving

The final process after scanning to confirm a receiving is posting. Posting a "Confirmed" purchase order receiving will update inventory stock levels and also update the purchase order if more inventory will be received at a later date.

Posting Receivings, or posting of any kind, requires the user privilege be granted. Reference Connected User Accounts and Access Privilges for more information.

Confirmed PO Receivings can be posted in two ways:

1) Using the Quick Post within the Purchase Order window, as shown in the following screen. To post the receiving, the "Receivings" tab must be selected.

2) Using the "Post Receivings" option from the Connected Desktop or A/P Menu, as shown in the following screen.