Receiving and Shipping
Receiving Concepts
Overview of receiving concepts:
Receiving involves verifying and recording the receipt of goods or materials into a company's inventory or for specific orders. It's a critical process to ensure accurate stock levels and order fulfillment.
Receiving employee access: Setting permissions for accessing the receiving module.
This includes defining which employees can access the receiving module and setting specific permissions for sub-menus such as purchase orders (POs), orders, and inventory. Access rights determine the level of authority a user has within the system.
Overview of the receiving module:
The receiving module provides a centralized interface to manage incoming goods, track purchase orders, and update inventory levels. It enhances efficiency and accuracy in the receiving process.
Receiving by purchase order (PO): Receiving goods based on purchase orders created.
Purchase orders are formal documents that specify the details of a purchase agreement, including items, quantities, and agreed-upon prices. Receiving by PO ensures that received goods match the specifications of the purchase order.
Receiving by order: Receiving goods based on individual orders.
This involves receiving goods based on specific customer orders, especially when there isn't a corresponding purchase order. It is crucial for fulfilling direct sales or special requests.
Receiving items for inventory: Bringing in goods specifically for inventory.
This process involves receiving goods that are meant to be stored in the company's inventory for future use. It requires accurate tracking and updating of inventory levels to avoid stockouts or overstocking.
Receiving Employee Access
Located under Utilities > Employees > View All Active > Access Rights.
These settings are found within the employee management section of the system. Access rights are crucial for maintaining security and controlling access to sensitive modules.
Receiving module access: Determines if a user can access the receiving module.
This access determines whether an employee can view, modify, or interact with receiving-related information in the system.
Sub-menus:
By PO: Ability to view purchase order information. Options for full or read-only access to product POs, subcontract POs, and general POs.
Full access allows users to create, modify, and delete purchase orders.
Read-only access allows users to view purchase order information without making changes.
Return purchased items: Option to allow users to return purchased items to the purchasing department for vendor returns.
This is important for managing returns of defective or incorrect items to vendors.
By order: Determines if a user can receive in by order, with options for full or read-only access.
Full access enables users to manage and process incoming orders.
Read-only access allows users to view order information without the ability to make changes.
Inventory: Determines if a user can process inventory in bulk.
This is essential for managing and updating inventory levels efficiently.
Limited access rights in receiving compared to other areas, focusing on editing and making changes.
Receiving access rights are typically more restricted than other areas to ensure data integrity and prevent unauthorized modifications.
Receiving Module
Navigating the Receiving Module: Access through utilities > employees > view all active > access rights
Detailed navigation instructions to ensure users can locate and access the receiving module efficiently.
Three sub-menus: By PO, By Order and Inventory
By PO: Displays purchase order information; Open POs list with PO number, vendor, issue date, requested and enhanced ship dates, shipping method, PO type, receiving status, and actual receipt date.
PO numbers help track and reference specific purchase orders.
Vendor information is essential for identifying the supplier of the goods.
Issue and ship dates help monitor the timeliness of deliveries.
The receiving status indicates the current state of the purchase order in the receiving process.
The actual receipt date confirms when the goods were received.
By Order: Shows what needs to be received by order, displaying receiving information for the order itself; this is especially important if the purchase order was used for multiple jobs
Allows users to view receiving details for each order.
Critical for managing purchase orders that span multiple jobs or projects.
Inventory: This option shows the items that have yet to be processed; these are items that are either being added or pulled from inventory
Displays items that require processing in the inventory.
Helps manage items being added or removed from inventory.
Receiving Goods By PO
General Purchase Order (WILL flex one): Displaying information from the purchase order, including items to be received.
Provides a comprehensive view of the purchase order, including all relevant details and items that are expected to be received.
Marking items as received: Items disappear from the top section upon marking as received.
Streamlines the receiving process by removing items from the list as they are processed.
Automatic date and user fill-in: The system automatically fills in the date and user information (logged in user).
Ensures accurate and reliable tracking of who received the items and when.
Un-receiving options: Ability to un-receive individual lines or in bulk.
Provides flexibility to correct errors and make adjustments to received items.
Partial quantities: Receiving in partial quantities (if applicable).
Allows for the acceptance of partial shipments when not all items are delivered at once.
POs with multiple orders: Handling more complex POs with multiple orders and the ability to return items.
Manages complex purchase orders with multiple orders and facilitates the return of items as needed.
Receiving individual lines and quantities: Important for items coming from multiple locations or warehouses, which should be noted from purchasing.
Ensures accuracy in receiving items from various locations or warehouses.
View PO information: Ability to view PO information directly from the receiving screen.
Provides easy access to PO details for quick reference during the receiving process.
Receiving Goods By Order
Alternate Quantities: Receive alternate quantities
Allows for the receipt of quantities that differ from the original order.
Receive Everything: Option to receive everything at once
Simplifies the receiving process when all items are received simultaneously.
Unreceive: Individual line items or all items can be unreceived
Provides the ability to correct errors by undoing the receipt of items.
Receiving status: Ability to add a receiving status for back-ordered or problematic items. Receiving statuses are customizable under settings.
Enables tracking and categorization of items with issues or those that are back-ordered.
Settings > Receiving Receiving ID Status for adding to status list.
Purchasing Settings for Receiving Options: Company-wide settings for receiving options
Allowing Alternate Quantities: Specifies if alternate quantities can be greater than purchase quantity
Configures whether alternate quantities can exceed the originally purchased amount.
Additional quantities added to order vs inventory: Determines if additional quantities are added to the order or inventory
Specifies whether extra quantities should be added to the order or to the inventory.
Receiving by Order
Accessing customer information: Using the blue arrow to navigate to receiving by order.
Detailed navigation instructions to access customer information within the receiving by order module.
Order status updates: The system updates the order status based on received items.
Order statuses are automatically updated to reflect the receipt of goods.
Listing of Orders: Home > all not received by order shows a listing of all of your orders.
Navigation path to view a comprehensive list of all orders yet to be received.
Contract Work: Receiving only goods for the order without associated POs.
Receiving items specifically for contract work without corresponding purchase orders.
General POs: Receiving specific to purchase orders, not by order.
Handling receipts tied to specific purchase orders rather than individual orders.
Additional Options: Receiving alternate quantities, printing receiving summaries, and updating the order status.
Additional functionalities including alternate quantities, printing summaries, and updating order statuses.
Report printing: You can print out receiving summaries that show you the goods you're still waiting on
Functionality to print summaries detailing goods that are still pending receipt.
Updating the Order: If doing it via PO, order will update as each line is being received; if doing it by order, the job status will change when all the lines been received
Updates to orders occur in real-time when receiving via PO; job status updates upon full receipt when receiving by order.
Frequency: Receiving can be done daily, matching items to packing slips and updating the system to show which goods are in and not in in order to help with production scheduling.
Receiving is typically performed daily, matching items with packing slips to manage production scheduling effectively.
Customer Supplied Items: these would show up down below.
Customer-supplied items can be viewed.
Inventory items: will need to be processed in a secondary step by adding them to the inventory tab
Inventory items require secondary processing by adding them to the inventory tab.
Updating Jobs: Receiving updates the receiving statuses on the jobs.
Receiving updates the receiving statuses of jobs.
Processing Inventory
Items that are received need to be processed which indicates they are physically pulled off a shelf
Received items must be processed to indicate they have been physically removed from storage.
Process on a case-by-case basis or bulk
Processing can be done individually or in bulk.
Considerations of PO and Order settings
Purchase orders are strictly the items that you're buying, you may or may not buy items for multiple orders on one PO.
Purchase orders exclusively cover items being purchased, and one PO may include items for multiple orders.
POs and Sales Orders are separate in the system, PO #'s will not match sales order numbers; in theory you can have multiple sales orders all on one PO
Purchase orders and sales orders are distinct, with PO numbers not matching sales order numbers. Multiple sales orders can be linked to a single PO.
Avoid long lists of open POs; if not, module is not beneficial
Keeping the list of open POs short is advisable to maintain the module's efficiency.
Everything will show as purchased if you go to sales tab
All items will be displayed as purchased in the sales tab.
Shipping Section
Shipping is not necessarily the physical shipment of goods on a shipping carrier; it's goods leaving facility
Shipping refers to goods leaving the facility, not just physical shipment via a carrier.
The shipping and receiving classes are together because they are typically done by the same workers.
Shipping and receiving are often grouped as they are typically handled by the same personnel.
Orders: Shows sales orders that need to be shipped. Inventory is NOT showed in this list because it will not be touched in this section.
Displays sales orders awaiting shipment; inventory items are excluded.
Entering the Order: In this case, there is a pop-up customer note. Very similar to the receiving information screen.
A pop-up customer note appears when entering an order, similar to the receiving information screen.
Shipping specs: specifies how items are leaving the facility and there is also a print tab for packing slips.
Shipping specifications detail how items leave the facility, also featuring a print tab for packing slips.
Shipping Employee Access
Located utilities > access > shipping
Access to shipping functionalities is located via utilities > access > shipping.
Module Access: Determines whether or not the user can access the shipping module
Grants or denies access to the shipping module.
Order Information: grants full or read only access to mark items as shipped or partially shipped
Provides full or read-only access to mark items as fully or partially shipped.
Manifests: Determines if a user can get into the manifest section; helps with more complicated jobs going out to different addresses; packing slip gives totals, but manifests break it out by a box and has the quantity of each box
Controls access to the manifest section, which is valuable for complex jobs with multiple addresses; manifests break down packing information by box.
Tracking Data: Determines if the user can access the tracking data information and area
Grants access to tracking data information.
Ability to delete existing tracking records.
Shipping Features
All Not Shipped: Shipping > Orders > All Not Shipped to view a listing of all the different jobs
A list of all unshipped jobs can be found under Shipping > Orders > All Not Shipped.
Various Statuses: Statuses of the screens pertains to what needs to have been done before the items are ready to ship; specifically production and invoicing
Statuses on the shipping screens indicate what steps (production, invoicing) must be completed before items can be shipped.
Customer Supplied Items: these would show up down below. Shipping Specs: specifies how items are leaving the facility and there is also a print tab for packing slips. Editing: editing mode automatically brings up the pop-up note
Customer-supplied items are listed below, shipping specifications detail how items leave the facility, and editing mode brings up a pop-up note.
Quantities of Orders
Actual Quantities: Discussed in shipping, production and invoicing; the "ACT" quantity should match what was actually done and what will be billed.
Actual quantities, as discussed in shipping, production, and invoicing, should match what was done and billed.
Actual quantities will vary in all three places; shipping, production and invoicing
Actual quantities may differ across shipping, production, and invoicing.
It must be filled out by the time it gets to the invoice stage.
Actual quantities must be finalized by the invoicing stage.
Populating: okay all will populate the actuals, defects will be seen here as well
All actual quantities are populated, with defects also noted.
Shipping: Select ok to ship individual quantities or the entire order.
Shipping allows either individual quantities or the entire order to be marked as shipped.
Production should have already been done if its being accurately tracked
Production should be completed before shipping if tracked accurately.
Tracking Data
Access via Shipping > Tracking Data > Tracking Records; Shows order #, who customer was, tracking information, carrier and you can view the order information
Tracking data can be accessed via Shipping > Tracking Data > Tracking Records, displaying order number, customer details, tracking information, carrier, and order details.
Manually fill in the tracking information or import it: If system is set up to work with shipping carrier, you're gonna import via ODBC
Tracking information can be entered manually or imported; import via ODBC if the system is set up with the shipping carrier.
Importing Tracking Records: Import ODBC is recommended; click and button and it creates tracking records
Importing tracking records via ODBC is recommended; clicking the button creates tracking records.
Entering Tracking Data Manually: When entering a tracking number it will generate a specific carrier automatically
Entering a tracking number manually will automatically generate the carrier.
Displaying on Sales Order: Sales>find the job>you'll notice that the tracking information will be over here on the shipping tab of the sales order
Tracking information is displayed on the shipping tab of the sales order under Sales > Find the job.
If you set up your system, just hit import ODBC, the manual information will come in
Setting up the system for import ODBC automatically inputs manual information.
Other Carriers: If the system isn't already set up, go to System Settings>Shipping, then Carrier Tracking. Then you can also track shipping through the system
For systems not initially set up, configure carrier tracking under System Settings > Shipping.
Procedural Considerations for Tracking Data
End of each day the people in charge of managing the jobs will go to sales section, orders in progress, view all,
At the end of each day, personnel managing jobs should go to the sales section, orders in progress, and view all.
email notification
*Isolate orders that shipped today > Send. Can do order shipped notice
*And it helps prevent customers from calling in and asking about orders.
Actions To Take
Go to shopworkshelp.com under core training and watch a prerecorded webinar and start to think about who's doing the receiving or shipping, and how often that should be done. Who should be in charge of it being done accurately.
Review the prerecorded webinar on shopworkshelp.com under core training to understand receiving and shipping processes and responsibilities.
Practice by creating a PO, receiving in the goods, and figure out who is going to be responsible for the different steps in your workflow.
Practice by creating a PO, receiving goods, and determining responsibilities for each step in your workflow.
After a PO gets in, who's going to be in charge, who needs access