Adding a Receiving Order

A receiving order is an inbound order from a vendor. It consists of an order number, order date, vendor, and carrier as well as items to be received. To add a receiving order to the system, follow the steps below.

1. Select Orders > Receiving Order.
2. The Receiving Orders page appears.

3. To add a new receiving order, select the Add icon found in the bottom right section of the page.

4. The page is placed in Add mode.

Order Header

Enter the basic order information in the Order Header section of the page:

1. Order Number (required): If your division uses automatic receiving order numbering, the system automatically enters a Receiving Order number in the Order Number field. If your division does not use automatic receiving order numbering, an order number must be entered in the Order Number field. The receiving order number must be unique.
2. Order Date (required): The order creation date; defaults to today's date. If you want to change this date, click the drop-down arrow in the Order Date field and select the date from the calendar control that appears.
3. Due Date (optional): The order due date. If you want to give this order a due date, click the drop-down arrow in the Due Date field and select the date from the calendar control that appears.
4. Status: displays whether the order is open or closed. When adding an order, the status is open.
5. Vendor (required): the order vendor; the available vendors are added to the system at the Manage Vendors page (see "Vendors"). Click the drop-down arrow in the Vendor field and select the vendor from the list that appears. (If the list is empty, it is because the vendor list is empty.)
6. Ship To (optional): the ship-to address for the order's vendor; the available ship-to addresses are added to the vendor at the Manage Vendors page (see "Vendor Ship-To Addresses"). Click the drop-down arrow in the Ship To field and select the ship-to address from the list that appears. (If the list is empty, it is because the vendor ship-to address list is empty.)
7. Carrier (optional): the shipping carrier associated with this receiving order; the available carriers are added at the Manage Carrier and Shipping Methods page (see "Carriers"). Click the drop-down arrow in the Carrier field and select the carrier from the list that appears. (If the list is empty, it is because the carrier list is empty.) If you wish to clear this selection, click the Clear icon and the selection will clear.
8. Priority (optional): click the drop-down arrow in the Priority field and select the order priority from the list that appears: None, Low, Normal,High. If you do not select a Priority, it will default to None.
9. UDF 1-UDF 4 (optional): alpha-numeric text fields; enter any special information about this issue in the UDF 1 through UDF 4 fields.

Order Detail

An order detail is an item for the order.

Note: An item is required for the order.

1. To add a detail, click the Add Detail icon, found directly above the Details grid.

2. An order line is added to the order detail.

3. Line Number: numeric identifier for each order line. Depending on your division order settings, the line number is system generated or must be manually entered. Please note that the line number cannot be duplicated within the order.
4. Item Number: item to be received. Click the drop-down arrow in the Item field and select from the list of items in this division.
5. Ordered Qty: total ordered quantity of this line item; enter the amount in this field.
6. Actual Qty: actual receive quantity of this line item; set at the Receive Inventory form.
7. Comment: enter any comments about this item in this field.
8. To save the line item to the order, click the Save icon found to the right of the line item.

9. The line item is saved to the order.

10. Once a line item is saved to an order, you may edit it, delete it, or receive it via the icons to the right of the line item.

11. At this point, you are ready to add another detail to the order; to do so, click the Add Detail icon.

12. Add as many line items as required to complete the order.

Editing a Line Item

When the receiving order is in Add mode, you are able to edit the line item; see "Editing an Item for Receipt" for more information.

Deleting a Line Item

When the receiving order is in Add mode, you are able to delete the line item; see "Deleting an Item for Receipt" for more information.

Receiving an Item

If you are ready to receive an item or all the items in the order, you are able to do so now. Each line item is received individually at the Receive Inventory form and then it is added to the Actual Quantity in the line item at the Receiving Orders page. When the order is saved, this item will be received from inventory. Click the Receive icon in the order line to reach the Receive Inventory form and receive this item; see "Receiving an Item" for more information.

Saving the Order

When you are finished, click the Save icon along the bottom right of the page to save the order, the order is saved to the system; any items that are ready to be received are received into inventory as well.

The page clears, indicating that the order has been saved to the system; any items that have been placed in the details for receiving are received into inventory. If all items are received when the Save icon is pressed, the order is marked as "Closed."

Canceling the Order

When you are finished, if you do not want to place this order in the system, click the Cancel icon.

The page clears; this order is not added to the system.