Receive Inventory

Access to this feature may only be available with the ‘Complete’ edition. Ask your Wasp representative for details.

When you begin receiving inventory on a purchase order you created in the system, you will mark that inventory as received on the Receive screen.  This screen allows you to select which purchase order you are receiving and mark individual items on that purchase order as received at a specific location.  You can also optionally view costing information on this screen.

If the Allow Over Receive option is enabled in the Settings screen, the users can mark more inventory as "received" than is indicated on the Purchase Order.  This applies to PC and mobile devices. Similarly, If the Auto Close Purchase Order is turned On, the purchase order closes automatically when all requested inventory has been received completely. Refer to Settings > Ordering to view Purchase Order and Receive Order-related settings.

Receive Inventory option is also available on iOS, Android, and Windows Mobile devices.

1. Click on Purchase > Receive.

2. The Receive screen will appear.

Receive

Note: The site name will be displayed next to Receive if the order is assigned to a site.

3. Purchase Order - Select the purchase order. When you select a Purchase Order, the screen populates with the information related to that order. For example - Vendor, Contact, Ordered, and Due Date.

• With Site Restrictions Enabled (Manage > Roles > Site Restrictions) - The user will only see the Global Purchase Orders that are not assigned to any site and Local Purchase Orders assigned to a site where the user has access.
• With Working Sites Enabled - The user will see the Purchase Orders available in the allowed sites. Also, they can find other Purchase Orders by typing the exact Purchase Order number/name provided the number/name should be the exact match and is within the site permissions.

4. Receipt Number - Enter the receipt number, if any.
5. Receive Date - Update the receive date, if required.
6. Notes - Add notes, if any.

7. Status - This status message changes based on the Receive order's status.
8. Custom Fields - These will be read-only fields. The fields will be enabled only on the Purchase Order screen. The purchase order custom fields are added on the Form customization screen. 
9. Calculations:

• Items Total: The aggregate cost obtained by multiplying the quantity of each item by its respective cost. 
• Bill Total: It is the asset total above which the shipping costs and tax percentage are applied.
• Received Items Total: The cost of the overall quantity of received items. As items are partially or fully received, it reflects the cost of the received items.
• Outstanding Items Total: The outstanding amount yet to be received, calculated by subtracting the Total Received Items Value from the Total Items Value.

 

 

Receive Items

10. The Items to be received will also get populated when you select the purchase order number.

11. Select the item in the Select Items to Pick queue. The details related to the selected item will be populated in the Receive Item section. Refer to the image shown below.  

12. Quantity - Enter the Quantity received. The Unit will default to the Vendor's shipping unit entered on the purchase order. You can change this if needed, but be aware that it will change the amount you are receiving.

• Receive All - Click on the checkbox if all the order quantity is received.
• Cost - The cost will be automatically calculated based on the quantity selected.

13. Location - The location field will be automatically populated; If the location has any Primary Location, else click on the dropdown to select the location. Note: A location must be selected when receiving items of any type.

Note: While receiving the order, if the item to be received (in the queue) falls in the Site-Item/category restrictions, then a warning message will appear indicating that "Transaction disallowed due to existing site/category restrictions” and the location field will be restricted, i.e., it will not display or allow to select the location.

Note that the location field will show the Site and Location name on hover.

14. The Tracking Details button will appear if the item has any Track Bys. Click the Tracking Details button to enter tracking information. The tracking details can also be updated in the Select Items to Receive - Tracking Details grid.

Note: Accurate tracking based on Unit of Measure (UOM) is essential to avoid errors in quantity mismatch during order processing.
For example, if the Unit of Measure (UOM) is configured as 'Dozen' with a conversion factor of 1 Dozen = 12 Items, and a purchase order is generated for an item tracked by serial number, specifying an ordered quantity of 2 Dozen (equivalent to 24 items), the user is expected to input 24 serial numbers upon receiving the quantity. In case the user mistakenly enters only "2" serial numbers, assuming that's sufficient, an alert will be triggered indicating a UOM mismatch: "You ordered 2 'Dozen,' but you are receiving 2 'items.

Note: The track by quantity should match the actual quantity. The system will not allow you to save or save and close until all the track by values is entered. On trying to save (or save and close, or save PO and create back order), the message will appear, indicating the same.

15. Click on the Update button.

 

Select Items to Receive

16. In the Select Items to Receive section, make sure the items you want to mark as received are selected.

• If you want to print a label or receiver, click on the Print Label and Print Receiver checkbox. You can add the transaction label name as well as you can edit receiver name details.

17. Click on the Save and Close PO or Close PO and Create Backorder.

• Save and Close PO - The purchase order will get saved and closed.
• Close PO and Create Backorder - The purchase order will get closed, and a backorder will get created. Note that only the purchase order with a quantity less than ordered while receiving can be closed.