CHAPTER 8
Receiving
Introduction
Receiving Order Information
Order Information
Record Information
Receiving Order Forms Buttons
Adding New Receiving Orders
Reviewing Receiving Orders
Posting Changes to Receiving Orders
Changing the Order Status
Deleting Order Information
Viewing the Order’s History
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Introduction
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IntelliTrack ISRP accommodates receiving (i.e., incoming) orders in the workstation application via the three Receiving Order forms:
New Receiving Order form: Use this form to add receiving orders into the system. For more information, please refer to
Adding New
Receiving Orders .
Review Receiving Order form: Use this form to review receiving orders in the system.
For more information, please refer to Reviewing
Receiving Orders .
Change Receiving Order form: Use this form to post changes to existing receiving orders. For more information, please refer to
Posting
Changes to Receiving Orders
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Receiving Order Information
The Receiving Order forms hold receiving order information and house order data, as follows:
Order
Information
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Site: The site/facility where the order is received.
Order Status: open or closed; orders that have not been received in full are considered open by the system; fully processed orders are considered closed by the system. The user may manually mark the order open or closed.
Order Number: unique numeric identifier for the receiving order; is generated by the system if Automate Order Numbering is selected for Receiving orders in the System Options form/Orders tab; otherwise, the order number must be entered by the user.
Order Date: date order is received into the system; automatically defaults to current date.
Due Date: date the order is due at your facility.
User: the ISRP user who placed the order in the system.
Vendor ID or Name: vendor identifier or vendor name, as entered into the system at the Vendors form. Vendor information is required if the
Require Vendor option is enabled for receiving orders in the System
Options form/Orders tab.
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Record
Information
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Receiving
• Carrier: delivery carrier.
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Line Number: the line number for each order data record is displayed, thus allowing you to view the order by individual line items.
Ordered Quantity: displays the amount of the item ordered.
Prior Received Quantity: displays the item quantity previously received against this order, if applicable.
Newly Received Quantity: the amount of the item currently being received against this order.
Location: site location where order items will be/are stored.
Item UOM: unit of measure of received item(s), only available if this feature is enabled in system options.
Item Serial Number: serial number of received item, only available if this feature is enabled in system options.
Comments (about the order): any comments about the receiving order may be placed in this form field.
Receiving Order Forms Buttons
The Receiving Order forms contain action buttons along the bottom that allow you to process data.
TABLE 12. Receiving Order Forms Buttons
Button Function Description
Order
Status
Toggles the order status between open and closed.
Receiving Form
Availability
Change Receiving Order
Do It Processes a receiving order and clears the form.
New Receiving
Order
Change Receiving Order
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TABLE 12. Receiving Order Forms Buttons (Continued)
Button Function
Bar Code
Labels
History
Preview
Print
Delete
Cancel
Close
Description
Opens the Bar Code
Labels form for the selected order.
Opens the History form with this receiving order selected.
Preview the Order form in
Report format.
Prints the Order form in
Report format to your default printer.
Opens the Delete Order dialog, giving you the option to delete the entire receiving order OR to delete the selected line number or item number record from the order.
Closes the form without saving data changes
Closes the form and saves data changes
New Receiving
Order
Review Receiving Order
Change Receiving Order
New Receiving
Order
Review Receiving Order
Change Receiving Order
Receiving Form
Availability
New Receiving
Order
Review Receiving Order
Change Receiving Order
Review Receiving Order
Change Receiving Order
Review Receiving Order
Change Receiving Order
Review Receiving Order
Change Receiving Order
Change Receiving Order
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Adding New Receiving Orders
New receiving orders are added to the system at the New Receiving Orders form. To reach the New Receiving Orders form, select Manage > Receiv-
ing > New Order from the menu bar. The New Receiving Order form appears.
This form contains Order Information and User Information sections, a
Data section, which displays the order record details, and buttons along the bottom, which allow you to process receiving data. When the form opens, the Order # field is already filled, if Automate Order Numbering was enabled for Receiving orders in the System Options form/Orders tab.
If line numbers are being used, a Line # column is found in the Data section of the form.
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When the New Receiving Order form opens, the Order # field is already filled in, if Automate Order Numbering is enabled for receiving orders in the System Options form/Orders tab.
The Site field lists the default site. If multiple sites are being used, you may change the site, if necessary, by clicking the drop-down arrow in the Site field and selecting the desired site from the list that appears.
If the Order # field is not filled in: enter the order number in the Order
# field.
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The Order Date field defaults to the current date. To change the date, click in the Order Date field and enter the desired order date.
The order due date defaults to today’s date. To change the date, click in the Due Date field and enter the desired order due date.
The Created By field defaults to the current user’s name. If recording a receiving order that was performed by another operator, click the dropdown arrow in the Created By field and select the operator from the drop-down menu list that appears.
Vendors may be viewed by name or by vendor ID.
Select how to view vendors by toggling this button. Choices include by name or by number.
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To view vendors by name, click the button above the Vendor field, so that Vendors By Name is selected. To view vendors by number, click the button above the Vendors field so that Vendors By Number is selected. Click the drop-down arrow in the Vendor field, and select the vendor who delivered the order from the drop-down menu list that appears.
Click the drop-down arrow in the Carrier field and select the carrier for the order from the drop-down menu list that appears.
In the record portion of the form, the Line # field will appear before the
Item # field. If you are using auto entry for line numbers, skip ahead to the next step (the system will automatically fill in the line number as soon as you are finished creating the ordered quantity, or as soon as you save the line item, or when you save the order). If you are manually entering the line number, enter it in the Line # field.
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Click the drop-down arrow in the Item # field and select the item for this order from the drop-down menu list that appears.
After the Item # is selected, the Item Description field is automatically filled, and the cursor is placed in the Ordered field.
Enter the item’s ordered quantity in the Ordered field. Press the
<Enter> key or the <Tab> key on your keyboard to advance to the
New Rec field.
Enter the amount of item received in the New Rec field. Press the
<Enter> or <Tab> key to advance to the Location field.
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Click the drop-down arrow in the Location field, and select the location from the drop-down menu list that appears. Press the <Enter> or
<Tab> key to advance to the UOM field.
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Click the drop-down arrow in the UOM field and select the UOM from the drop-down menu list that appears. Press the <Enter> or <Tab> key to advance to the Comments field.
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Repeat steps 6—11 until all of the order’s items have been entered.
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Select the Do It button found along the bottom of the form to process the new order, and clear the form. The form is cleared and a new receiving order number appears in the Order # field.(Clicking the
Cancel button will clear the information, cancel the order, and close the form. Clicking the Close button will save the order information and close the form.)
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When you are finished adding new orders, click the Close button found along the bottom of the form to close the form.
Reviewing Receiving Orders
After the new order information is added at the New Receiving Order form, the order may be viewed at the Review Receiving Order form. Order information cannot be added, edited, or deleted from this form. To review a receiving order: select Manage > Receiving > Review Order from the menu bar.
The Review Receiving Order form appears.
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If multiple sites are being used, click the drop-down arrow in the Site field and select the site where the order resides from the drop-down menu list that appears.
Click the drop-down arrow in the Select type of orders to retrieve field and select the type of orders to be reviewed from the drop-down menu that appears. You may select from open, closed, or all.
Open Order: Full or partial delivery of item is pending.
Closed Order: Item has been delivered in full.
All Orders: Open and closed orders that are logged in the system.
After you select the type of orders to retrieve, the form is enabled.
In the Order Information section of the form, click the drop-down arrow in the Order # field, and select the order that you want to review from the drop-down menu list that appears.
The record portion of the form displays the order details.
When you are finished reviewing orders at this form, click the Close button to exit the form.
Posting Changes to Receiving Orders
Received order information may be edited at the Change Receiving Order form. Use this form to post receiving order receipts, add additional receipts to orders, change order information or delete an order. Select Manage >
Receiving > Change Order from the menu bar.
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The Change Receiving Order form appears:
Chapter 8
Receiving
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Click the drop-down arrow in the Site field and select the desired site from the list that appears, if multiple sites are being used.
Click the drop-down arrow in the Select type of orders to retrieve field, and select the type of orders to be retrieved from the list.
You may select from open, closed, or all.
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Open Order: Full or partial delivery of item is pending.
Closed Order: Item has been delivered in full.
• All Orders: Open and closed orders that are logged in the system.
After you select the type of orders to retrieve, the form is enabled.
In the Order Information section of the form, click the drop-down arrow in the Order # field, and select the order that you want to change from the drop-down menu list that appears.
The record portion of the form displays the order details.
Review the following fields:
Ordered: The amount of the item that was ordered.
Prior Rec: The number of order items that have been received to date.
New Rec: The number of new items received on the order. This number is zero (0) when the order is first presented and returns to zero (0) once the changes are committed to the database.
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To increase the item quantity ordered: click in the Ordered field of the selected item and enter the new quantity ordered.
To add an item to the order:
Click the drop-down arrow in the Item # field of the bottom row and select the new item to be added from the drop-down menu list that appears. Press the <Tab> or the <Enter> key on your keyboard to advance to the Ordered field.
In the Ordered field, enter the item quantity.
To add the newly received goods quantity to the order:
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Click in the New Rec field and enter the new received quantity.
Select a put away location for the receipts by clicking the drop-down arrow in the Location field and selecting a location from the dropdown menu list that appears.
If UOM is enabled, click the drop-down arrow in the UOM field and select a UOM for the new quantity received from the drop-down menu list that appears.
If other Application features, such as serial number, lots, etc., are enabled and they apply to this entry, assign values to those fields. (A default value is used if no value is entered.)
When all the changes have been made to the selected order, click the
Do It button to process the changes and clear the form. (Clicking Can-
cel will close the form without saving the changes.) Click the Close button to exit the Change Order form and save any changes.
Changing the
Order Status
You are able to manually change the status of the selected order in the
Change Receiving Order form from open to closed or vice versa. To change the order status:
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In the Order Information section of the form, click the drop-down arrow in the Order # field, and select the order that you want to change from the drop-down menu list that appears.
The record portion of the form displays the order details.
Click the Toggle Open/Close Order Status button at the bottom of the form.
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If the order is open, a dialog box appears, asking you if you want this order to be closed. If the order is closed, a dialog box appears, asking you if you want this order to be re-opened.
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Deleting
Order
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To change the order status, click Yes. To cancel changing the order status, click No.
The dialog box closes and the order status is changed in the Change
Picking Order form.
Order information is deleted from the system at the Change Receiving
Order form:
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In the Order Information section of the form, click the drop-down arrow in the Order # field, and select the order that you want to delete from the drop-down menu list that appears.
The record portion of the form displays the order details.
Click the Delete button found along the bottom of the form.
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If the order contains only one line number item, a dialog appears telling you that an order must have at least one item.
Click the Yes button to continue deleting the order information. The dialog closes and you are returned to the Change Receiving Order form. The receiving order has been deleted from the system and the information on the form has been cleared.
Click the No button to cancel deleting the order. The dialog closes and you are returned to the Change Receiving Order form. The receiving order information on the form remains the same.
If the order contains at least two line number items, a Delete Order dialog appears.
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The Delete Order dialog contains two options. Select the desired option, and then click the Do It button.
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Delete ORDER number: if you select this option, the entire order specified will be deleted from the system, including all line number entries in the order (by default, the order currently selected is entered into the order number field).
Delete LINE number: if you select this option, only the line number specified will be deleted from this order number. In other words, the order will still be maintained by the system, but it will not contain this line number information (the first line number in the order is automatically entered into the line number field).
If the order is open, you may select a different line number to be deleted. To change the line number that will be deleted, place the cursor in the line entry that you want to delete, and then select the Delete button. This time the Delete LINE Number field in the Delete Order dialog will contain the selected line number, if it is different from the first one.
Warning: When deleting an individual line number from the order, pending changes to other records will be processed.
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If you elect to delete the entire order, the Delete Order dialog closes and you are returned to the Change Receiving Order form. The form is cleared of order information.
If you elect to delete the specified line number only, the Delete Order dialog closes, and another dialog box appears, asking you if you are sure you want to delete the selected item on this order. Click OK to continue deleting the selected line number item. The dialog box will close and you are returned to the Change Receiving Order form.The form will still contain the order information, however, the information pertaining to the specified line number will be deleted.
Viewing the
Order’s
History
The history button is enabled in the Review Receiving Order and Change
Receiving Order form. To view history information for a particular order, click the History button found along the bottom of the form.
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The View History form appears, with this order already selected. To view transaction information about this order, click the Go button in the View
History form.
Note: To view history information, the history feature must be enabled in the System Options form.
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