Receiving

Receiving items is easy in [i] Merchant. To begin:

To begin the search:

To begin, let's learn how to create a new query from which to run a Receiving search.

To create a new query:

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Now it is time to select the criteria for the new query. What do you want your query to include? Which products? Your query can be as narrow or as wide as you want it to be. Please direct your attention to the fields under the heading "Saved query".

For applicable categories (such as Vendor), there will be a binoculars icon at the right of the Choose Value field. If you need to view information on how to select a parameter in a code-driven field, please click here.

If you selected "between" in the Select Operation field, two fields will display under Choose Value. In the top field, choose the start value. In the bottom field, select the ending value. For example, if you selected Order Date in the Select Field field and you want to run the query so you can receive products ordered between 7/01/06 and 8/01/06, you would select "between" in the Select Operation field, key in 7/01/06 in the top Choose Value field, and key in 8/01/06 in the bottom Choose Value field.

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For Date categories (such as Order Date), a calendar will display if you click on the down arrow at the right of the Choose Value field(s). This is a convenient way for you to select a particular date, if you'd rather not key it in.

Note:

If you choose any date-related category in the Select Field field, the Choose Value field will automatically default to the current day's date.

Note:

If you want to blank out the query fields and begin again (prior to clicking on Add), click on the Cancel button. The query fields are blanked out.

After creating the criteria for this new query, click on the Manage saved queries button and select "Save the current query". At this point, you can run the query immediately, or you can exit the query without running it.

Important:

If you want to run the query and add even more layers of specificity (i.e., only search products with the word "Red" in the title that fall within the parameters established in the query), define these layers using the top two fields ("Criteria to find records" fields) at the upper left of the query window. These two fields are the same Find fields you see on the standard Find programs throughout the system.

So, again, if you want to search specific products that fall under the parameters of a particular field, utilize these two "Criteria to find records" fields. Here is an example.

Let us say you saved a query that includes all books ordered from Ingram by Store 1, between the Ordered Dates of 7/01/06 and 8/01/06. You can simply run your query wide open, and all such books in Store 1 will appear on the Receiving screen once the query is run.

But what if you only want to see the books under these parameters that are included on a specific, particular Purchase Order? Ah. That's what the "Criteria to find records" fields are for. Let's say, for the above books in the query, you only want to see only the books on PO 37. In one of the of the two "Criteria to find records" fields, select Purchase Order. Then key in the number of the PO--in this example, 37--and you have now narrowed your search accordingly.

Important:

Initially, when creating your new query templates, you should make one query that is completely blank and name it "All." Then, if you want to simply run a search using the two basic Find fields in the upper left of the query window ("Criteria to find records" fields) without running it against the parameters established in a specified query, you can. By running a search this way, you are running it the same as a standard Find.

Setting up specific queries that define searches and can be saved is an option. You can use this option as much or as little as you like. Either way, there will be times when you simply want to run a basic search, without using a query (for example, if you wanted to receive all items from a specified PO, with no restrictions on said items, you would key in the PO number in one of the "Criteria to find records" fields and run the search using the "All" query--that is, no criteria to narrow the search).

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At this point, let's take a closer look now at the other selections under the Manage saved queries button, in the top right of the query window.

Two choices allow you either to view the list of queries saved only by you or the list of queries saved by everyone on the system. This is user-definable and up to you. Choose whichever makes the most sense. You can switch back and forth anytime you like, but the system will always default to the way you left it the last time you were in the Query window.

These two selections have a direct impact on the "Using saved query" field to the left. This field has a pulldown arrow. Click on the arrow and a dropdown menu displays, listing all of the saved (existing) queries you can choose from. When you select one, that query's criteria will display in the window. At that point, you can run the query.

If you selected only to view queries you yourself created under the Manage saved queries button, then only queries you created and saved will display under the "Using saved query" field. If, however, you chose to view all queries on the system under the Manage saved queries button, then all queries (created by all the users on the system) will display under the "Using saved query" field.

The last choice under the Manage saved queries button is a "Delete the current query" option. Clicking on this will call up a dialogue box that asks you if you want to delete the query that's displayed. If you do, simply click on "Yes". The query will be deleted.

Pay attention to one more field in the Query window: "Include inactive (deleted) records that meet the selection criteria". If you check this field, records that have been deleted from [i] Merchant will be included in the search. If you leave the field unchecked, these records will not be included, even if they fall under the query's criteria ranges.

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Once a query is run, a list of matching products displays back in the lower portion of the Receiving screen. These are the products you will wish to receive. Take note of the Status column. The status of each product will either be "Pending," meaning the product has not yet been received, or "Complete," meaning it has been received. Also take note of the "Retail Order" and "Retail Product" columns. If the product in any row is still "Pending" and the Retail Product Price is different from the Retaill Order Price (which is the "Retail Recv" price in the Detail form), then the price listed under both the "Retail Order" and the "Retail Product" column will be highlighted in red, so you can notice it easily.

How you handle the bulk receiving of products with such a price discrepancy is handled via the "If New Receive price is different from current:" field in the upper right-hand corner of the window. There is a drop-down menu. Select the option you want applied to all products you will receive in bulk that have a price discrepancy. The selections here work the same way as they do in the Detail window. For information on how they work, click here. The only difference is, when you receive such products in bulk, this setting only applies to "Pending" products, whereas in the Detail form, both "Pending" and "Complete" products can be altered.

 

Before receiving any products, you can key in the invoice number and invoice date under the "Default Receiving Settings" section at the top right of the Receiving screen. The date, if left blank, will default to the current day's date.

The Discount field is optional. If you leave it blank, whatever discount specified on the PO for the product(s) in question will be applied. If you enter a value here, at this point, it will override the discount from the PO.

You can also assign a Problem Code to multiple selected products simultaneously (or just one selected product) if there is an issue (i.e., short-shipped, damaged merchandise, etc). To assign a Problem Code at this screen:

In the optional Receive Shipment field, either select an existing Receive Shipment record, or, more likely, create a new Receieve Shipment record.

In the "Label printing settings" section, you determine whether or not you want to batch the labels (or print them now), and you can print the labels here, as well.

The "Update label settings" tab opens the "Settings for printing labels" window.

In the other fields, select the printer you will use to print the labels, key in the number of copies, and select the label stock to use.

Notice, also, the "Customer Order labels only" check-box field. If you check the box here, only Customer Order labels will be created. If you leave the box unchecked, all labels will be created.

Whatever you selected in the "Label printing mode" field will display to the right of "Mode" on the Receiving screen.

If you decided to batch your labels, the "Print batched labels" button will call up the Label Printer Selections window.

Important:

Make sure you select a default Customer Order label type in Store Maintenance. If you do not, no Customer Order labels will print. Customer Order labels are created for each individual product that is received to fulfill a Customer Order.

The upper left of the Receiving screen contains an information box--the "Receiving Summary" box--detailing data for products received on the invoice you're working on. When you first call up a list, the information will generally be all zeroes. After receiving items, the applicable data will fill in.

Now, it is time to actually receive the products into your store.

You can receive as many products as you want in bulk, simultaneously. To do this:

To print the labels for the products you have received:

You can also print label batches later by selecting Reports-Print Labels from the menu at the top of the [i] Merchant Desktop.

You can also add products to a PO using this screen as a navigation tool . . .

From here, you can change any information on the PO, or you can add a new product to the PO. Anything you do here in PO Properties will work the same as usual, except . . . when you click on the "Receive" button, "Apply to PO" button, or "Add to PO" button, you will be returned to the Receiving screen, and if you added a new product in PO Properties, it will now be listed on the Receiving screen, along with all of the other products originally called up after you ran your query.

 

Okay, but what if you want to see more detail and receive a product by itself? To do this:

The Receiving Detail screen is divided into two basic sections: a work screen and a grid at the bottom of the screen. When you access the Receiving Detail screen, the information listed is just for the one product you had highlighted at the Receiving screen.

At the top of the Receiving Detail screen, the PO number, vendor the product was ordered from, and store it was ordered for display. Just below that, product information displays. All of this is for your information.

Note:

You can design the product detail area here the way you want, if you choose, via the Screen Designer. The option for the Receiving Detail screen in the Screen Designer also has a toggle option between the standard system design and the user-defined design. Please click here for more information.

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At the bottom of the screen, there is a grid. Any previous orders for the selected product (including the current order) are listed at the top of the grid. These are grayed out (not changeable) and provided for your information.

The work screen (above the grid) is where you actually receive the item. The cursor defaults to the Quantity field, which automatically fills in with the ordered amount (determined on the PO). Generally, you will likely not need to change this amount, but if you do, simply key in the new amount.

Change the Unit Cost, Total Cost, Retail Recvd, and Discount % fields only if necessary.

Note:

The price in the Retail Recvd field will fill in automatically based on the value of the PO Retail Price field in the PO you are receiving against. You can change this value here, if you wish. If you do change the value in the Retail Recvd field and then click on the Receive icon to the right, a dialogue box will appear. This will ask you which price in the product's inventory file (Product Properties) you want the change to be applied to: both MSRP and Retail price; Retail price only; Buying price only; or Buying price, Retail price, and MSRP. There is also a selection that allows you not to have any of the pricing updated in the inventory file. Simply choose the selection you want, and the product will be received in and the appropriate pricing change will be updated on the inventory file.

This dialogue box will also appear automatically if the price in the Retail Recvd field is different from the retail price for the item in Product Properties.

Important:

If you decide to change the Buying price, the new Buying price will be impacted depending on whether the received item is using the List price or the Net price. If you don't explicitly change an item's List or Net Price value to Net Price, it will always default to List Price. For information on the List or Net Price field and how it affects the Buying price, please click here.

Please note, if the Unit Cost here in Receiving is different from the item's Buying price in Product Properties, the price change dialogue box will appear, allowing you to adjust the price. If you choose to update the unit cost, the item's Buying price in Product Peoperties will be updated with the unit cost value here in Receiving.

The Problem Code field is used if there is an issue receiving the item. For example, if the Unit Cost has changed, you may want to attach a Problem Code. Problem Codes are optional unless the Quantity field has been altered in Receiving. If the Quantity received does not match the Quantity ordered (i.e., either shortshipped or overshipped), or if the received Quantity is entered as zero, then you must enter a Problem Code.

To enter a Problem Code:

Or, if you do not know the exact Problem Code:

If you have assigned a Problem Code, the Available Date field becomes active (it is grayed out if no Problem Code is assigned). Enter an appropriate date in this field, if applicable.

If you have not yet filled in the invoice number and invoice fate back on the Receiving screen, key them in now in the applicable fields. In the Invoice Date field, you can click on the arrow at the right of the field and choose the date from the minicalendar that appears, if you prefer to do it that way.

To the right of the work screen, there is the Product Pricing box. The MSRP, Retail, and Buying prices are listed for the selected product. If you need to change any of these prices here, you can.

Note:

If the rows in question have already been exported to Accounting, you cannot change them. The last column in the grid at the bottom of the screen lets you know if the item in question has been exported.

Once everything is in order on the Receiving work screen, click on the Receive button at the right of the screen. The product is received, and your system inventory records are automatically updated.

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Once you receive a product, a new row appears in the grid at the bottom of the Receiving Detail screen. It is the "Just Received" row, and it reflects the action you just took. The product you just received is listed in this row, and the Quantity column fills in with the Quantity you received in the work screen.

Note:

If you need to change something after you have received the item (after clicking on the Receive button), simply change whatever you need to back in the work screen and then click on the Receive button again. The "Just Received" row will be updated with the changes you made in the work screen.

If, on the other hand, you make changes in the work screen but then realize you did not need to make changes, simply click on the Cancel button at the right of the screen.

If you want to "unreceive" (cancel) an item after clicking on the Receive button, click on the UnDo toolbar icon at the top of the screen to undo the changes. The item will be "unreceived."

Note:

If you have not yet checked the "Save Labels to Batch" field back on the general Receiving screen, you can do it here. It is located to the right of the Invoice Date field.

Likewise, you can print labels here, too. Either click on the "Print Labels" button at the right of the screen (under "Cancel"), or click on the "Labels" toolbar icon at the top of the screen.

Once you have received the item, escape the Receiving Detail screen by clicking on the Close icon in the toolbar of the Receiving Detail screen window. You are returned to the Receiving screen. The product you just received will now have its "Receive Remaining" and "Just Received" columns updated in the selection grid at the bottom of the Receiving Properties screen, and its row will now be yellow.

If, at any time in the process, you need to go back to the Receiving Detail screen for any product on the Receiving screen, simply highlight the product and click on the Receive Detail toolbar icon. At that point, if needed, you can change information for the product.

Please note, the right-clicker function is available for all of the products listed here in the selection grid at the bottom of the Receiving screen.

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