knowledge base

Receiving is the process of taking goods that have been delivered to you from your vendor and placing them into your inventory storage.

The Receive tab shows you information related to receiving an order and is accessible by clicking the   button from the bottom of a Purchase Order.

A green light on the Receive tab is shown when the order has been marked Fully Received. Otherwise, a yellow light will be shown when some items have been received, or a red light when the receive table is empty.

The receiving information cannot be modified after the order has been marked Fully Received. Also, lines that have been marked received cannot be modified.

Receive Tab Columns

The main Receive table has the following columns:

Item - The item name or item code for the product or service being received.

Description - This is a text description of the product or service being ordered. This field will be shown, only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here.

Vendor Product Code - A product code that the vendor uses to refer to the item being ordered. This will default to the Vendor Product Code set up for this vendor and product in Vendor Information.

Quantity - The quantity of the item being received. This will default to the quantity remaining to be received for this order when the Name is selected, or one if there are none expected.

Location - inFlow will use the location set for this order. If no location is set, it will use the product default location.

Receive Date - The date that these items were received. This will default to the date on the line above, or else today’s date.

Sublocation - This column may be hidden depending on the Company Settings. This is the inventory sublocation (e.g. Aisle Number) from which the item is picked. For a stocked product, this will default to the sublocation of the selected product. For unstocked products, it will be kept blank.

Received - A button you can click to finalize and receive the boxes. This will modify your inventory levels, moving the products into the location specified. This column changes to a check mark icon once it has been received. When the last row is received, the system asks if you want to mark the order as fully-received. Lines that have been received cannot be edited or deleted.

Receive Tab Footer

The receive tab footer has the following options:

Remarks - The Remarks field allows you to enter in any extra remarks you have about the receiving. These remarks will be shown on the printed Receiving Notes.

Total Ordered - The total quantity of items ordered.

Total Received - The total quantity of items received. If all the items have been received, this will be equal to Total Ordered (all in standard UoM).

Complete - The Complete button can be used to mark off all lines as received and then mark an order as Fully Received, signifying that your company has received all expected goods for this order. This will move the Order status to Fully Received, and cannot be undone. The Complete button is enabled when the quantities of all stocked and unstocked products in the order match the quantities received. Service items do not need to be received. Order and Receive tabs cannot be changed after this point.

Auto Fill - The Auto Fill button gives an intelligent suggestion on how the receiving could be done, based on the contents of the order. It will not modify or delete any of the existing lines in the receive table. The Auto Fill function will suggest receiving the remaining products for the order than have not yet been received. Receive defaults to the location specified in the order, or to the default location for each product. UoM is done as per purchasing UoM. The Description is copied from the order where possible.