Receiving ReceivingEach receiving doc can be opened against a purchase order or as a newly created Pocket Inventory receiving doc.
This section covers the following topics:
The receiving doc screen has a vendor and either an order or a reference number associated with it. When receiving against a purchase order the vendor and order number will be displayed and neither will be editable. When receiving a stand alone receiving doc the vendor and Ref number will be displayed and both will be editable.
The receiving doc screen contains an item list for the items associated with the current receiving doc. Some of the actions you can perform on the item list includes adding an item, editing an item and deleting an item.
New items can be added to a receiving doc in different ways.
Scanning Items
All Orders Users:
By placing the cursor into the "Scan Item" box and scanning a bar-code, Pocket Inventory will search for an item with a matching code from the item's Name, UPC, Vendor Part Number, and Manufacturers Part Number. Labels with bar-codes can also be created from All Orders representing the item.
QuickBooks Users
By placing the cursor into the "Scan Item" box and scanning a bar-code, Pocket Inventory will search for an item with a matching code from the item's Name and any imported custom fields.
Small Business Accounting Users:
By placing the cursor into the "Scan Item" box and scanning a bar-code, Pocket Inventory will search for an item with a matching code from the item's Name, UPC and any imported custom fields.
If an item is not being found try changing the Remove Check Digit setting. Once the item is scanned in the user will be directed to the quantity box to enter the item's quantity.
Manually Entering Items
All Orders Users:
By entering the cursor into the "Scan Item" box and typing, the user can enter the item's name, UPC, Vendor Part Number, or Manufacturers Part Number. Once the user clicks into the quantity box, Pocket Inventory will search for the item. If the item is found the user will be allowed to enter the item's quantity.
QuickBooks Users:
By entering the cursor into the "Scan Item" box and typing, the user can enter the item's name or data from one of the item's Custom Fields. Once the user clicks into the quantity box, Pocket Inventory will search for the item. If the item is found the user will be allowed to enter the item's quantity.
Small Business Accounting Users:
By entering the cursor into the "Scan Item" box and typing, the user can enter the item's name, UPC, or data from one of the item's Custom Fields. Once the user clicks into the quantity box, Pocket Inventory will search for the item. If the item is found the user will be allowed to enter the item's quantity.
Selecting Items From a List
Users can also select an item to add from a list. Click Item List and a list of items will pop-up for the user to choose from. Click an item to select it. Click OK in the top right corner to cancel the item selection.
All item's on receiving docs are not allowed to have quantities below zero, although a quantity of zero is allowed as a placeholder. If an item is added that already exists on the Item List, the quantity will be added to the already present item's quantity.
Items can be edited by Double-Clicking on the item on the Item List. If the item has no lot/serials the "Scan new item" box will contain the item's name and the quantity box will contain the editable quantity. Click Done when you are finished editing the item to update the item list. If the item has lot/serials the lot/serial entry screen will appear when the item is double-clicked. See Setting Lot/Serials for more information. An items quantity can also be changed from the item menu.
Items can be deleted through the item menu.
When a new item that can have lot/serials is added the lot/serial screen appears for entry. To add an item that can have lot/serials without using lot/serials for its quantity the lot/serials screen must be exited with no lots/serials entered. The quantity from the quantity box will then be entered.
Quantities for Items with lot/serials can only be changing through the lot/serial screen. Double-Clicking an item with lot/serials will bring up the lot/serial screen. An item's lot/serials can also be accessed from the item menu.
The Item Menu becomes active when an item is selected in the item list. From the item menu the user can delete an item or manage that items lot/serials.
To reset the receiving doc click the Reset button. All items from the receiving doc that are not against an order will be removed. If the receiving doc is not being received against an order the Ref # and the vendor will be cleared as well.
To close the receiving doc without saving changes click the Exit button.
*Applicable to All Orders users only.