planned receivings

Planned Receivings allows the warehouse to plan when their shipments are coming in. As the planned receiving records are added to the planning screen, it will reduce the purchase order inventory. A Purchase Order must be completed and in 'Posted' status before a planned receiving can be created.

The following procedures are outlined related to creating a Planned Receiving:

1. • Creating a Planned Ingredient Receiving
   • • Details
     • Creating Multiple Loads
     • Delayed Freight
     • Create Receiving Transaction

Create a Planned Receiving

The Planned Receiving record creates a calendar of expected receipts. This calendar is used for planning purposes with the option to generate the receiving transaction directly from the planned receiving event.

1. In General>Warehouses, select Planned Receiving.
2. In the Warehouse Planned Receivings main index, select to create a new receiving record.

3. In the New Record dialog box, In the Trans Date field, enter the date of the receiving transaction.
4. From Warehouse No, select the required warehouse where the product will be received to, and then click 'OK'.
5. In the Warehouse Planned Receivings screen, select the time that the product is to be received and select to create a new planned receiving record.
6. The Purchase Order (PO) inventory will appear for all field products available to be received at the warehouse. The PO will need to be created prior to creating receiving ingredients: see Creating a PO.
7. Select the product and in the Vendor Units Entered field, enter the number of units to be received. There is an option in Registry>Product Type>Units Received Mode which determines if the units are entered in vendor units or inventory units.
   



 

8. Click 'OK' and the receiving record will appear on the time designated on the calendar. The transaction can be easily moved on the calendar by clicking on the transaction and dragging it to the required date and time. The details will be automatically updated in Planned Receiving Details.

 



 

9. Details can be reviewed by hovering over the transaction on the calendar. Details in the pop-up can be defined in Options>Define Appointment Bubble/ToolTip. Use the Bubble options to define the display on the calendar and the ToolTip options to define the pop-up details.

Planned Receiving Details

The lines in the Planned Receiving screen will default from the selected receiving record and associated purchase order with the option to enter further details related to the planned receiving transaction. The fields are optional, but any fields populated in the Planned Receiving Details will automatically default to the receiving transaction if it is created from the Planned Receiving screen.

1. Vendor No displays the code for the vendor shipping the product.

2. Vendor Name defaults from Vendor No and displays the name of the vendor.

3. Ref No is a unique reference number used to identify the inventory product. This can be automatically or manually entered.

4. In the Ship Date field, enter the date the product will be shipped from the vendor.

5. In the Begin Receive Time, enter the time that the product  is expected to arrive and be received.

6. In the End Receive Time, enter the time that the product is to be unloaded, and the receiving transaction complete.

7. Haulage Vendor SKU No displays the vendor SKU number of the haulage vendor, if applicable. The haulage vendor information can only be changed if 'Delayed Freight' type was selected in the purchase order.

8. Haulage Vendor No displays the number of the haulage vendor, if applicable.

9. Haulage Vendor Name displays the name of the haulage vendor, if applicable.

10. Haulage Rate displays the haulage rate, if applicable.

11. Haulage Vendor Location ID displays the code for the location of the haulage vendor, if applicable.

12. Haulage Vendor Location Name displays the location name of the haulage vendor, if applicable.
13. Supplier Ref No displays the reference number of the supplier, if applicable.
14. Product No displays the number of the product being received.
15. Arrival Date displays the date that the product will arrive.
16. Day of the Week defaults from Arrival Date and indicates the day the product will arrive.
17. Notification Date displays the date that the vendor is contacted to confirm the delivery from the vendor.
18. Event Date displays the date the planned receiving record was created and the date that the product was shipped out. Event Date defaults from Trans Date with an option to modify. The event date does not affect inventory or accounting transactions.
19. Load No indicates the line load number.
20. Inventory Units is a calculated field and is based on the planned vendor units to be received multiplied by the inventory units on the vendor sku
21. Load Order No is an optional field to enter a load order number, if required. .
22. From the Driver No drop-down menu, select the driver who will deliver the product. This field is optional and must be set up prior to use in: Admin>Business>General>Definitions> Drivers.
23. Driver Name defaults from the selected Driver No and displays a description of the driver.
24. External Driver is an optional field to identify an external driver that will deliver the product. This is a text field with no validation.

25. From the Vehicle No drop-down menu, select the vehicle used to deliver the product. This field is optional and must be set up prior to use in: Admin>Business>General>Definitions>Vehicles.
26. Vehicle Name defaults from the selected Vehicle No and displays a description of the vehicle.
27. External Vehicle is an optional field to identify an external vehicle that will deliver the product. This is a text field with no validation.
28. Trailer No is an optional field that also be added, and must be pre-defined in: Admin>Business>General>Definitions>Vehicles.
29. Trailer Name will default from Trailer No and displays the name of the trailer.
30. The Weight Scale flag will be selected if the receiving transaction needed to be weighed, but is generally not used in warehouse planned receiving. Scales are defined in: Admin>Business>General>Definitions>Weight Scales.
31. Received Inventory Units indicates the number of inventory units received.
32. Received Vendor Units indicates the number of vendor units received.
33. Selecting the Void flag will cancel the planned receiving.
34. In the Comments field, enter any additional information related to the planned receiving transaction.

Create Multiple Loads

Within the right-click options, it is possible to 'create multiple loads'. Selecting this option copies what is in the purchase order and allows the user to create the number of required loads and frequency. There must be enough inventory in order for multiple loads to be created.

1. Right-click on the transaction line and select 'Create Multiple Loads'.
2. To create a second receiving transaction, complete the date and time details in the Copy Ref No screen and click OK to create the planned receiving record with the same details as the selected line.
3. To create multiple planned receiving transactions, click on Recurrence.





4. In the Appointment Recurrence box, select the options required to set  future planned receivings.
5. Click 'OK' when completed. If there is sufficient purchase order inventory, the recurring planned receivings will be created. If there is not sufficient purchase order inventory, the process will create as many transactions as possible and provide an error message to indicate there is not enough inventory.
   
   
   

Delayed Freight

When a Purchase Order is created using Freight Type-Delayed, this indicates that there will be additional freight charges. The haulage vendor and the rate are not confirmed at the time that the purchase order is created. Delayed Freight allows the freight to be set when ingredients are received. There is an option to select the delayed vendor and associated rate when the planned receiving record is created. Otherwise, there is an option within the transaction to update the information.

1. Right-click on the transaction line and select 'Change Haulage Vendor'.
   
   
   
2. In the Inventory Haulage Selection pop-up box, select/change  the Haulage Vendor No, if applicable.
3. Select/change the Haulage Vendor Sku No, if applicable.
4. Enter the Freight Rate.

Receive Transaction

1. Right Click on the transaction line and select 'Receiving'.
   
   
   
2. This will automatically create the Warehouse Receiving Transaction. The transaction will be populated with all of the details entered in Planned Receiving Details.
3. Save and close the receiving record. The receiving transaction can then be posted as outlined in Receivings>Post Transactions.



 

4. The planned receiving record will turn blue if there are no weights entered or green if there are weights entered  to indicate that it has been received in the planned receiving calendar.
5. The Received flag will be selected to indicate that the transaction has been received.