What is a Receiving?

Receiving is the second step in the OrderGrid app's warehouse management flow that follows Unloading > Receiving > Picking > Packing > Loading . During the receiving process, the items are taken from the unloading area to the physical shelves in the warehouse and the warehouse receives the items inventory in the system.

To access Receiving V2, navigate to

☰ > Warehouses > Receiving V2

Types of Receivings

There are three different types of Receivings:

With PO: Receiving is created with a Purchase Order(PO) and you can only add the items to the Putaway list that are on the Purchase Order.
No PO: Receiving is created without a Purchase Order(PO) and you can add any of the client's items to the putaway list.
In-Store: Allow In-Store Receiving for Hybrid clients in the Express module. It allows the warehouse to create express receiving in the store receiving. In-store receiving is auto-generated based on stock levels and minimum levels.

Note:

To use In-Store receiving, it must be enabled under,
☰ > Warehouse > Settings > Receiving: Allow In-Store Receiving

Stages of Receiving

Receiving is performed in three main stages:

Create a Receiving > Perform a Receiving > Close the Receiving

Create a Receiving

Note: Before creating a Receiving, make sure you change the correct settings below as per your preference to perform a receiving:

Use Putaway List:
- Toggle ON: It allows adding multiple items in the putaway items list that you want to receive in a No PO receiving.
- Toggle OFF: It allows only a single item to be putaway and received at a time.
  Please note that you can still receive more items on the same receive, but you will need to search and add a new item once the item is received.
Use Item Tags:
- Toggle ON: During the receiving, it allows using USE TAGS on the Receive to bin screen and the Pallet, Case, and Item tag type buttons. Users can scan a bin, and then scan a tag that does not belong to that bin. Upon scanning the tag number is displayed on the UI, and the tag will then move to that bin.
  
  On the Receive to bin screen, users can also click x on the use tags button to hide the button and the tag type buttons.
- Toggle OFF: During the receiving, USE TAGS on the bin selection step, and the Pallet, Case, and Item tagy type buttons are not displayed.

To create a receiving, follow the steps 🪜:

Click + icon on the top right corner of the receiving screen.
On the, choose a type of receiving you want to perform: With PO, No PO, or In-Store.
For With PO receiving:
1. Select the client.
2. Select the Receiving Order.
3. Select Unload. If no unloading was performed, select N/A.
For No PO receiving:
1. Select the client.
2. Select Unload. If no unloading was performed, select N/A.
For In-Store receiving:
1. Select the client.
2. Click Save .
Add any notes if required.
Click Save to create a receiving.

Perform a Receiving

You can create a new receiving or select an existing receiving from the list to perform a receiving. Once you are on the View receiving screen, you will be able to the perform following actions:

View receiving number, client, supplier, PO (purchase order) information
Edit receiving
Add items to the putaway list by Searching or scanning the item barcode.
View already received items and their quantities.

With PO Receiving

When receiving with a PO(purchase order), items of the PO are listed on the View Receiving screen.

Start receiving by adding the items to the Putaway list. Click Putaway on the items to add or Scan the Item barcodes to add them to the list.
Click Continue .
Next on the Putaway list screen, you can add any additional items or remove items that you want to receive. Additionally, you can receive the item as damaged by clicking Damaged . Follow the section below to perform damaged receiving and add the item to the Non-Conformance Report.
Click Continue to start receiving items from the putaway list.
On the Receive to bin screen, start by scanning the item barcode. When you scan the correct barcode the item's name will be highlighted in green color. For the incorrect barcode, it will be highlighted in red color.
If the item has barcode override enabled, you will be able to tap the item's name to validate the item.
Next, click Pencil Icon (✏️) to add the Lot and Expiry of the product.
On the Enter Lot and Expiry screen, enter the lot and select the expiry date. If the lot or the expiry is not required, click No Lot or No Exp .
Click Save to complete adding lot and expiry information.
Scan the Bin .
Adjust the quantity you would like to receive by clicking - or + on the UOM or type it in.
Click Continue . If you are trying to receive more than the required quantity on the PO, you will be prompted with a message to confirm that You are receiving an amount that is in excess over the expected PO amount. Please double check and confirm that the quantity you have entered is the correct quantity. If you are okay with it, click Confirm .
Next, on the Confirm Receiving screen, you will verify the quantity, lot, expiry, and the receiving location of the item. Once verified, click Save .
If you have more items to receive from the putaway list, you will perform the same steps from steps 5 to 10, step 12, and step 11 if required.
Once all items are received, you will be redirected to the View Receiving screen.

Note:
The default receiving status is open. Once you finish receiving you can close the receiving.

No PO and In-Store Receiving.

When receiving with the No PO or In-store, you will need to add the items that you want to receive in the warehouse.

Start receiving by adding the items to the Putaway list. Click Putaway on the item to add or Scan the Item barcode to add it to the list.
Click Continue .
Next on the Putaway list screen, you can add any additional items or remove items that you want to receive. Additionally, you can receive the item as damaged by clicking Damaged . Follow the section below to perform damaged receiving and add the item to the Non-Conformance Report.
Click Continue to start receiving items from the putaway list.
On the Receive to bin screen, start by scanning the item barcode. If you scan the correct barcode the item's name will be highlighted in green color. For the incorrect barcode, it will be highlighted in red color.
If the item has barcode override enabled, you will be able to tap the item's name to validate the item.
Next, click Pencil Icon (✏️) to add the Lot and Expiry of the product.
On the Enter Lot and Expiry screen, enter the lot and select the expiry date. If the lot or the expiry is not required, click No Lot or No Exp .
Click Save to complete adding lot and expiry information.
Scan the Bin .
Adjust the quantity you would like to receive by clicking - or + on the UOM or type it in.
Next, on the Confirm Receiving screen, you will verify the quantity, lot, expiry, and the receiving location of the item. Once verified, click Save .
If you have more items to receive from the putaway list, you will perform the same steps from step 5 to step 11.
Once all items are received, you will be redirected to the View Receiving screen.

Close a Receiving

Users can Close the receiving by following these steps 🪜:

Select the open receiving that you would like to close.
Click Edit or (pencil icon ✏️).
Click Close .
Next, if you are closing a With PO receiving, you will be prompted to confirm
Before closing this receiving please look around and confirm you have received all items.
If all is okay, click Confirm .
Next and Last, if you are closing a With PO receiving, you will be prompted to complete the RO claim form. If required, click Yes and complete it, or else select
No
The receiving is closed.

Complete the RO Claim Form

For with PO receiving, users can complete the RO claim form for the under-received items on the receiving. The under-received items are populated by comparing the PO ordered quantity against the Receiving Received quantity. You will be prompted to complete it before closing the receiving too.

On the RO Claim form page, follow these steps 🪜:

Select the Reason Code.
Adjust the Claim quantity. Please note that you cannot increment quantity greater than the under-received quantity calculated.
If required, click the copy icon under action to duplicate the line item and follow steps 1 and 2 again for the duplicated line item. You can click the delete icon to remove the line item from the list.
Click Save to complete the form.

Additional Actions:

Export: Export a CSV file for RO claim form by clicking Export .
Update RO Claim Form:
1. Open the receiving.
2. On the View Receiving screen, click edit Click Edit or (pencil icon ✏️).
3. Make the required changes on the form.
4. Click Save .

Update Receiving

You can only update the receiving that is in Open status. Users can update the Unloading and Notes, on the receiving.

To update the receiving, follow the steps 🪜:

Select the receiving.
On the View Receiving screen, Click Edit or (pencil icon ✏️).
Click Update Receiving .