Receiving

• The Receiving module allows items to be received into inventory.
• To open a purchase order in the Receiving module, click Receiving in the Flow bar at the top of the order.
  
• To receive items into inventory, click the RECEIVE button in the action bar, select a location, and click the FINISH button.
• Items and expenses can be added to the order by clicking the RECONCILE button.
• To modify a single item, click the More button on the right side of the line item and select Hold , Receive , Fulfill , Void , or Reject .

Main section

The first time you go to the Receiving module, it will likely be empty. But as you generate purchase orders and Credit Return sales orders, this module’s main section will begin to fill up with incoming orders ready to be received.

A purchase order appears in the Receiving module after you click the ISSUE button in the Purchase Orders module. And a certain type of sales order appears in the Receiving module after you click the ISSUE button in the Sales Orders module. There is no way to create a receipt within the Receiving module itself.

You will see the following headers in this section:

• Select All - A checkbox that enables you to select or unselect all receipts listed on the page.
• Order - The purchase order number or sales order number being received.
• Status - The current condition of an order. There are six statuses an order can have:
  • OPEN - The order has been created, but isn’t currently received or fulfilled.
  • PARTIALLY RECEIVED - At least one item has been received, but not all.
  • RECEIVED - All items in the order have been received.
  • PARTIALLY FULFILLED - At least one item in the order has been fulfilled, but not all of them.
  • FULFILLED - Every item in the order has been fulfilled and added to inventory.
  • REJECTED - The item won’t be received and will instead be returned to the vendor.
• Vendor - The company responsible for fulfilling items in the order.
• Date Created - The month, day, and year (MM/DD/YYYY) a receipt first appeared in the Receiving module.
• Date Last Modified - The month, day, and year (MM/DD/YYYY) a receipt was most recently updated and saved by a user.
• Date Issued - The month, day, and year (MM/DD/YYYY) a receipt was created when the purchase order or sales order it’s based on was issued.
• Carrier - The carrier responsible for delivering an order’s item(s) to you.
• Customer PO/SO - A reference number provided by the customer.
• Vendor PO/SO - A reference number provided by the vendor.

Action bar in the main section

When you click the checkbox on the left of a receipt, you will see the following options appear in the action bar at the top of the main Receiving module page:

• VOID - This returns all selected receipts to their original status of OPEN. However, it won’t work if you’ve reconciled some items in a receipt and added landed costs to it.
• More - This button is always on the top-right of the module, whether or not you have selected a receipt. It enables you to change dates in the header on this page.

Change dates

When you click Change Dates under the More button, you will find you have three options for the Date column:

• Date Created - A permanent marker that denotes the month, day, and year (MM/DD/YYYY) a receipt was created.
• Date Last Modified - A changeable marker that denotes the most recent month, day, and year (MM/DD/YYYY) a receipt was updated and saved by a user.
• Date Issued - The month, day, and year (MM/DD/YYYY) the purchase order or sales order each receipt is based on was issued. Honestly, this is the same as the Date Created, so take your pick.

You can select whichever date option will best help you organize the receipts in the Receiving module. And you can still see all three when you hover your mouse over a date.

How to receive items

To receive items from an order, click one of the receipts in the main section of the Receiving module. This will open it up and shrink the list of all receipts and move them to the left.

In the action bar of a receipt of a purchase order, you will find the following buttons:

• RECEIVE - This opens the Receive wizard to receive all items in the receipt.
• RECONCILE - This opens the Reconcile Order wizard for all items in the receipt.
• FULFILL - This opens the Fulfill wizard to fulfill all items in the receipt into your inventory. It is similar to the Receive wizard.
• VOID - This resets all items to their original Open status. However, just like in the main section, it won’t work if you’ve reconciled any items and/or added landed costs.
• More - This enables you to open the Receiving List report by clicking Show Report. We will talk more about this report later in this article.
• X - This closes the receipt and returns you to the main section of the Receiving module.

It should be noted that the action bar on a receipt of a Credit Return sales order will be different than what is listed above. Instead of having six buttons, it will have just three:

• RECEIVE - This opens the Receive wizard for all items in the receipt. Since there is no Fulfill option in this specific situation, the RECEIVE button also fulfills the items at the same time.
• More - This enables you to open the Receiving List report by clicking Show Report.
• X - This closes the receipt and returns you to the main section of the Receiving module.

General tab

The General tab of a receipt has a variety of information from the order it was generated from at the top of it, just under the action bar:

• Vendor - The supplier responsible for fulfilling items in the order.
• Issued - The month, day, and year (MM/DD/YYYY) the order was created when the purchase order or sales order it is based on was issued.
• FOB - Free On Board, a shipping term referring to when international shipping costs are charged.
• Customer SO - A reference number provided by the customer. It’s labeled “Customer SO,” but it can also be properly termed the “Customer PO” if this is for a Credit Return sales order.
• Vendor SO - A reference number provided by the vendor for the order. It’s labeled “Vendor SO,” but it can also be properly termed the “Vendor PO” if this is for a Credit Return sales order.
• Carrier - The carrier responsible for delivering the item(s) in the order.
• Service - The means of delivery provided by the carrier.

Items section

• Item - The name of each item being received, along with its image and description, if available.
• Status - The current condition of each item in the receipt:
  • OPEN - The item has not yet been received.
  • HOLD - The receiving process is temporarily halted on the item.
  • RECEIVED - The item has been fully received.
  • RECONCILED - Extra expenses or changes were added to the order, affecting the vendor bill.
  • FULFILLED - The item has been fulfilled and added to inventory.
  • REJECTED - The item was rejected and must be returned.
• Quantity - The number of units of an item that are expected to be received. This is the same number that is on the purchase order or sales order that the receipt is based on.
• Billing Info - The month, day, and year (MM/DD/YYYY) the bill for the receipt is due to be paid.
• Scheduled - The month, day, and year (MM/DD/YYYY) the receipt is scheduled to be fulfilled by.
• Location - The location where items in this receipt are being received.
• Unit Cost - The amount of money you pay for a single unit of each item.
• Cost - The total amount of money you pay for all units of each item.
• Billed - The total amount of money you’re being charged for all units.
• Unit Landed Cost - The amount of money you pay for a unit after any extra shipping costs are added to it.
• Landed - The total amount of money you pay for all units after any extra shipping costs are added to them.
• Tracking - This icon lets you see the tracking criteria associated with the item. If you haven’t assigned a lot number, expiration date, and/or serial number to an item in the Items module, you won’t be able to click on this icon.
• More - Clicking this opens a list of options that enable you to hold, receive, fulfill, void, or reject the item:
  • HOLD - Halt the receiving process on the item. You can click VOID to undo this action.
  • RECEIVE - Open the Receive wizard for the individual item.
  • FULFILL - Instantly mark the item as fulfilled, and add it to your inventory.
  • VOID - This returns the item to its original status of Open. However, this won’t work if you’ve reconciled it and added landed costs to it. You also can’t void a shipping item that has been added through the Reconcile Order wizard and marked as Fulfilled.
  • REJECT - Open the Reject wizard to send the item back to the vendor.

In addition, at the bottom of the General tab, there are two totals:

• Not Billed - This total comes from the Reconcile Order wizard, and it shows the amount of money you will not pass along to the vendor to cover unforeseen shipping costs or other fees.
• Total - The total amount of money due for all items in the receipt.

Item wizard

You can click on a line item to open the Item wizard. This wizard is separated into two tabs:

• Receiving
• Orders

Here are all of the fields you can fill out in the Receiving tab:

• Location - A dropdown menu to select the location the item is to be received and stored at. You can create a new location from here by entering text and clicking the + Add option. Then fill out the wizard that appears.
• Ref No. - A textbox to enter the reference number associated with the item’s receipt. The character limit is 255.
• Customer - A dropdown menu to select the name of the customer associated with the receipt, if applicable. You can’t create a new customer from here. To do that, you will have to go to the Customers module.
• Bill Date - A textbox to enter the month, day, and year (MM/DD/YYYY) the item’s bill is due to be paid by. In addition, you can click the calendar icon on the right of this textbox to open a calendar and select a date from it.
• Quantity - A textbox to enter the number of units of the item that are being received via this line item.
• Unit cost - A textbox to enter the amount of money you pay for a single unit of the item.
• Received - The month, day, and year (MM/DD/YYYY) the item was received. This will be blank if the item hasn’t been received yet.
• Reconciled - The month, day, and year (MM/DD/YYYY) the item was reconciled. This will be blank if the item wasn’t reconciled.
• Carrier - A dropdown menu to select the carrier to deliver the item. You can’t create a new carrier from here. To do that, you will have to go to the Carriers module.
• Service - A dropdown menu to select the means of delivery provided by the chosen carrier. You can’t create a new service from here. To do that, you will have to go to the Carriers module.
• Track No. - A textbox to enter the tracking number for the shipment provided by the carrier. The character limit is 255.
• Package Count - A textbox to enter the number of packages being shipped. You can’t have more than 10 digits.
• Notes - A textbox to enter details about the item and its receipt. The character limit is 255.

Here are all of the column headers in the Orders tab:

• Order - The purchase order number or sales order number associated with the item’s receipt.
• Qty - The total number of units of the item in the receipt. This may be different than the Quantity on the Receiving tab of this wizard if the item has been separated into more than one line item. This will combine every line the item has units on in the receipt into one quantity here.
• Scheduled - The month, day, and year (MM/DD/YYYY) the item’s receipt is scheduled to be fulfilled by.
• Main Receiving - The location where the item is received. This may be different than the Location in the Receiving tab.

Receive

When you click the Receive option in the More button to the right of an item within a receipt, it will open the Receive wizard for that one item. If you click the RECEIVE button in the action bar of a receipt, it will open the Receive wizard for all items in the receipt. Both wizards offer similar functionality. We will explain each of them below.

Receive wizard (individual item)

The Receive wizard for an individual item may contain a variety of fields depending on the complexity of the item you’re receiving. The factors that affect this wizard include if the item has tracking criteria assigned to it. So don’t worry if the Receive wizard doesn’t contain every field we talk about in this section or the one below. It will have at least some of the following fields to fill out:

• Receive Quantity - A box that contains the number of units that were received. It will contain the number that is on the order, and it’s unchangeable from here.
• Receive Location* - A dropdown menu that enables you to select the location the item was received at. The assigned location for the item will automatically appear, but you can change it. You can select a Parent location, or you can select a location under it, which may even include the aisle and bin number.
• Date Received - A textbox to enter the month, day, and year (MM/DD/YYYY) the item was received.
• Unit Cost* - A textbox to enter the amount of money paid for a single unit.
• Quantity* - For a Credit Return sales order, there will be an extra textbox where you can enter the number of units that were received. This textbox isn’t found in a purchase order receipt. If you have enabled over-receiving in the Settings module, you will be able to enter a number that’s higher than the Receive Quantity.

If the item has tracking criteria associated with it, you will need to click the ADD ROW button and add any lot numbers, expiration dates, and/or serial numbers to the individual units that may be required. You can manually enter them in the appropriate textboxes, or you can click the lightning icon to the right of the boxes to automatically assign a number or date from what is set up in the Tracking tab of the Items module.

Receive wizard (all items)

The Receive wizard for all items in a receipt has fewer fields than the individual one. You will be able to fill out the following fields after clicking on each unit in the receipt:

• Receive Quantity - A box that contains the number of units that were received. It will contain the number that is on the order, and it’s unchangeable from here.
• Location* - A dropdown menu that enables you to select the location each item was received at. The assigned location for each item will automatically appear, but you can change it. You can select a Parent location, or you can select a location under it, which may even include the aisle and bin number.
• Quantity* - For a Credit Return sales order, there will be an extra textbox where you can enter the number of units that were received. This textbox isn’t found in a purchase order receipt. If you have enabled over-receiving in the Settings module, you will be able to enter a number that’s higher than the Receive Quantity.

Just like the individual-item Receive wizard, the wizard for all items enables you to add tracking data to each unit being received. If the item has tracking criteria associated with it, you will need to click the ADD ROW button and add any lot numbers, expiration dates, and/or serial numbers to the individual units that may be required. You can manually enter them in the appropriate textboxes, or you can click the lightning icon to the right of the boxes to automatically assign a number or date from what is set up in the Tracking tab of the Items module.

After you complete these steps for each item in the receipt, you will be brought to a summary page where you can check all of the information you inputted in the wizard. If you didn’t receive every unit in the order, new lines will be created containing the unreceived unit(s). For example, if you ordered 30 units of Item A, but only received 20 in this wizard, a new line will be created in the receipt to show the 10 units that still need to be received.

Reconcile

Reconciling an order is necessary when items arrive damaged, some are missing, you’re charged extra for shipping, or something else doesn’t match what you agreed to in the terms of the sale.

When you click the RECONCILE button in the action bar of a receipt, it will open the Reconcile Order wizard for all items in the receipt.

The Reconcile Order wizard is separated into four steps:

• Step 1 - Select items
• Step 2 - Add expense
• Step 3 - Select items to reconcile
• Step 4 - Summary

Step 1 - Select items

You can reconcile a single item, several items, or all items in a receipt. You do this by clicking the item(s) you want to reconcile and filling out the following fields:

• Reference Number - A textbox to enter a number this order reconciliation will be identified by.
• Bill Date - A textbox to enter the month, day, and year (MM/DD/YYYY) a bill is due to be paid by. In addition, you can click the calendar icon on the right of this textbox to open a calendar and select a date from it.

In addition, there are two fields that you can’t modify in this wizard:

• Scheduled - The month, day, and year (MM/DD/YYYY) the order is scheduled to be fulfilled by.
• Payment Terms - The means and timeframe by which full payment is expected to be made for the order.
• Due Date - A textbox to enter the month, day, and year (MM/DD/YYYY) the order is required to be fulfilled by. In addition, you can click the calendar icon on the right of this textbox to open a calendar and select a date from it.

In the Select Items section of this wizard, you will see the following column headers:

• Select All - A checkbox that enables you to select all items in the receipt. You can also click it to unselect all items. Or you can click the checkbox next to an item to select it.
• Item - The name of the item in the order, along with its image and description, if available.
• Quantity - The number of units that were ordered, along with their unit of measure.
• Status - The condition of the item in the order as Open, Received, etc.
• Ref. No - The reference number assigned to the order reconciliation.
• Received - The month, day, and year (MM/DD/YYYY) the item was received.
• Cost USD - The amount of money paid for a single unit. This is a textbox, and you can enter whatever cost you like into it.
• Total USD - The total amount of money paid for all units. It is calculated with this equation: Quantity x Cost USD.

Step 2 - Add expense

Once you’ve selected items to be reconciled, you can add expenses that weren’t originally part of the order. You will find the following fields in this part of the wizard:

• Expense - A dropdown menu that enables you to select an expense item to add to the receipt. You can also enter text into this field and click the + Add option. This opens the New Item wizard where you have to add the following information and click SAVE:
  • Name - A textbox to enter the name of this item or service. This will be automatically filled with the name you added in the Expense textbox.
  • Type - There are four types an expense item can fall under:
    • Service - An action that provides value.
    • Shipping - The delivery of packages.
    • Labor - The cost of employees’ time.
    • Overhead - Fixed costs, such as real estate and equipment.
  • UOM - A dropdown menu that enables you to select a unit of measure you’ve created in the UOMs module. You can’t create a new one from here.
  • Average cost - A textbox to enter the average cost of this item or service to you.
  • Price - A textbox to enter the amount of money you charge for this item or service.
• Quantity* - A textbox to enter the number of units of this expense item that you want to add to the receipt.
• Cost* - A textbox to enter the amount of money the expense item cost you.
• Add To Vendor Bill - A checkbox that, if checked, means you will add the cost of the expense item to the receipt and expect the vendor to pay it. If unchecked, it means you will pay the expense.
• ADD - A button that adds the expense to the Add Expense section of the wizard.

In the Add Expense section of the wizard, you will see the following column headers:

• Item - The name of the expense item to be added to the order.
• Add To Vendor Bill - This shows whether or not the vendor will be charged for the added expense. The word Added will be in this column if the vendor will be charged. Otherwise, the column will be blank.
• Quantity - The number of expense units to be added to the order.
• Unit USD - The amount of money charged for a single unit of the expense item.
• Total USD - The total amount of money charged for all units of the expense item.
• Delete - A trashcan icon that enables you to remove the expense item from the wizard. Clicking this instantly deletes the expense item without asking if you really want to do it, so bear this in mind before clicking it.

Step 3 - Select items to reconcile

The following field will affect the way the Reconciled amount is divided up across the items in the Reconcile Order wizard:

• Calculate By * - A dropdown menu that enables you to apply landed costs to the items in the receipt using one of the four following criteria:
  • By Cost - This splits the landed cost of each item in direct proportion to its total cost. So expensive items will have a larger portion of the landed cost than cheaper items.
  • By Quantity - This splits the landed cost of each item in direct proportion to its quantity in the order. So an item with a quantity of 20 will have a larger portion of the landed cost than an item with a quantity of 10.
  • Manual - This gives you the ability to add landed costs manually in a textbox in the Select Items To Reconcile section of the wizard.
  • Do Not Calculate - This tells the wizard not to average the landed costs nor add them to any of the line items in the order.

In the Select Items To Reconcile section of the wizard, you will see the following column headers:

• Select All - A checkbox that enables you to select all items in the receipt. You can also click it to unselect all items. Or you can click the checkbox next to an item to select it.
• Item - The name of the item being reconciled, along with its image and description, if available.
• Quantity - The number of units being reconciled.
• Unit USD - The amount of money charged for a single unit.
• Total USD - The total amount of money charged for all units.
• Reconcile USD - The amount of money to be added to the total cost of the item. If you selected Manual above, this will become a textbox for you to enter a number. The calculation will be done automatically by one of the other methods if you selected them.
• Unit Landed USD - The amount of money being charged for a single unit after adding the Reconcile USD amount to the Total USD amount and dividing by the Quantity.
• Landed Total USD - The amount of money being charged for all units after adding the Reconcile USD amount to the Total USD amount.

Step 4 - Summary

The final step of this wizard allows you to review the information you’ve added in the previous three steps and are about to insert into the receipt. You do that by clicking the blue FINISH button on the bottom-right of the wizard. All of the information is contained under the following column headers:

• Item - The name of the item being reconciled, along with its image and description, if available.
• Quantity - The number of units being reconciled.
• Unit USD - The original amount of money charged for a single unit.
• Total USD - The original amount of money charged for all units.
• Reconcile USD - The amount of money to be added to the total cost of the item.
• Landed USD - The amount of money being charged for all units after adding the Reconcile USD amount to the Total USD amount.

Any amount that you didn’t check the Add To Vendor Bill checkbox for in step 2 will be marked as Total not on Bill under the main section of the summary. The Total Billed amount will include the landed cost(s) that you did click the Add To Vendor Bill checkbox for.

Fulfill

If you click the Fulfill option in the More button to the right of an item within a receipt, it will open the Fulfill wizard for that one item. If you click the FULFILL button in the action bar of a receipt, it will open the Fulfill wizard for all items in the receipt. Both wizards offer similar functionality. We will explain each of them below.

Fulfill wizard (individual item)

Like the Receive wizard, the Fulfill wizard for an individual item may contain a variety of fields depending on the complexity of the item you’re receiving. In fact, the Fulfill wizard is extremely similar to the Receive wizard. The difference is that it marks an item as Fulfilled and available to be used in sales orders.

The factors that affect this wizard include if the items have tracking criteria assigned to them. So don’t worry if the Fulfill wizard doesn’t contain every field we talk about in this section or the one below. It will have at least some of the following fields to fill out:

• Receive Quantity - A box that contains the number of units that are to be fulfilled. It will contain the number that is on the order, and it’s unchangeable from here.
• Receive Location* - A dropdown menu that enables you to select the location the item was received at. The assigned location for the item will automatically appear, but you can change it. You can select a Parent location, or you can select a location under it, which may even include the aisle and bin number.
• Date Received - A textbox to enter the month, day, and year (MM/DD/YYYY) the item was received.
• Unit Cost* - A textbox to enter the amount of money paid for a single unit.
• Quantity* - For an item that has no tracking assigned to it, there will be an extra textbox where you can enter the number of units that were fulfilled. If you have enabled over-receiving in the Settings module, you will be able to enter a number that’s higher than the Receive Quantity.

If the item has tracking associated with it, you will need to click the ADD ROW button and add any lot numbers, expiration dates, and/or serial numbers to the individual units that may be required. You can manually enter them in the appropriate textboxes, or you can click the lightning icon to the right of the boxes to automatically assign a number or date from what is set up in the Tracking tab of the Items module.

Fulfill wizard (all items)

The Fulfill wizard for all items in a receipt has fewer fields than the individual one. You will be able to fill out the following fields after clicking on each unit in the receipt:

• Receive Quantity - A box that contains the number of units that are to be fulfilled. It will contain the number that is on the order, and it’s unchangeable from here.
• Location* - A dropdown menu that enables you to select the location the item was received at. The assigned location for the item will automatically appear, but you can change it. You can select a Parent location, or you can select a location under it, which may even include the aisle and bin number.
• Quantity* - For a receipt that has no tracking criteria assigned to its items, this will be the only field to fill out in the Fulfill wizard. If you have enabled over-receiving in the Settings module, you will be able to enter a number that’s higher than the Receive Quantity.

Just like the individual-item Fulfill wizard, the wizard for all items enables you to add tracking to each unit being fulfilled. If at least one item has tracking associated with it, you will need to click the ADD ROW button and add any lot numbers, expiration dates, and/or serial numbers to the individual units that may be required. You can manually enter them in the appropriate textboxes, or you can click the lightning icon to the right of the boxes to automatically assign a number or date from what is set up in the Tracking tab of the Items module.

After you complete these steps for each item in the receipt, you will be brought to a summary page where you can check all of the information you inputted in the wizard. If you didn’t fulfill every unit in the order, new lines will be created containing the unfulfilled unit(s). For example, if you ordered 50 units of Item A, but only fulfilled 49 in this wizard, a new line will be created in the receipt to show the one unit that still needs to be fulfilled.

Reject

Rejecting items may be necessary if they arrive damaged, there are more than you ordered, or the wrong items were shipped. There are other reasons, but these three are among the most common.

Unlike the RECEIVE, RECONCILE, and FULFILL options, there is no button in the action bar to reject all items in a receipt. That can only be done on an individual-item basis. You can click the More button on the right of an item in a receipt and select Reject at the bottom of the list that pops up. This will open the Reject wizard.

This is a fairly simple wizard that contains three fields, all of which are required to fill out:

• Reject Amt.* - A textbox to enter the number of units to reject. It will automatically be populated with the full number of units of the item in the receipt. But you can change it to a lower number.
• Responsible* - A dropdown menu to select the party responsible for this rejection. There are three options that are pretty self-explanatory:
  • Carrier
  • Customer
  • Supplier
• Reason* - A textbox to enter a reason for the rejection. The character limit is 255. We recommend offering as many details as possible.

Documents tab

To add files to a receipt, click the Documents tab, and then click the UPLOAD button on the top-right. The Upload Documents wizard will appear. You can either drag and drop files into the window, or you can click the BROWSE button on the bottom-left to select files to add and then click the ADD button.

Given the name of this tab, everything seems to be pointing toward only being able to add Word files. But the fact is that you can add virtually any file type in here, not just documents. In addition to DOC and DOCX files, you’ll find that JPG, GIF, PDF, XLSX, PPTX, and many other file types are permissible.

Once you add a file, you won’t be able to edit it. All you can do is download a copy of it. If you want to edit a file, you’ll need to download it, edit it, and upload the revised version.

To delete a file, click the trashcan icon with an X in it to the right of the file, and then click DELETE in the popup window.

Once you’ve made a change, whether adding or deleting a file, normally we would tell you to be sure to click SAVE or SAVE AND CLOSE to preserve your work. But in the Receiving module, those buttons don’t exist. So once you make a change in the Documents tab, it’s automatically saved without requiring you to take any additional steps.

Flow bar

The Flow bar on the top-left of the window lights up when you click on a receipt and open it. It has options to go directly to the order the receipt is for in the Purchase Orders module or Sales Orders module.

This is a smooth way to go back and make adjustments to the order. You can return to the receipt in the Receiving module by clicking Receiving or To Receiving in the Flow bar. Whether the receipt is for a purchase order or sales order, it will link back to the applicable module on the left of Receiving in the Flow bar.

One thing to keep in mind is that when you return to the Receiving module via the Flow bar, you will technically be in a search. So if you close the receipt, you will only see that one listed on the main page of the Receiving module. To get out of the search and list all of your receipts, click the Show All Receipts button on the top-left under the search bar.

Receiving List report

To view and modify the Receiving List report, click the More button in the action bar of a receipt and click Show Report. This will generate a report for the receipt you’re currently viewing. The Receiving List initially displays the following sections by default:

• Order Number - The purchase order number or sales order number this receipt is associated with.
• Order Name - The name of the customer on the purchase order or sales order.
• Location - The location on the purchase order or sales order that items are being shipped to.
• Status - The condition of the receipt as Open, Partially Fulfilled, Fulfilled, etc.
• Type - The type of receipt this is. Generally, it will always be Standard.

Under these sections is a group of column headers:

• Item - The name of each item in the receipt.
• Default Location - The designated Parent location or spot within a location for each item.
• Qty To Receive - The number of units of each item that are supposed to be received.
• Qty Received - A blank line for a warehouse worker to manually write the number of units of each item that have been received once they print the Receiving List onto a piece of paper.

If you’ve set a logo, address, main contact phone number, fax number, and email address in the Company section of the Settings module, they will appear on the top-left of the report. The month, day, and year (MM/DD/YYYY) the report was generated on are on the bottom-left. The page number appears on the bottom-right.

To the right of the report, you will find a number of options to customize the information contained in the report.

Required

The Required section has a single dropdown menu: Receipt Number. This enables you to generate a Receiving List for any receipt you have created, even if it’s different than the one you’re currently looking at in the Receiving module.

Optional

The Optional section is below the Required section. It includes the following options to modify the report:

• Order By - A dropdown menu that enables you to group the information in this report by one of three criteria:
  • Item Name - List all items in alphabetical order according to their name in Fishbowl Drive. This is the default choice when nothing is selected from this dropdown menu.
  • Vendor Item Name - List all items in alphabetical order according to their name in the vendor’s system.
  • Line Item Number - List all items in the same order they are in within the receipt.
• Include Item Barcode - A checkbox that adds an Item Barcode column in between Default Location and Qty To Receive. This column includes the item’s barcode number, if available.
• Include Received Items - A checkbox that makes items that have already been received appear on the report. Bear in mind that there is nothing to indicate that those items have already been received in this report. By default, received items will not appear.
• Show Barcode - A checkbox that places a barcode near the top of the report, which can be scanned to pull the Receiving List up on a mobile device. In addition, the purchase order number or sales order number appears on the top-left of the barcode.
• Show Vendor Part Name - A checkbox that replaces each item name you have selected with the vendor’s name for it if that name is available.

You can click the Select All Optional checkbox to check all of the checkboxes in the Optional section. That will do everything listed above in the Optional section except for what is in the Order By dropdown menu. That can only be modified manually.

Create a new preset

To apply your changes and see what they will look like in the report, click the GENERATE REPORT button on the bottom-right.

To save a revised report’s settings for easy access in the future, click the CREATE NEW PRESET button on the top-right of the wizard. A popup will appear asking for just one thing: Preset Name. Add any name you like. For example, it can be the name of some of the settings the report includes. Then click the SAVE button. You can either do this before you begin making changes to the report, or you can do it at the end. If you want to make additional changes to the report, click the UPDATE button. The CREATE NEW PRESET button changes to UPDATE when you’re in a report preset.

Additional presets

To create another report preset, first click the X to the right of the dropdown menu containing the name of the current preset. Then you can go through the same steps above to create a new preset.

The first report preset you create will automatically be the default. Once it’s saved, there will be a Default checkbox option above the UPDATE button.

If this isn’t the first time you’ve opened this wizard, and you previously created at least one preset, you will see the default report preset first thing. And you will be able to see all of the report presets you have saved listed in the dropdown menu on the top-right.

To set a new default report preset, click the Default checkbox in it and click the UPDATE button. If you uncheck the Default checkbox on the default report preset and click the UPDATE button, you’ll receive an error message. That’s because there usually has to be a default. However, if you delete the default report preset, there won’t be a default report, and it will show the original default options when you click the Show Report option under the More button in an individual receipt. That is, until you select a report preset as the default or create a new one.

To delete a report preset, first click the trashcan icon next to the UPDATE button. Then click the red DELETE button in the message that pops up.

Once you save a preset as the Default and then leave and return to the Receiving module, that preset will show up when you click the Show Report option under the More button in a receipt.

Report options

The following buttons are at the top of the Receiving List report to enable you to make adjustments and send the report to other people. Tooltips appear when you mouse over these buttons for a couple seconds. They succinctly explain what each one does.

• Zoom Out - This makes the text in the report appear smaller.
• Reset - This restores the report to its original size.
• Zoom In - This makes the text in the report appear larger.
• Next Page - If the report has multiple pages, this button enables you to move to the next page.
• Previous Page - If the report has multiple pages, this button enables you to move to the previous page.
• Download XLSX File - This enables you to download the report into an XLSX file, which you can open in Excel.
• Download PDF - This enables you to download the report into a PDF, which you can open with Adobe Acrobat.
• Print Report - This enables you to print a hard copy of the report.
• E-mail Report - This enables you to email the report to as many recipients as you like. It opens a popup where you can add email addresses in the To, Cc, and Bcc textboxes. Then you can add a subject and message. Click the SEND button to send the email with the report as a PDF attachment. If the recipient doesn’t receive the email in their inbox, they will need to check their junk folder and add fishbowl@fishbowlonline.com to their address book so that future emails aren’t marked as spam.
• Expand - This expands the report to the full size of your browser window. When you click this button, it changes to a Contract button, which you can click to return the report to its previous smaller size.