8. Receiving

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8. Receiving

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The “Receive” application is responsible for handling inbound transactions. Supported inbound transactions are:

  • Purchase Orders
  • Transfer Orders
  • Warehouse Receipts

Core features of this application include:

  • Lookup Lists for Inbound Transactions
  • Auto creation of Warehouse Receipts if required
  • Specifying Quantity to Receive
    • Including Item Tracking information
  • Posting

You can access the Receiving application from the Home screen by clicking the “Receive” link.

Receive

When launched the Receiving Lookup List page will be displayed.

Note: This document will describe processes specific to Warehouse Receipts. Purchase/Transfer Order handling is almost identical and has been left out. For specific differences or questions please contact support.

Receiving Lookup List

The Lookup List page allows you to either scan or select the Receiving Document you wish to view.

Receiving
Configuration: The maximum number of Documents that appear in this list is configured in the Warehouse Insight Setup page in NAV via the “Document Max List” property (defaults initially to 100).

Use the filter bar to filter the lookup list to specific Documents if required.

The Receiving Lookup List can be filtered by typing into the Search Filter. The following data is supported for searching:

  • Document Number
    • Receiving Documents that have a No. matching the filter will be displayed
  • Vendor Shipment No.
    • Documents that have a Vendor Shipment No. matching the filter will be displayed
  • Source No.
    • Any Warehouse Receipts that have a “Source No.” (Purchase Order, Transfer Order) on the lines that match the filter will be displayed

By default, only “Released” receiving documents are shown. However, you may toggle this to show “Open” documents as well by setting the “Only Show Released Receipts” option to “No” in the Device Configuration page in NAV.

If you have Logins enabled only documents that are un-assigned or explicitly assigned to the logged in user will be shown. If you wish to see all documents regardless of assignment the “Show All Documents” option must be checked on the Device Configuration page in NAV.

The following table indicates the effect of scanning various barcodes.

Barcode Effect
Purchase Order The Purchase Order application will be shown. If your location uses Warehouse Receipts a Warehouse Receipt will be created for the Purchase Order and then the Warehouse Receipt application will be shown.
Transfer Order The Transfer Order application will be shown. If your location uses Warehouse Receipts a Warehouse Receipt will be created for the Transfer Order and then the Warehouse Receipt application will be shown.
Warehouse Receipt The Warehouse Receipt application will be shown.
Item Barcode The Receiving Lookup List will be filtered to those Documents that have the scanned Item on it.
Text Barcode The Receiving Lookup List will be filtered as if you had typed the text into the Search Filter.

If your location requires Warehouse Receipts and you scan a Purchase/Transfer Order barcode or choose one from the Lookup List then an appropriate Warehouse Receipt will be opened or created automatically. You are not required to make Warehouse Receipts in NAV prior to using on the handhelds.

Extensibility: To further enhance or change the Lookup List logic you will need to override event RECEIVING::GetDocumentList (ID: 50010) to implement the required logic.

Receiving Lookup List Columns

The Receiving Lookup List can show the following columns.

Column Description
No. This will either be the Purchase Order, Transfer Order or Warehouse Receipt number. If the Device Configuration Card is set to “Use Source Doc.” and using Warehouse Receipts this column will always be the Purchase Order or Transfer Order number. The Warehouse Receipt number can instead be reference in the “Doc #” column if needed.
Document No. This will either be the Purchase Order, Transfer Order or Warehouse Receipt number.
Assigned User ID The User ID the document is assigned to.
Due Date

The data the document is due by:

  • Warehouse Receipt Line ->Due Date
  • Purchase Header -> Due Date
  • Transfer Header -> Receipt Date
Reference No.
  • Warehouse Receipt Header -> Vendor Shipment No.
  • Purchase Header -> Vendor Shipment No.
  • Transfer Header -> External Document No.
Source No. The source document for the Warehouse Receipt. For locations not using Warehouse Receipts this column will always be blank.
Vendor Name The Buy-From Vendor Name. For Transfer Orders this column will always be empty.
Barcode The generated barcode that will be used if a line is selected. This column does not usually need to be shown.

Receipt Document

When your location requires Warehouse Receipts the Receiving application page will look like so:

Receiving
Callout ID Description
Column 1 Value

The available menu options:

  • Close
  • Post
  • Print
  • Change Quantity
  • Enter Bin
  • Enter Item
  • Enter License Plate
  • Start/Stop License Plate
  • Hide/Show Completed
  • Item Inquiry
  • Bin Inquiry
Column 1 Value 2 Document number and related header information
Column 1 Value 3 The Total Remaining Quantity or Lines to receive for the document
Column 1 Value 4 The Document Lines
Column 1 Value 5 Quantity to Receive, Description and other Line details
Column 1 Value 6 Status bar indicating status messages or instructions
Extensibility: You may modify the columns shown by modifying the Device Columns for the events “RECEIVING::GetReceiptDocument” (ID: 50001), “RECEIVING::GetPurchaseOrder” (ID: 50005) and “RECEIVING::GetTransferOrder” (ID: 50013).
Note: If you have Logins enabled on the handheld the Receipt when opened may be automatically assigned to the user logged depending on the Device Configuration setting: “Assign Document”.

Receiving Items

The standard process flow should be used when receiving Items:

  • Scan the Bin to receive into
  • Scan the Item to receive
  • Enter the quantity received and Item Tracking Information (if required)

See General Document Handling for more information.

However, most often when using Warehouse Receipts items are always received to a common Bin. If this is the case it makes sense to not require users to scan the Bin to Receive into as there is little chance the user will be making a mistake.

To not require scanning bins during Receiving the “Ignore Bins” option should be checked on the Device Configuration page in NAV. If done so then the processes will instead be:

  • Scan the Item to receive
  • Enter the quantity received and Item Tracking Information (if required)

The Scan Behaviors page in NAV can also be further configured to control aspects of this process as well. For instance, it is possible to configure it such that a quantity dialog does not ever appear but instead increments the count by one, or to change the default quantity or unit of measure to receive.

For more information about the Scan Behaviors consult the NAV Help.

Configuration: Since Warehouse Receipts typically only Receive to a single Bin it is often beneficial to hide the “Bin” column to save view space on the device.

Menus

The following menus are available by default for Receiving. Menus may be added or removed as required from the Device Menus page in NAV under the “Application” Form with a selection of “WHSE_RECEIPT_DOC”, “PURCHASE_IN_DOC” or “TRANSFER_IN_DOC” for the Application.

Close (Menu)

Closes the Receiving Document and brings the user back to the Lookup List page.

If a License Plate is currently being built the user will be prompted to print the label.

If auto post is enabled, then the document will be posted prior to closing.

Post (Menu)

Post the Receiving Document. Users will be prompted to confirm that the post should occur.

Confirm

After posting of the document is complete the page will be closed, and the user brought back to the Lookup List page.

Extensibility: To extend or customize the post routine (Post + Print, etc.) you will need to override events: “RECEIVING::PostWhseReceipt” (ID: 50004), “RECEIVING::PostPurchaseOrder” (ID: 50008) or “RECEIVING::PostTransferOrder” (ID: 50015).

Print (Menu)

This option his hidden by default but can be made visible via the Device Menus page in NAV.

Sends a request to NAV to print NAV any configured report(s). You can configure which reports are printed in the IWX Report Selections with the “Whse. Receipt”, “Purchase Order” or “Transfer Order” usage.

By default, the reports must be built with a top level DataItem of the type of document being printed. Example: Report “Whse. – Receipt” (ID: 7316) if printing a Warehouse Receipt.

Note: For more information on Printing and Printer selections see the NAV help.

Change Quantity (Menu)

Launches the Quantity dialog for the selected line.

Enter Bin (Menu)

This option is hidden by default but can be made visible via the Device Menus page in NAV.

Users will be prompted to type in the Bin that they wish to simulate scanning.

This option can be useful if Bin labels have become damaged or are inaccessible.

Note: It is usually more advisable to open the Bin Inquiry module (see menu options) and reprint the label.

Enter Item (Menu)

This option is hidden by default but can be made visible via the Device Menus page in NAV.

Users will be prompted to type in the Item that they wish to simulate scanning.

This option can be useful if Item labels have become damaged or are no longer readable.

Note: It might be more advisable to open the Item Inquiry module (see menu options) and reprint the item label depending on downstream process requirements (e.g. further scanning or item handling may be required).

Enter License Plate (Menu)

This option is hidden by default but can be made visible via the Device Menus page in NAV.

Users will be prompted to type in the License Plate number they wish to simulate scanning.

Note: License Plate labels can be reprinted via the License Plate module on the handhelds but will require exiting the application.

Start/Stop License Plating (Menu)

Will initiate a process flow in which Items are received and added to a License Plate.

See Building a License Plate for more information.

Hide/Show Completed (Menu)

Toggles whether the received lines (those without Outstanding Quantity) are shown or hidden.

Note: The state of this menu option is saved when the application closes so that next time a Receipt document is opened the hide/show state last used will be applied.

Item Inquiry (Menu)

Launches the Item Inquiry management screen pre-filtered to the selected line.

Bin Inquiry (Menu)

Launches the Bin Inquiry management screen pre-filtered to the active Bin.

Common Configurations and Requests

This section is intended to describe the most common scenarios, requests and features concerning Receiving. These topics should apply the same to all document types (Purchase Orders, Transfer Orders, Whse. Receipts). While some topics may require development or customizations, they are included here in order to provide a greater understanding of what the software is capable of.

Further information may be obtained from the NAV Help and Support Portal.

Printing Labels

Printing labels for Items as they come in the warehouse is often required if there are no existing barcodes on the Items. Where possible existing barcodes should be used (UPC codes, vendor barcodes, etc.). However, if required WHI does provide some mechanisms in which to help with printing labels.

For most cases the report to be printed must be configured in the IWX Report Selections page with the “Item Label” usage.

The software provides a sample report that can be used as a reference for printing item labels (report “WMDM Item Barcode Label”, ID: 23044511). If designing your own label report, it may be worth reviewing the internal structure of this report as it is designed to work in a variety of printing scenarios (NAV, Item Inquiry, Receiving, Output).

Note: For more information on Printing and Printer selections see the NAV help.

Label on Quantity Change

If you would like to print labels after a user has entered a quantity to receive you may enable the “Print on Qty. Change” option on the Device Configuration page in NAV. This will send to the label report the receiving particulars (Item, lot/serial number, expiration date, quantity).

If this option is enabled the Quantity dialog will automatically include an additional field or number of labels to be printed, as shown in the screenshot below.

Labels on Quantity Change

Pre-Printing Labels

Sometimes it is desirable to pre-print labels prior to even commencing Receiving. This typically is only an option when Lot/Serial information is not required. Most commonly the existing “Print” menu option is overridden. One method of achieving this is to create a label report that has a top level DataItem of the document in question (e.g. Warehouse Receipt Header) and then have that report iterate the document lines and print Item labels. This option can be achieved without any additional modifications beyond the initial report.

Another option is to use the selected line and implement a custom event to handle the printing based on the selected line. Typically, this is the required approach if you need to prompt for number of labels or any other data. Note though this option will require custom development.

Post & Print

Another option commonly taken when printing labels is to print them when the document is posted. This has the advantage of knowing all the Serial/Lot numbers and thus printing the labels with that information. However, it is not feasible to ask for how many of each item should be printed.

To implement a Post & Print label functionality you must implement a custom event or override the existing Post event.

Auto-Generation of Lot/Serial Numbers

If Receiving Lot/Serial tracked items that do not have existing tracking numbers, you may have the system auto-assign an appropriate tracking number when the quantity dialog is displayed. To do so you will need to enable the “Auto Create Lot/Serial Numbers” option on the Device Configuration page in NAV. For this option to work the Item must be configured with an appropriate “Serial Nos.” or “Lot Nos.” defined.

Ignoring Bins

You may ignore Bins during the Receiving process by enabling the “Ignore Bins” option on the Device Configuration page in NAV. This is mostly applicable when using Warehouse Receipts but can also be beneficial when using Purchase Orders or Transfer Orders and the Bins do not need to be validated.

Card View

By default, the document screens are shown in “Grid” mode. This allows a user to see all expected Receiving lines and scroll through them. If you wish to limit the display to a single line at a time you may switch the “Display Mode” to “Card View” on the Device Configuration page in NAV.

In “Card View” the display will change to appear similar to this:

Receiving

Users may still cycle through the lines by pressing the “Previous” and “Next” buttons.

Scanning an Item will find the appropriate line and advance the view to that line as needed (E.g. users do not need to scan the item currently shown on the screen).

Note: The data displayed in the “Card” is based on the Device Columns visibility. To show/hide fields you may do so by configuring the Device Columns for the appropriate document event.

Mapping Vendor Barcodes (Cross References)

When possible, Vendor barcodes should be pre-assigned to the relevant Items in NAV. However, if it is not possible to do so ahead of time there is an option in WHI that will prompt users to create that mapping if an unknown barcode is scanned.

To utilize this feature set the “Unknown Scan Behavior” to “Ask User” in the Device Configuration page in NAV. When set, if a barcode is scanned that cannot be interpreted the following dialog will be displayed to the user:

Choose Item

If it is a Vendors barcode users can then select the appropriate line and press “OK”. The barcode will automatically be added to the Items Cross References so that on next scan of the Item it will be properly interpreted.

Note: Only lines that do not have a Quantity to Receive set will be shown. If the quantity has already been set (either fully or partially) it’s assumed that the Item has a valid barcode.

Capturing Additional Information

If additional information needs to be captured at the time of Receiving, there are a few options available.

  • Add additional fields to the Lot/Serial Information card
  • Extend the Quantity dialog with additional fields

Adding Fields to Lot/Serial Information Card

If Receiving a Lot or Serial tracked Items, the Lot/Serial Information card can be shown (when entering quantity). The information card allows users to enter/modify the record and automatically write back to NAV.

Extensibility: Adding additional columns to the Lot/Serial Information card that is shown to users during Receiving can be done by modifying the Device Columns for event “COMMON::GetLotSerialInfo” (ID: 701).

Extending the Quantity Dialog

Additional fields may be added directly to the Quantity dialog or displayed on immediately on close of the Quantity dialog. In order to achieve this a Quantity Extension must be created in NAV and associated to the relevant Scan Behavior. This method will also require overriding or extending the Update Line events for the document in order to process/utilize the additional data.

For more information on Quantity Extensions consult the NAV help or reference the Support Portal for examples.

Note: The Update Line events are: “RECEIVING::UpdateReceiptLine” (ID: 50002), “RECEIVING::UpdatePurchaseLine” (ID: 50006) and “RECEIVING::UpdateTransferLine” (ID: 50014).

Building a License Plate

If required a License Plate may be built up during the Receiving process using the steps outline in Building a License Plate.

All Receiving lines must have the same Bin.

Using a License Plate

If required a License Plate that has been previously built can be scanned to Receive. See Using a License Plate for more information.

Note: The Receipt lines must all have the same bin and match the License Plate Bin. It is not currently possible to receive a License Plate across multiple Bins.
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