Receiving

From Fishbowl Inventory

The Receiving Module is where items are received back into your Inventory. If a part requires tracking information, it must be entered before Fishbowl will allow the item to be received.

The following functions are available through the Receiving Module:

• Receive Inventory
• Reconcile Inventory
• Void Orders
• Reject Inventory
• Add Tracking Information

Contents 1 Receive an Order 2 Receive Partial Quantity of an Item 3 Enter Tracking Data for a Received order 4 Reconcile an Order 5 About Receiving

Receive an Order

When receiving items through Fishbowl, you have the option to receive an order in its entirety, or to receive select items from an order. If you wish to receive an entire order, you will use the icons located on the Module Toolbar. If you wish to receive individual items, the icons located on the Component Toolbar will be used.

In the Receiving Module, choose the order to be received by double clicking the number from the Search panel. To receive all of an order, choose the Receive icon located from the Module Toolbar. Before receiving your order, you may want to highlight each line item and view the information found within the Receipt, Tracking, and Shipping subtabs. More information on the functions of each of these subtabs may be found in the Receiving Module.

Before receiving, you have the option of modifying the Price of items per Sales Order, or the Cost of items per Purchase Order. Once an order has been received, you have the option to Reconcile. You may Receive the order and then Reconcile at a later date, or you may choose the Fulfill option which will receive and reconcile your order in one step.

Some general information regarding your receipt processing is:

• The line item display changes to reflect your receipt processing and the values that you entered on the Receipt, Tracking, and Shipping panels.

• The Item Status icons (and statuses) are updated.
• If you entered tracking information for an item, the values you entered are now on the Tracking tab of that item.
• New lines have been created as appropriate.

For example, if you process only some of the quantity of an item, the unprocessed quantity remains in an un-received status, and the processed quantity is shown as at least one other separate line (one line per item status). Also, if you reject an item/quantity, a line for the rejected quantity is created, but the same quantity of the line item will also remain as a separate, un-received entry, keeping the item status that it had prior to the rejection.

• If you changed any Cost values, those new values are now the Billed Costs in their respective lines (except for Reject lines), and, for a PO, the Billed Total is updated.
• If there is at least one line that still has an Entered, On hold, or Reconciled status, the Order Receive function will still be available.
• The Receiving list status is updated, if applicable.
• The Order Status is updated, if applicable.
• The data from the processed items/quantity has been transmitted to Fishbowl.
• The data that is to be exported to QuickBooks is now in a queue waiting for export.

Receive Partial Quantity of an Item

When receiving items through Fishbowl, you have the option to receive an order in its entirety, or to receive select items from an order. If you wish to receive an entire order, you will use the icons located on the Module Toolbar. If you wish to receive individual items, the icons located on the Component Toolbar will be used.

Processing only a portion of the quantity now allows you to receive the item into multiple locations, enter different tracking information for the same item, enter different Billed Costs, different reject reasons, etc... And of course, you might need to receive a partial quantity if only some of the item has arrived. Receiving a partial quantity of an item will cause the received portion to be processed into Fishbowl (and QuickBooks). The unreceived portion will remain as an unreceived, separate line item on the Receiving list.

If a batch of inventory comes in from the vendor and the parts are broken or aren't exactly the way you want them in most scenarios you will send your parts back to the vendor and wait for them to send you new ones. That is where the rejected feature comes in. You can reject the broken parts for now but it still shows that at some point or another you will be receiving the correct inventory in. If some of an item has been rejected, and some has not been received at all, be aware that the rejected and unreceived quantities will be contained within the same line item.

As you can see from the original receipt the user has rejected 10 of the brake cables and received 20. 30 are unprocessed. Because Fishbowl not only creates a Rejected line for the rejected quantity, but at the same time leaves the rejected quantity in the unreceived line (waiting for acceptable cables to arrive), you have one Entered/Ready line that represents the rejected and unprocessed quantities together.

To receive a partial quantity of an item:

1. Select/highlight the line item.
2. Enter the quantity you wish to receive, entering the appropriate value in the Accept, Reject fields (or a combination thereof). The Total shows the quantity that you are receiving.
3. Enter the Receipt, Tracking, and Shipping information that pertains to the quantity you are processing.
4. If the item being received requires tracking, go to the Tracking tab to enter that data. Or, wait until you Receive or Fulfill–the Verify Receiving Data window will appear, asking for the required information.

Enter Tracking Data for a Received order

Tracking information for each line item may be added through the Tracking Subtab located at the bottom of the main screen. If the tracking information has not been entered previously, it will be required upon receiving. Whether you receive the entire order or receive a partial order, the Verify Receiving Data window will be displayed when the receive icon is selected. This wizard will provide one step for each item that needs tracking information to be entered. (If the order already has all required tracking data, you will not get this window. Instead, you will see the LINK results of your receipt processing.)

When adding tracking information via the Verifying Receiving Data wizard, if the Rev Level, Lot No., or Expire Date were required, you would change them directly in their fields. (For the Expire Date, you would have the option of choosing from the calendar.) If a Serial Number had already been entered, it would be displayed in the Serial Num field. You also have the opportunity to adjust the Accept, Reject, and Scrap values. Note that if you are receiving a PO or SO, you can accept/reject/scrap more than the item’s Qty. However, for a Transfer Order the Total cannot exceed the item’s Qty.

After making any necessary adjustments to the fields on the Verify Receiving Data screen, you would click the Edit Tracking Information icon to enter/edit the Serial Numbers. This will display the Serial Numbers window.

Fishbowl expects a unique Serial Number for each item you are accepting, rejecting, and/or scrapping. You will be able to enter less than the expected values here on this screen, but when you return to the Verify Receiving Data window and finish Fishbowl will accept the serial numbers only if you have enough for the amount of items being processed.

With the following icons, you may:

• Add Single Serial Number to the List
• Enter a range of Serial Numbers by specifying the first SN and total count of SNs to enter
• Have Fishbowl get Serial Numbers from a plain text file

Manually enter Serial Numbers

Type the number in the field, then press Enter or click the Add button . To enter another SN, type it in the field, then press Enter again (or click the Add button).

The SNs you add are displayed in the large white rectangle below, and every time you add one, the counter increments ("1 of 2 entered," "2 of 2 entered). The system won’t let you add more than the amount specified in the Accept field. This is also true for "Reject" and "Scrap."

Serial Number by Range

When you enter large amount of consecutively-numbered Serial Numbers, use . The "Batch Input" box comes up.

Here, you enter the complete first Serial Number in the sequence, and specify the total count of SNs to be generated. You can’t generate more than the Accept/Reject/Scrap value (whichever pertains). From your "First Number," Fishbowl will look at the last digit in the value and increment it upwards for each SN to be generated.

For example, if you enter A23X48, with a Count of 8, Fishbowl will generate and enter the following SNs:

A23X48
A23X49
A23X50
A23X51
A23X52
A23X53
A23X54
A23X55

Serial Numbers from a File

When you click the Read from File button , the Read Serials From Text File appears. You can link to your file through the Browse button. This is more simple than trying to enter something into the File Name field for Fishbowl to find.

The file of SNs must be saved in a plain text (.txt) format, and there must be one SN per line. The SNs must be unique. Fishbowl will enter an SN for each value in the file, until the value in the Accept/Reject/Scrap field is reached (whichever pertains).

If you need to change the Accept, Reject, or Scrap values, you can do that on the Verify Receiving Data window. (In the meantime, you can still keep numbers that you have entered in the Serial Numbers window.)

Edit/Delete a Serial Number

Any serial number may be edited within the Verifying Receiving Data as long as the receiving order has not been fulfilled. You may void a received order and re-enter tracking information if necessary. If tracking data has already been entered and your order fulfilled, you may edit tracking information for the part within the Inventory Module.

To modify an existing serial number, choose the part number from the Search Panel within the Inventory Module. When the inventory is displayed on the Main Screen highlight the desired Location and choose the edit icon from the Component Toolbar. The Tracking Details window will be displayed. You may click inside any of the serial numbers shown here and modify the given number. Choose Ok to save your changes.

Reconcile an Order

During order reconciliation, you can choose which items to reconcile, adjust the cost of the items, add shipping, service, and/or non-inventory items. You can also apply the added items as landed costs if the Receiving Module Options are set to allow for landed costs.

If you enter data in the Receipt, Tracking, or Shipping panels prior to Reconciliation without receiving the order, the only information that the Order Reconcile function will keep is the Accept qty and the PO item Cost. You can’t reject/scrap and reconcile at the same time. (Fishbowl will count the rejected/scrapped items as accepted.) Also, the Order Reconcile will not act upon an item that has been rejected.

The Reconcile function pertains to Purchase Orders and Transfer Orders, but not to Sales Orders.

These instructions will use one example throughout so that the effect of the reconciliation can be demonstrated.

• If applicable, change the Module Options (this is found under tools and module options under the Reconcile tab.
• For a PO, enter a value in the Reference Number field, if needed.
• Enter/edit an Accept value for each item as desired.

For a PO item, you can change the Cost value for a PO item now, or you could enter it during the order reconciliation.

Click the order Reconcile button located on the Module Toolbar. The Reconcile Order wizard will appear. On step one each unreconciled line item, except those with a Hold Status, will be listed. The Billed Cost of each item will be the Original Cost (from the PO), unless you already entered a new Cost for it on the Receipt tab prior to bringing up the reconcile window.

In this window you can reconcile one or more items. You don’t have to change each Billed Cost value…just change what you need to.

• Ensure that only the items to be reconciled are selected, and also edit the Billed Cost for the selected items as needed.
• Select/unselect the items so the items you wish to reconcile each have a checkmark in their Reconcile checkbox.
• In the Billed Cost column, change the Billed Cost (by double clicking in the cost field) of each item that needs to be changed, ensuring that the previous value is completely removed and that the cost has the decimal point in the correct position when you move the cursor out of the field.
• To move on to the next step, Click the Next button or press Enter.

Step 2 allows you to now add items, if necessary, to the order. This is where you can add line items to the Receiving list, such as shipping and/or service fees. Parts that are shipping, service, and labor type will show up when you click the Add button. You can add one item at a time. If you do not have any items to add, click next. If you do have items to add, click the Add Item button.

The Add Items box will appear. Select the part you wish to add from the Part dropdown menu. Next enter the Quantity and Unit Cost of the item. Check/uncheck the "Add item to Vendor bill" and "Receive this line item" as appropriate. Click OK. After items have been added here they may be edited or deleted by highlighting the line item and choosing the corresponding icons located on the Component Toolbar. When all of the additional items have been added click Next.

Step 3 allows you to Calculate the Landed Cost. If you do not see this step, you may want to verify your Receiving Module Option settings.

The Bike Assembly (image shown below), at the Quantity of 2 multiplied by the Unit Cost of $20.00, is shown in the upper part of the window.

The "Calculate Landed Cost by" is defaulted to Cost here because that’s what the Receiving Module Options are set at. If the Module Option was set to "Do not calculate," the Landed Cost pulldown won’t be displayed.

In the line item area, the items that are being reconciled are displayed for your selection. This screen allows you to apply the landed costs. Ensure that the correct Landed Cost calculation/application method is displayed, and that the items to apply the landed costs to are selected. Select the desired calculation method from the Landed Cost pulldown if you need to change it. If this information appears correct, click Next.

Step 4 will provide a summary of your reconciliation for your inspection. The example (image below) shows that the cost of the Adamantium Brake Cables was corrected during reconciliation, and that the landed cost of $40.00 total (2 at the $20.00 unit cost) has been applied to both items, according to cost.

If you are satisfied with the summary reconciliation, click Finish to accept it. The image below shows how our example appears after reconciliation.

The extra item of Bike Assembly was added, and it was also applied as a landed cost to the two items (based on cost). When Bike Assembly was selected in the Add Items window, the "Receive this line item" was left checkmarked. Therefore, the Bike Assembly line here has a Fulfilled status.

Image above is the example BEFORE reconciliation. After reconciliation, the Billed Total increased by $54.00 because a Billed Cost was increased by $14.00, and $40.00 of Landed Cost was added.

In summary, when you reconcile an order:

• The line item display changes to reflect your reconcile processing, and the Accept and Cost values you entered. If you changed any Cost values, those new values became the Billed Costs in their respective lines.
• The line item display includes any additional items that you entered.
• If you applied landed costs, they are shown in the Landed Cost column.
• The Billed Total is updated, if applicable.
• The Item Status icons (and statuses) are updated.
• Each line item that has a Reconciled or Fulfilled status has a Reconcile Date on the Receipt tab. An item that is scrapped that has been reconciled will also have a Reconcile Date.
• New lines are created as appropriate. For example, if you reconcile only some of the quantity of an item, the unreconciled quantity remains in an unreconciled status, and the processed quantity is shown as at least one other separate line (one line per item status).
• If there is at least one line that still has an Entered, On hold, or Received status, the Order Reconcile function will still be available.
• The Receiving list status is updated, if applicable.
• The Order Status is updated, if applicable.
• The data from the processed items/quantity has been transmitted to Fishbowl.
• The data that is to be exported to QuickBooks is now in a queue waiting for export.

About Receiving

Choose the Purchasing Module Group | Receiving Module. The search panel of the Receiving Module will consist of Purchase Orders, Sales Orders, or Transfer Orders with items waiting to be received into inventory.

General Tab

The General panel is the only panel in the main area of the screen, but in the lower area are subtabs that will represent the details of an item. In the main area, the items to be received will be listed. You may receive an entire order by choosing the icons located on the Module Toolbar, or you may receive items on an individual basis by using the icons located on the Component Toolbar.

At the top of each order, you will be able to view Purchase Order information, such as your order number, date issued, Order Status, Vendor, buyer, and FOB. FOB stands for Freight on Board and has the option of Origin (seller is responsible for goods), Destination (buyer is responsible for goods), or Port of Entry (shipping company is responsible for goods). This entry is decided within the Purchase Order Module | Details Subtab. Any notes entered into the Purchase order may be visible within the general tab, as well as the Reference number and Bill Date. If a Reference Number is added here, once the order is fulfilled in Fishbowl it will be exported to QuickBooks as the reference number for the newly created bill. The Bill Date is set upon Fulfillment of the order.

When you select an item on your order, its details will be displayed on the lower tabs/panels. You may enter receipt or shipping information for an item directly into the lower panels prior to performing an action (such as receiving, reconciling, or fulfilling), or you may receive the items and be prompted for the required information (such as tracking information).

Notice that the fields displayed for a Transfer Order may slightly vary from a Purchase Order or Sales Order. The screens for Purchase Orders and Sales Orders have some additional fields on the General panel, and a place for the cost or price on the Receipt.

Receipt Subtab

The receipt subtab is where all your general receiving information is located. For example, in this subtab you may choose how many items to accept or reject, along with a documented reason of why you are doing so. The cost field will auto-populate with the cost specified for the part on the order. A Customer/Job may also be affiliated with a Receipt item if necessary. If you wish, you may enter whether the Company, Carrier, or Supplier is responsible for the loss or rejection of your items. Each item will be received into the Default Receiving Location. This location is specified per user in the User Module | Location Groups Subtab. However, this Location may manually be adjusted on a per-order basis by choosing an option from the given drop down menu next to the Location box.

Tracking Subtab

The tracking subtab allows you to view Revision Levels, Lot numbers, Expiration Dates, or Serial Numbers for items being tracked. The tracking information will not be visible here until the item has been received. Tracking data may not be modified here; if you wish to edit the tracking information in the Receiving Module, you must void and re-receive the item. Tracking information may also be modified per part through the Inventory Module.

Shipping Subtab

The Shipping subtab first provides the Carrier information for each item. The default carrier for each vendor will be used here; you may also manually change the carrier by selecting the drop down menu. This default vendor may be found or modified in the Vendor Module | Details subtab. The Shipping subtab also provides the option to enter the package tracking data, as well as the number of packages received for this item.

After an order has been received, an item receipt will be sent to QuickBooks upon export. After the order has then been reconciled, a bill will be created in QuickBooks upon export.