Receiving

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Icon.Receiving.png The Receiving module, located in the Purchasing group, allows items to be received into inventory. Items can also be reconciled so that the correct data is recorded.

Contents

Module buttons
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Receive Button.png Receive receives the current order.

Void Button.png Void voids the current order and returns it to an Entered status.

Reconcile Button.png Reconcile allows items to be added and adjusted during reconciliation.

Fulfill Button.png Fulfill receives and reconciles an order at the same time, changing the order to a Fulfilled status.

Email Button.png Email attaches the module's default report to an email, if email is configured.

Print Button.png Print sends the default module report to the printer.

How To Button.png How To opens this article in a web browser.

Refresh Button.png Refresh reloads whatever is currently open in the module.

Receive an order
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Below are the basic steps required to receive items into Fishbowl.

  1. Double-click the order number in the search pane to load the order in the Small.Receiving.png Receiving module.
  2. Select each item and verify or modify the information (such as the quantity, location, and cost) on the Receipt tab below.
    Receive Items.png
    • Any changes made in the lower tabs will be saved when the item is received or reconciled.
  3. Click the Receive Button.png Receive button to the right to receive the selected item, or click the Receive Button.png Receive button at the top to receive the entire order.

After an item has been received, an item receipt will be sent to QuickBooks on the next export. Once the order has been reconciled, the item receipt in QuickBooks will be changed to a bill. Orders can also be received using a CSV Import.

Receive a partial quantity
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Fishbowl allows partial quantities to be received. This may be helpful when only a portion of the original quantity arrives, or if the line item needs to be split so that it can be received into multiple locations, with different tracking, costs, etc. Below are the basic steps required to receive a partial quantity.

  1. Select the line item that will be split.
  2. On the Receipt tab, enter the quantity that will be received and then click the Receive Button.png Receive button to the right.
    Split Receive Item.png
  3. Fishbowl will automatically split the line item to show the portion that has been received, and the portion that still needs to be received.
    Receive Partial Quantity.png

Reject an item
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Fishbowl allows items to be rejected. This may be useful if an item arrives damaged and the vendor will be sending a replacement item. Below are the basic steps required to reject an item.

  1. Select the line item that will be rejected.
  2. On the Receipt tab, enter the quantity that will be received and the quantity that will be rejected. Then click the Receive Button.png Receive button to the right.
    Split Reject Item.png
  3. Fishbowl will show the item that has been rejected and will automatically create a new line item with the same quantity so that it can be received when the replacement items arrive.
    Rejected Quantity.png

Enter tracking data
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When an item is received that requires tracking information, a window will be displayed where the tracking data can be entered by typing into the tracking fields.

Verify receiving data.png

Tracking information can also be entered on the Tracking tab prior to receiving an item. If tracking data needs to be modified after the item has been received, the line item can usually be voided. If the item cannot be voided, the tracking information can be edited in the Small.Inventory.png Inventory module.

Reconcile an order
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In some cases, the invoice received from a vendor will not match the purchase order created in Fishbowl. For example, this could happen if the vendor charges a different amount than expected, sends partial shipments, or adds additional fees that were not on the original purchase order. Reconciling is the process of adjusting the original purchase order to match the invoice. Reconciling can be done before or after receiving the order.

Each item can be reconciled individually by highlighting the item, modifying the cost, and then clicking the Reconcile Button.png Reconcile button on the component toolbar to the right. The Reconcile wizard allows multiple items to be reconciled at the same time and also provides the ability to add additional fees and land the cost of those fees to the purchased items. Landing costs is the process of including additional fees as part of the item's cost, often by distributing the cost across multiple parts. Follow the steps below to reconcile an order using the Reconcile wizard.

  1. Click the Reconcile Button.png Reconcile button located on the module toolbar.
    Reconcile order.png
  2. Each unreconciled line item will be listed in the wizard, except those on hold. Uncheck the Reconcile checkbox for any items that should not be reconciled.
  3. If necessary, the cost of each item can be modified by clicking in the Cost or Total fields. If applicable, the costs can also be edited in the alternate currency.
  4. If applicable, enter a Ref No or Bill Date. If line items have different reference numbers or bill dates, separate bills will be created in QuickBooks.
  5. Click Next to advance to the Add Items step. Additional items such as labor and shipping can be added by clicking the Add Icon Button.png Add Item button on the component toolbar to the right.
    REC-Order-Reconcile-Add-Ite.png
  6. If items were added, and landed costs are enabled, the Landed Cost step will allow the additional costs to be distributed to the parts. The landed costs can be set manually or through several other methods by clicking the dropdown above the item list.
    REC-Order-Reconcile-Landed-.png
  7. Click Next to advance to the Summary step. Verify that the data is correct and then click Finish.
    REC-Order-Reconcile-Summary.png

Void an item
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If a mistake was made when receiving or reconciling an item, the item can usually be voided to correct the mistake.

TABS

General tab
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Receiving Purchase Order.png

The General tab is divided into three sections.

Receipt tab
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Receiving receipt subtab.png

The Receipt tab is located below the receiving line items and displays details for the currently selected line item.

Tracking tab
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Tracking subtab.png

The Tracking tab displays the part tracking data for the currently selected line item.

Shipping tab
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Receiving shipping subtab.png

The Shipping tab is located below the receiving line items and displays shipping details for the currently selected line item.

Open Orders tab
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Receiving Open Orders Tab.png

The Open Orders tab displays open orders that are creating demand for the selected line item.

MODULE OPTIONS

Some aspects of the Small.Receiving.png Receiving module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

Options tab
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Receiving module options Options subtab.png
With this option on, a part will be received into the location group's default receiving location, instead of the part's default location.
Reconcile tab
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Receiving module options Reconcile subtab.png
This option determines how landed costs are distributed between items. Costs can be landed by Cost, Quantity, Size, Weight, or Manually. Selecting Do not calculate will remove the landed cost step from the Reconcile wizard.
This option will update the vendor's last cost when a purchase order is reconciled.
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