The following steps describe the stock receipting process using the Scan In function in BBS Accounting.

 

1.Identify purchase order number from supplier’s paperwork

or

Use Inventory Enquiry to look up a product, and view Outstanding Purchase Orders to find the purchase order number

2.Enter the header details.

3.Click Header OK

4.Click Receipting Confirmation (Scan In) - The Receipting Confirmation (Scan In) screen will pop up.

5.In the Received Product (F3) field users can scan or enter a product code (BBS, OEM, supplier etc).

(Note: All quantities, excluding the Qty Resv are in the purchase order unit of measure and not the stock unit of measure. The Qty Resv column on this screen displays to users the quantity of the stock unit of measure that needs to be put aside for backorders).

 

If the ordered qty is 1, it will mark the product as received and return you to the field to scan the next item. If the ordered qty is greater than 1, the cursor will stop in the Quantity Received field, which will be pre-filled with the ordered qty, users will need to enter the actual quantity received, and then enter through or click Update.

 

If you want to use the mouse to manually check off items in the list, you can do so by double clicking or highlighting and pressing enter. If the item has an ordered qty of 1, you’ll be taken straight to the Update button so you can just press enter again to confirm. If the ordered qty is greater than 1, the cursor will stop in the Quantity Received field, which will be pre-filled with the ordered qty, and users need to enter the actual quantity received, and then enter through or click Update.

 

Please note: Where products have already been added into the Item Receipted list box or an EDI Invoice has been loaded, which will place all the items in the Items Receipted list box in the Stock Receipting screen, the quantities scanned and/or entered will be compared against the Qty Receipted column and not the Qty Ordered column.

 

6.Place the quantity displayed in the Qty Resv column for each item aside for later despatch. Please refer to Picking, Packing & Despatch Process (Picking Run) or Picking, Packing & Despatch Process (via Dashboard) for more information.

7.For delivery docket receipted goods, place paperwork in Awaiting Invoice tray

or;

For invoice receipted goods, set invoice aside for Admin to post for payment later.

 

Receipting Exceptions

1.Faulty Stock – Found prior to Receipt

Receipt other goods on purchase order. DO NOT receipt the faulty goods. Accept receipts with variance equal to the value of faulty stock and enter the reason. Write RFC Required on the paperwork.

2.Incorrect Product Received – Found prior to Receipt

Receipt other goods on purchase order. DO NOT receipt the incorrect product. Accept receipts with variance equal to the value of the incorrect product and enter the reason. Write RFC Required on the paperwork.

3.Short Supplied or Incorrect Cost Price Charge – Found prior to Receipt

Receipt the goods actually received, at the cost price that should have been charged, and process the receipts with a variance equal to the discrepancy and enter the reason. Write RFC Required on the paperwork.

4.Incorrect Freight Charged by Supplier – Found prior to Receipt

Enter the correct freight amount and receipt the goods. Process the receipts with a variance equal to freight discrepancy and enter the reason. Write RFC Required on the paperwork.