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Receive Inventory Items

1. Navigate to the Receiving screen.

   1. Log In to the Data Center Application to display the Data Center ribbon menu.

      

   2. Select Receiving > Receiving from the main menu to display the Receiving screen.

   

2. Select onscreen options to determine which purchase orders are displayed on the screen:

   • Filter by Vendor:
     Click a vendor name in the Select Vendor list to display only purchase orders for that vendor. (Click the All vendor name to display purchase orders for all vendors.)

     Note: If needed, enter all or part of a vendor’s name in the field to show only matching vendors in the Select Vendor list.

   • Filter by Date:
     Uncheck the All Dates checkbox, enter dates in the From and To fields, and click the Refresh button to display only purchase orders from that date range.
   • Filter by Significant Number:
     Select an option (PO#, Scan UPC, Scan MFG #, Scan Item #,Scan Vendor Part #) from the drop-down, enter all or part of the desired identifier in the text field, and click the Search POs button to display only purchase orders that contain the entered text.
   • Sort and Filter Onscreen Data.

3. Complete either of the following procedures as appropriate to receive inventory items:

   • Receive Items with a Purchase Order:

     1. Click a purchase order's Details button to display the Receiving Details screen.

     2. Continue with the procedure below.

   • Receive Items with a Packing Slip:

     1. Click the appropriate vendor name in the Select Vendor list to activate the Receive By Packing Slip button.

     2. Click the Receive By Packing Slip button to display the Receiving Details screen.

        Note: From this point forward, the receiving record for the packing slip will be considered a purchase order.

     3. Continue with the procedure below.

   

4. Complete the following procedures as appropriate to identify the product(s) being received:
   • Click a firearm's Receive Firearm button.
   • Click a serialized non-firearm's Receive Serialized Non-Firearm button.
   • Enter a product's UPC (or other identification number):
     1. Select a product identification option (Scan UPC, Scan MFG #, Scan Item #, or Scan Vendor Part #) from the drop-down field.

     2. Scan or enter the appropriate identifier (UPC, etc.) in the blank field and press the Enter key.

        Note: If the identifier is not already in the database, the system displays an identifier not found message window featuring either a set of Yes and No buttons or a single OK button. Complete one of the following as appropriate:

        • Click a Yes button to display a new Product Edit window for the entered identifier. (Refer to Create and Maintain a Product for information on using this window.)
        • Click a No button to close the window and use the Product Search function to locate the desired item.
        • Click an OK button to close the window and use the Product Search function to locate the desired item.
   • Select product(s) through the Product Search function:
     1. Click the Product Search button to display the Product Search window.

     2. Select the product(s) to be received.

        Note: Multiple standard (non-serialized) products may be selected from the window. Although this screen allows for the selection of multiple serialized (firearm or non-firearm) products, the system will display a description window for only one of them. For this reason, RTG suggests selecting only one serialized product at a time through this feature. Refer to Select a Product for more information.

5. If the system displays a Vendor Product Detail window, Complete the Vendor Product Detail Window as appropriate.

6. The system displays information based on the type of product identified:

   If a firearm was identified...	The system displays the Firearm Description window. Describe a Firearm. Note: To receive multiples of the same firearm in a single step, enter a serial number in the Serial Number(s) field and press the Enter key to create a line for the next serial number. The product list displays the selected firearm and increases the value in its Qty Received field by the quantity of entered serial numbers. Click the Firearms tab to display each unique firearm/serial number combination. If needed, edit the date in the Acquisition Date field to reflect the proper date of receiving for the Bound Book(s).
   If a serialized non-firearm product was identified...	The system displays the Serialized Non-Firearm Description window. Describe a Serialized Non-Firearm Item. Note: To receive multiples of the same item in a single step, enter a serial number in the Serial Number(s) field and press the Enter key to create a line for the next serial number. The product list displays the selected serialized product and increases the value in its Qty Received field by the quantity of entered serial numbers. Click the Serialized Non-Firearms tab to display each unique product/serial number combination.
   If a standard (non-serialized) product was identified...	The system displays the selected product in the product list and increases the value in its Qty Received field by one. (Refer to Edit a Product's Quantity for information on manually editing this field.)

7. Complete the following procedures as needed to update received products:

   Edit a Product's Quantity	Locate the product in the product list. Edit the number in the product's Qty Received field. Continue with the procedure below.
   Edit a Product's Information	Click a product's Edit button to display its Product Edit window. Edit product information as needed. Note: Refer to Manage Product Information for more information on modifying information in this window. Click the Submit button to close the Product Edit window. Continue with the procedure below.
   Edit a Firearm's Serial Number or Description	Locate the firearm on the Firearms tab. Click the firearm 's Edit button to display its Firearm Description window. Edit the serial number in the Serial Number(s) field as needed. Note: Refer to Describe a Firearm for information on changing values in other fields. Click the Submit button to close the Firearm Description window. Continue with the procedure below.
   Edit a Serialized Non-Firearm Product's Serial Number	Locate the serialized non-firearm product on the Serialized Non-Firearms tab. Click the product's Edit button to display its Serialized Non-Firearm Description window. Edit the serial number in the Serial Number(s) field as needed. Click the Submit button to close the Serialized Non-Firearm Description window. Continue with the procedure below.

8. Enter/edit Received Values as needed for each item.

   Note: A user must be granted the ProductCost permission to view/use some of these fields.

   Note: If an item is a firearm or a serialized non-firearm product, some of these fields may not be edited directly.

   Qty Ordered	Enter the quantity of the item ordered.
   Qty Received	Enter the quantity of the item received.
   Unit Cost	Enter the actual unit cost for the item.
   Retail Price	Enter the retail price for the item to automatically calculate and display the GP % value. Note: GP% = (Retail Price - Unit Cost) / Retail Price
   GP %	Enter the gross profit percentage for the item to automatically calculate and display the Retail Price value. Note: Retail Price = Unit Cost / (1-GP%)
   Ext. Cost	The system automatically calculates this amount by multiplying the Qty Received by the Unit Cost.

9. Enter/edit Purchase Order information in the window as needed.

Note: Required fields and settings are displayed with red borders.

Invoice #	Enter the invoice number. Note: If an invoice number is not available, enter a placeholder number (e.g., employee initials and the received date/time) and revise it at a later date.
PO Date	Enter the purchase order date (mm/dd/yyyy) or Select a Date with the calendar button.
Due Date	Enter the date payment is due to the vendor (mm/dd/yyyy) or Select a Date with the calendar button.
PO #	Enter the purchase order number.
Standard Terms	Select the appropriate terms option from the drop-down field.
Terms	Enter additional or non-standard terms.
Vendor Order #	Enter the vendor's order number.
Memo	Enter notes as needed.
Shipping	Enter shipping charges (e.g., freight, fuel surcharge, fees, etc.) included on the invoice.
Discount	Enter the discount amount for the entire invoice. (Do not include discounts for individual items as these are entered in each item's Discount % or Amount cell.)
Amount Due	Enter the total amount due for the invoice. To calculate this amount, add the sum of all Ext. Cost fields to the amount in the Shipping field and subtract the amount in the Discount field.

10. Click the Submit button to display the Label Printing window.

    

11. Complete the Label Printing Window to print labels and/or a receiving details report as needed.

12. The system sends the purchase order to the Receiving History screen and generates a corresponding invoice on the Invoicing screen.
13. Click the tab's Close button to close the screen.

Note: When appropriate, complete the Manage Invoices procedure to process the invoice for the purchase order.
If needed, complete the View and Use the Receiving History Record procedure to review the purchase order.