Merchandise Receipts

The new receiving system will let you receive against a purchase order, an Advance Ship Notice (ASN) or a Vendor’s EDI invoice (810). It will not be necessary to receive and put away an entire shipment before you can update the inventory file. You will be able to have several people receiving at the same time against the same purchase order, ASN, or 810.

You can immediately update the inventory as you put each part in location using Radio Frequency (RF) terminals, or you can check in the parts in small batches, and then put them away from a printed ‘put away’ list or do a RF directed ‘batch put away’.

If you use a printed ‘put away’ list, you can put away one page at a time, take the completed page to a work station and update the inventory file. If you use RF directed ‘put away’, the inventory file is updated as you put each part in location.

If merchandise is bar coded you can scan the barcode on the part’s packaging. If merchandise is not bar coded, you can print a ‘check in’ list that is bar coded.

In preparation for receiving a shipment you must tell the system which purchase orders, ASN’s, and/or 810’s are included in the shipment. CODIS assigns a Shipment ID. A Shipment can consist of receipts from multiple vendors, as might be the case when you want to check in a number of small UPS shipments.

The receiving process is done in ‘Receiving Sessions’. You can have as many ‘Receiving Sessions’ as are necessary to receive the shipment. When the shipment has been completely received, you must ‘close’ the Shipment ID. When a shipment is ‘closed’ CODIS prints the priced receiver and discrepancy reports as needed..

There are several receiving scenarios possible under the new system:

Paperless Check In and Put Away

If the vendor furnishes an ASN or an 810 and the boxes/pallets and the part numbers are bar coded, you can do paperless check-in and put-away if you have RF terminals.

You start a Receiving Session for the Shipment. If the boxes/pallets are bar coded with the ASN number, you can scan the label, other wise you manually enter the number of the ASN or the 810. Then you scan the part numbers to be checked in.

You can put a part in location as you check it in, or you can check it in and put it on a cart for subsequent ‘batch put away’. You can mix both methods in the same session.

If you choose the ‘batch put away’, you will continue checking in parts until you decide to put away what you have checked in. At that point, you request a ‘put away’ display. CODIS will display the part number to be put away in bin location sequence. You can put a part into the default location, or you can assign a new location as you put a part away. You can also split the same part among several locations. As you confirm the ‘put away’ of each part, the inventory files are updated.

Paperless Check In, Put Away from printed list

In order to do a paperless ‘Put Away’, the person who puts away the parts has to have a RF terminal. That may not always be possible. In that case, you request the printed ‘Put Away List’ when you are done checking in the parts you are going to put away

As you put a part in location, you check it on the list. If you put the part into a different location than what the list calls for, or if you put the part into multiple locations, you note the change on the list.

You can put away all the parts on the list and then take the list to a workstation and process it, or if you have multiple pages, you can put away one page at a time and process each page as it is completed. When a page is confirmed as ‘put away’ on CODIS, the inventory files are updated.

Pages are processed by ‘exception’. If there are no changes on the page, you simply enter the page number and ‘finish’. If there are changes, you enter the changes and then ‘finish’.

All sheets must be accounted for. CODIS will print a list of outstanding ‘Put Away’ sheets either nightly or on demand.

Using a Check-In List

If part numbers are not bar coded, you will want to print a Check-In List that prints a barcode for each part number. The list can be generated from ASN(s), 810(s), or PO(s).

As you check in the parts, you can scan the part number on the ‘Check-in List’. If the check-in list was generated from an ASN or an 810, the quantity received will default to the quantity from that document. If the check-in list was generated from a purchase order, the default quantity will be the quantity ordered from the purchase order. If the same part number appears on multiple purchase orders in the same shipment, the combined quantity will appear.

Your choices for ‘Put Away’ are again an immediate put away, RF directed ‘Batch Put Away’ or ‘Put Away’ from a printed list.

Receiving without a Purchase Order

If you receive a part that is not on any purchase order, you can identify it as a replacement for another number on the purchase order (i.e. supersedure),

or you can identify it as ‘Receipt without PO’.

If you do neither one, the part will show up on an exception list. You will have to deal with the disposition of the part when you process the exception report.

Receiving/Exception Reports

When all Receiving Sessions are complete, you will flag the Shipment as ‘Closed’. If the Shipment was received against an ASN or 810 and there were discrepancies, the Shipment is flagged for further processing.

At this point CODIS creates a Priced Receiver, along with an exception report that identifies the following:

Parts on an ASN or 810 that were not received

Parts received that were not on the ASN or 810 and they were not identified as supersedures or NPO’s.

Parts where the quantity received differs from the quantity shipped per ASN or 810.

Parts received against an ASN or 810 where the purchase price differs by more than a ‘rounding’ difference.

Parts received as ‘NPO’.

Parts received against a PO and the quantity received differs from the quantity ordered.

In the case where you received against an ASN or 810 and the receipt differs from the ASN or the 810, you must instruct CODIS how to handle the discrepancies.

You can reclassify a discrepancy as needed (i.e. NPO or supersedure), if that was not done correctly at entry time.

You can leave the discrepancies for ‘automatic’ processing, in which case CODIS will file claims for short shipments and request additional billing for overages, or you can adjust any or all of the discrepancies to exempt them from ‘automatic’ handling.

For pricing discrepancies you have to specify if a claim will be filed or if a price correction will be processed. CODIS will file the claim, but the price change has to be made outside of the receiving system.

The ‘automatic’ processing makes all necessary accounting entries to reconcile the Priced Receiver to the invoice (i.e. freight, rounding differences, claims). If you exempt overages /shortages from the automatic claim/rebilling process, CODIS will post these differences to an Inventory Shrinkage account.

When you receive against a purchase order, part numbers that are on the purchase order but were not received will be treated according to the backorder code of the purchase order (i.e. they will be backordered or cancelled). If you know the situation to be otherwise, you will have to edit the purchase order accordingly.

If you do not receive against and ASN or 810, the reconciliation of the priced receiver to the Vendor’s invoice is handled the same as in the past.