Receiving Inventory

The Receiving Worksheet represents a movement of material into your warehouse. Costs associated with the transaction can be recorded on the Receiving Worksheet to create and track payables for your expense vendors. These costs will also be capitalized into the landed value of the inventory items received. 

To create a new  Receiving Worksheet, use the Quick Create button on the Receiving module in the Inventory tab or navigate to Inventory > Receiving and click the New Receiving button provided in the top right corner. This will generate a new Receiving Worksheet.

Start by completing the reference fields across the top of the Receiving Worksheet.

The Dept and Trade Type fields are optional and are used to track financial information for distinct divisions of a company and/or distinct financial centers related to the expenses created by the Receiving Worksheet.

Use the Receiving Date field to indicate the date on which the material was received into the warehouse.

Use the  Logistics drop-down menu to set the Shipping Status of this load. In the beginning, this load will likely be in Setup status. 

Once you have been notified that the load is going to ship or arranged transportation, you can update this status to  Dispatched and finally, when you receive confirmation that the load has moved you can update the status to Shipped. The Arrived and Received shipping status' may also be useful, depending on the size of your operation.

The  Posting Date populates automatically with today's date when the Receiving Worksheet is Posted. This is a 'financial' date that represents when the expenses on the allocation impact inventory values.

The Status drop-down is used to indicate whether the Receiving Worksheet is in Work, Completed, Approved, Invoiced, or Cancelled status. This field can be used to indicate the status of the load at various stages of your workflow. Since you are first setting up the load, set this status to Work for now.

Continue by entering details about the Receiving load.Use the Warehouse drop-down menu to select the location where the material is being received. The WH-Status is only applicable if you are using the Warehouse Module.

In the  Purchased From section, select the Supplier that you are purchasing the material from and select the Pickup Location from which the items are being received. Use the Lookup to search for your applicable Purchase Order. The Buy Rep pull in automatically from the selected Supplier or Purchase Order, if applicable, or may be set manually if desired.

The information bubble will show next to the Purchase Order if one is linked. This displays Purchase Order shipping information. NOTE: the second date is a user-defined date field, so that may vary based on your database setup. 

Use the Shipping References section to enter additional details about the load, such as your Supplier's provided Pickup No., the Equipment No., and/or the BOL No. provided by the shipper. The Equipment Type & Driver are optional fields. 

The remainder of the Receiving Worksheet is broken down into two parts:

• The Expenses section allows for the recording of an expense or expenses associated with this receipt of inventory items, such as freight or warehousing fees; and
• The Inventory Items section is where the item or items being received will be recorded.

Expenses

To add expenses to the Receiving Worksheet, click the  Add Expense button in the Expenses section. 

Use the drop-down to select the  Vendor that will be invoicing for the expense. If the selected Vendor is a Freight Carrier, the checkbox will be populated.

Enter the anticipated  Price and Price Unit of Measure (e.g., FLAT, per LBS) for this expense. If a per weight unit of measure is selected, the Price entered will be calculated off of the total quantity of your Inventory Items (discussed below).

Once a Vendor is selected, the Vendor's default  Expense Account will populate. If necessary, select the appropriate expense account based on the expense being entered.

The  Description field can be used to record a short explanation for the expense, such as 'Freight' or 'Handling Charge', which may appear on some documentation.

To add items to the Receiving Worksheet, click the  Add Item button in the Inventory Items section. 

Select the Product/Grade being received from the drop-down menu. You may enter an Alternate Name is the item being receiving is known as another grade or to mask the name for your Supplier.

The Alternate Name will be displayed on all related documentation for your Supplier, while still allowing the item received to be tracked in your inventory as the grade selected from the Product/Grade drop-down.

cieTrade.net has the flexibility to handle paper or plastics Specifications, such as Melt flow Index. These specifications will appear on any documentation you generate relating to this particular product (e.g., the Bill of Lading Short Form). The Specification fields will appear at the bottom of the detail window when the appropriate Packaging Type is selected. 

For example, when the Gaylord Packaging Type is selected, fields for Type-Grade, Form, and Melt flow Index will appear. 

If applicable, use the # field to the right of the Packaging drop-down menu to enter the number of units being received. 

Enter the Net Quantity of the material being received. If you need to record the Gross & Tare weight, use the weight fields in the top righthand corner & the system will generate the Net weight for you.

The Price may be entered manually, or it may have pre-filled if a Purchase Order was entered earlier & the Contract Grade was selected. The Location, Condition, Class, and Comments are optional fields that may be used to further define the item.

Note: Selecting the Contract Grade will ensure that the items receiving on this Receiving Ticket will be linked back to the Purchase Order. This will allow a user to track Order Fulfillment on the Order Management screen. 

Once the paper or plastics specifications have been entered, clicking the pen icon to the right of the specification field or clicking the Save & New or Save button will pull a text version of the specifications entered into the Specification field.

If you need to record multiple items with the same product name and specifications, click 'Save & New' and the system will clear out the weight & Serial no but keep the rest of the information so you can easily add a new item.

Please note, the order line-detail is now displayed together on the product detail form.

After the information on the Receiving Worksheet has been entered completely, the status should be updated to  Completed if the Worksheet must be reviewed and eventually to Posted in order for the inventory items to be available and to accrue the necessary payables for your Vendors. These payables will be created directly in the AP Ledger and will be available for posting as soon as the Receiving Worksheet has been Posted. 

If necessary, a Posted Receiving Worksheet can be reversed, given the following: it must have been posted within the current open period; the associated payables must not have been paid; and the inventory items must not have been shipped out yet. To re-open a Receiving Worksheet, simply click the Edit Receiving button in the top right corner and then change the status from POSTED to WORK. Saving a previously Posted Receiving Worksheet in OPEN status will remove the associated Expenses from the AP Ledger and removed the associated item(s) from the available inventory. 

Grade Allocation

The Grade allocation tool can be located under the Inventory Module and can be used to apply a percentage of the net weight of your load to a specific grade.

Select the grade that you would like to interact with> Grade From>Grade To>Warehouse To>Weight.

If you have additional questions, please contact the Support Team via email to  support@cietrade.net.