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This module allows the user to receive off of purchase orders that currently exist in your system by scanning or entering the items received for a particular order with the PDA. After scanning or entering the appropriate Purchase Order number, the items barcode is then scanned and the PDA will display the product’s information as it exists on the PO and prompts the user to enter the quantity received. This application will also allow the user to update purchase orders to indicate items cancelled, backordered, or items that have discrepancies.

To use the Receiving module on the PDA:

  1.  From the PDA Main Menu, click the Receiving module.

  2. The Receiving module will open one of the screens below:

    If the Receiving screen is shown, the PDA is configured and logged into PrismCore as the user named at the bottom of the screen. In the above example, the user “wpadmin” is logged into the PDA.  Click the Receiving button to begin, or press the Configure button to change the settings or to login as a different user.

    If the Login Configuration screen appears, fill in the information as needed:
    Host - The PrismCore SQL Server IP address
    Port - The port as defined in WPServer
    User - A PrismCore user name login
    Pass - The user’s PrismCore password

    Retain Password  – If checked, the password will be saved in the PDA until otherwise changed. If the PDA has its own login, this checkbox should be checked. If each user of the PDA uses their own PrismCore password, then this box should be unchecked for security reasons.

    Batch Mode – If checked, the PDA will not automatically transfer the scanned items and quantities directly to PrismCore. Instead, batch mode will store the items for future download when wireless access is available. This mode can be used if scanning in areas without wireless access, such as a storeroom or a warehouse.

    Clear Data – If selected, it will give the user the option to permanently remove batched inventory amounts from the PDA.

    NOTE: By selecting Set All after all pertinent information is entered, this will automatically fill in the same information for the other PrismCore PDA applications installed on the PDA.
    After entering the data into the Login Configuration screen, click OK.  The PDA should login using the Login Configuration. Press the Receiving button to enter the module.

  3. After the PDA connects to your PrismCore database and is in the Receiving module the Initial Receiving screen appears. To receive off a Purchase Order click on the Purchase Order button.

  4. Scan in or manually enter the PO number exactly as it appears in PrismCore and click Enter.  (The exact PO number can be scanned into this screen by printing the Receiving Document report found in PrismCore.) If the PO is found in PrismCore and it is still in an OPEN status you will get the following screen. If the PO number is not a valid PO number or is not in the OPEN status in PrismCore your screen will not change.
    Clicking on the Details button will display the details of the Purchase Order as found in the header of the record in PrismCore, such as Vendor, PO Date, Comment, etc.
    Clicking on the Close button will take you back to the Initial Receiving screen displayed in step 3.
    NOTE:  Depending on the speed of your wireless network, the processing time may vary. If the PDA is still processing or transmitting data, an “I” will show in the top, right corner of the PDA screen.

  5. Scan the item to be received, backordered, canceled, or that needs to have a discrepancy entered against it. Either the XREF or SKU may be used.  The PDA may process for a moment, then the correct item’s information should show at the bottom of the screen. If an invalid item is scanned or an item that does not actually appear on that purchase order in PrismCore, your screen will not change.

    NOTE: You can verify that you scanned the correct item by clicking on the button on the bottom of the screen. This will show you the details about that particular item as displayed in the Item and Inventory Maintenance modules of PrismCore. This DOES NOT indicates the actual details of the item as it appears on the PO.  This is especially important to remember for pricing information. Since there is not a method to update pricing information through the PDA, cost and retail changes need to be made on the PO or the items PRIOR  to receiving on the PDA.

  6. The received quantity will default to the total outstanding quantity. Adjust this as needed, keeping in mind that you should only received into PrismCore only what you physically received in the box.

  7. If any canceled, backorder, or discrepancies need to be entered click on the CBD button and choose the appropriate reason for any backorder or discrepancies quantities. When finished, click OK to return to the receiving screen.

  8. After all the quantities are entered for this item clicking Update will make the indicated changed in real time to your purchase order in your PrismCore database. If you are unsure that these changes should be made clicking Clear will not affect anything on your purchase order in PrismCore. 

  9. Scan the next item you need to receive on the chosen purchase order (steps 5 – 7).

  10. Once all the items have been taken care of on the chosen purchase order, click the Close button to return to the Initial Receiving screen displayed in step 3.  If all quantities on the purchase order have been either canceled or received the status of the PO in PrismCore will now be set to CLOSED.

Other  options from the Initial Receiving screen:

ASN Option:   NOT IMPLIMENTED AT THIS TIME (Advance Shipment  Notification)

This option when implemented will allow an order that was sent via Pubnet to be automatically received by scanning an ASN barcode (carton number) that will be printed directly on the box.  This ASN option will tie the carton number to one or more POs and the items on it. The quantities on the ASN will mark those items on the PO in PrismCore as being received. This option will only be available with Pubnet vendors who are set up to use ASN and only on orders that are actually sent via Pubnet.

Status Option:   NOT IMPLIMENTED AT THIS TIME

When this option is selected, the PDA will display the status of each pending ASN.  This list will include all ASN packets returned by the server with their status such as Processing, Completed or Error.

Transmit Option:

When you entered into receiving in the Batch mode the Status option found on the Initial receiving screen is replaced by the Transmit option. After item are received off a PO while in the Batch mode a real time link is not established between the PDA and your PrismCore database. As purchase orders and items are scanned and received your PrismCore database will not be updated automatically. This Transmit option is used when you are ready to transmit the entered information into PrismCore.

Used the Batch mode option with caution. If incorrect information is entered at any point, such as a PO number that is not in an OPEN status or an item that is not on the chosen PO, after the Transmit option is selected the following error will be returned:

If this error message is received no information in PrismCore will be updated. To clear this error the only option available is to clear all Batch information out of your PDAs memory. Doing so will erase everything that was scanned in Batch mode since the last successful transmit.

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