PrismCore Staging Receiving

This module is designed for stores that wish to track shipments into the store by their vendor or shipping type, and shipping tracking number. The concept revolves around the idea that stores may wish to log their bill of lading, invoice, and tracking number all in one place, and record what was received on that shipment, in addition to physically receiving the merchandise into the receiving module of PrismCore. Please note, this module does.

NOTE:  Receive the items into the system, but rather simply records the information entered. You will still need to receive the merchandise into the receiving module of PrismCore.

To create the staging receiving record:

1. In the Staging Receiving module, create a new record.

   Open

   

   The window will show the next staging number in sequence, but this number may be edited if necessary. Click OK.

2. The selected staging number will then appear in the Staging Receiving header:

   Open

   

   Header fields:
   Staging Number – the number of the Staging Receiving document. This number may be modified.
   Date – the date the document was created.
   Freight Carrier – select the shipping provider from the drop-down menu.
   User – the login name of the user logged in when the record was created.
   Vendor – this field gives the ability to track by vendor. If tracking by shipper, this field is optional.
   Tracking Number – the tracking number of the freight carrier or vendor.
   Cartons Received and Expected – the Cartons Expected field is entered manually in the record header. Cartons Received is not editable in the header. Rather, it reflects the number entered in the Qty field of the record detail (see below for details).
   Invoice Enclosed – when checked, the Invoice Enclosed checkbox will make the Invoice field editable, and the number of the invoice enclosed with the shipment may be entered.
   Bill of Lading – when checked, the Bill of Lading checkbox will make the Bill of Lading field editable, and the number of the bill of lading enclosed with the shipment may be entered.

To add detail to the staging receiving record:

1. Make sure you are on the “Detail” tab of the record to which you wish to add information.

2. Right click in the detail grid, and choose “Add Item”.

3. The following will display:

4. The list will default to a listing of all Open POs within the system. To filter this list, you can use one of the following options:
   By Vendor: If you wish to filter the list by vendor, you can input a vendor code into the “Vendor” field, and click refresh. This will filter the list to only show the Open POs for that particular vendor.
   By PO Number: If you know the PO number you wish to work with, you can type that PO number into the “PO Number” field, and click the refresh button. This will filter the list to only show that PO number.
   By Status:   If you wish to filter the list by PO status, you can place a checkmark in the box(es) for whichever status you wish to see, and click the “Refresh” button. This will filter the list to only show the POs that match your status selection. You can use this setting in combination with the vendor option, as well.

5. Once you have filtered the list to show the desired PO(s), highlight the PO(s), and click “OK”. The Staging Receiving record will now show those POs on the screen.

6. The detail grid of the staging receiving module shows the following fields:
   Name:  The PO number of the line item
   Vendor Code: The vendor attached to that PO
   Date: The PO date
   Status:  The status of the PO

To add location information:

1. Once you have added detail information, you can add location information, as needed. This information includes location, note, date, quantity of cartons, and comments.

2. To add location information, right click the detail grid of the “Location” tab, and choose “Add \ Edit Item”.

3. The following dialog will display:

4. Click the pulldown menu for “Staging Location”, and choose your location. If you need to add locations to the menu, click the “Edit Locations” button.

5. The following dialog will display:

6. To add a new location, click the Insert button.

7. Change the Description of the location to be the location you desire.

8. When finished, click “Apply”, and the “OK”.

9. The system will return you to the detail grid. To add your new location to the grid, right click the detail grid of the “Location” tab, and choose “Add \ Edit Item”.

10. Now, you should see your location in the pull-down menu. Choose it, and click “OK”.

11. You are now able to add comments, date information, and a quantity of cartons received to your location within the grid by typing directly into those fields.

The Qty field next to the date in the location detail grid allows the entry of the number of cartons received. The amount entered there automatically populates the read only cartons received amount in the header. If there is more than one entry the qty's will be summed in the received field in the header. Negative qty's can be entered, if needed.

Reports

There are two reports available within the module, those of the Staging Receiving report and the Cartons Received report.

 Staging Receiving report

Cartons Received report