EDA Receiving

The Receiving application allows you to receive purchase orders via the EDA. Depending upon the settings of the parameters of the Receiving application, your receivers may or may not be able to enter cancellations, backorders and discrepancy information.

Receiving Modes for the EDA

Before using the EDA for receiving, you will want to familiarize yourself with the different receiving modes that are available to you. Those different modes are:

Normal/Full Mode - Real-Time Receiving
Blind Mode - Real-Time Receiving
Batch Receiving

The parameters that control whether or not you will use Normal or Blind mode are not set on the EDA and will need to be set for your ICS program by Systems Support. This is to prevent unauthorized store personnel from changing modes. Therefore, after familiarizing yourself with the options described in this document, you will need to make a decision as to how you want the EDA receiving application to function, in Normal or Blind Mode, and contact Support for the proper settings.

The parameter for Batch Receiving is user controlled by a checkbox named “Batch Mode” in the EDA receiving application and can be changed as needed. Batch Mode is useful when you are out of range of the Wireless Access Point. Then the batch can be transmitted when you return within range.

Real-Time Receiving Mode

When not using batch mode, the receiving data that you enter on the EDA is continuously transmitted and validated with your ICS program. It is automatic and real time receiving.

Real-Time receiving is controlled by the Batch Mode box on the Receiving Login

Configuration screen. This setting is user-controlled. That means you can change

the “Batch Mode” parameter based on whether you want to utilize the batch mode or not. When you want to receive in real-time Mode, make sure the box is left unchecked.

When receiving in Real-Time Mode, the follow applies:

When a PO number is entered on the EDA, it is matched against the numbers in the purchase order file of your ICS program. Only open purchase order numbers will be accepted by the EDA. If you enter an invalid PO#, a proposed order number or a closed PO number, you will receive the message 501 No Data Found.
As each item on the PO is scanned for receiving, it is matched against the items on the purchase order in your ICS system. In real-time mode, only items that exist on the PO in your ICS system can be received on the PO. If you scan an item that does not exist on the original PO in ICS, you will receive the message 501 No Data Found.
In real-time mode, all receiving information is transmitted from the EDA to ICS as soon as the receiving transaction is completed.

You have two real-time receiving options: Normal Mode and Blind Mode.

Normal in Real-Time Mode

With Normal (or Full), you have complete access to all receiving functions, just as if you were receiving in PrismCore.

You can enter cancellations, backorders and discrepancies.
The original order quantity is displayed as the Requested PO qty.
An outstanding quantity is displayed.
The received quantity defaults to the current outstanding quantity.

Blind in Real-Time Mode

Blind Mode limits the functions available on the EDA.

Cancellations, backorders, and discrepancies cannot be entered in Blind Mode.
The original order (requested) quantity and outstanding quantity are not displayed.
The received quantity displays as blank, thus requiring you to manually enter a quantity.

Parameters for Normal and Blind Modes

The parameters that control Normal or Blind Mode are not set within the EDA Receiving application. This is to prevent an unauthorized receiver from changing the receiving mode. These parameters are set in WPServer. Before using the EDA for receiving, contact Systems Support to have the parameters set to your desired mode.

Real-Time Receiving Mode

The following sections of the documentation will assist you with receiving in Full and Blind Modes.

How to Receive in Real-Time Normal/Full Mode

Touch the Receiving icon.

Touch to configure your login. For detailed information on how to configure your login, refer to the “Logging into an Application” section of this document. For real-time receiving, make sure that Batch Mode is left unchecked. Once you have configured your login, touch Receiving.

After you touch Receiving, you will see three selections: Purchase Orders, ASN and Status.

If you are not ready to access one of the options and want to return to the previous screen, touch OK in the upper right corner.

See below for information on the three options.

Purchase Orders	Use the Purchase Order option to receive items on open purchase orders by entering the PO number.
ASN	The ASN (Advanced Shipping Notices) option is currently not available with PrismCore. Documentation will become available as the ASN interface develops.
Status	The Status option works with the ASN option and is not applicable to PrismCore at this time.

If you are ready to receive in real-time mode, touch

Purchase Orders. You will be prompted for the PO Number.

Enter a valid PO number. The purchase order must be in OPEN status. The PO number may be entered by using the keyboard.

If you enter an incorrect PO number and you wish to return to the main receiving selection screen, touch Cancel. If you have entered the correct PO number, touch Enter. The EDA will communicate with PrismCore to verify the number.

When the number is verified, it will display and you will be prompted for an XREF of an item on the PO.

On the right side of the screen there are two buttons, Details and Close. If you wish to close access to the displayed PO and not receive it, touch Close.

If you wish to see information about the selected purchase order, touch Details. Information displayed under Details includes: PO Number, Vendor, PO Date, Total Qty, Total Received, Total Outstanding, PO Comment (40 characters) and Receiving Mode (Normal or Blind.) To close the details screen and return to the XRef field, touch OK.

To receive an item, enter or scan the ID of the item on the selected PO. Use either the keyboard. If you enter a non-valid XREF/SKU, the message 501 No Data Found will be displayed.

When a valid XREF/SKU of an item on the PO has been entered, the screen will display item and receiving information.

The XREF, SKU, catalog #/ISBN and location (and term for Text PO’s) will display in both Normal and Blind Mode. In Normal Mode (as shown in the screen picture), the item’s requested (i.e., order) and outstanding quantities will display.

The received field, which is the only field that you can edit, will default to the item’s current outstanding quantity. If you are ready to receive the quantity displayed with no changes, touch Update. However, if you need to enter a partial shipment or cancellation/backorder/discrepancy information, you will want to enter that information before touching Update.

Cancellations/Backorders/Discrepancies in Real-Time Normal Mode

In normal mode, a “CBD” icon, will display next to the “Received” field. This option will allow you to enter cancellations, backorders and discrepancies.

Touch CBD to access BackOrder/Discrepancy screen.

The item ID will appear at the top of the BackOrder/Discrepancy screen. Three Qty fields, one each for Cancel, BackOrder and Discrepancy will be displayed. In addition, there will be two Reason

fields, one for backorders and one for discrepancies will be on the screen.

To enter a cancellation:

Enter the cancellation quantity. (Note that the cancel qty is the first field on the screen.) If there is no other information to be entered, touch to exit the BackOrder/Discrepancy screen.

To enter a backorder:

Enter the backorder quantity in the backorder field. (The backorder field is the second field on the screen.) Touch the Reason field after the quantity has been entered. Select a backorder reason from the drop down box. The reason selected on the EDA will transmit to the backorder comment to the PrismCore receiving module.

Once the backorder quantity and reason have been selected, if there is no other data to be entered, touch to exit the BackOrder/Discrepancy screen.

Note: The EDA reason drop down box will contain all the store specific backorder reasons entered in PrismCore ICS. Any backorder comment that already exists in the back order comment field on PrismCore will be displayed on the EDA screen as it was entered in PrismCore ICS.

To enter a discrepancy:

Enter the discrepancy quantity in the discrepancy field, the third field on the EDA “BackOrder/Discrepancy” screen.

Touch the Reason field to select a reason for the discrepancy. (Note that there may be more reasons listed than can display at one time. Use the arrows in the drop-down box to scroll, if necessary.)

Touch OK when the appropriate cancellation, backorder and/or discrepancy information has been entered to immediately transmit the CBD information to PrismCore ICS. The EDA screen will then return to the Purchase Orders screen. If you do not want to send the CBD information as entered, touch Cancel. The EDA will not transmit the information and the screen will return to Purchase Orders.

Note: Any discrepancy entered in PrismCore ICS will show on the EDA as it was entered in PrismCore ICS.

When an item has been entered at the Purchase Orders screen, three buttons will display: Details, Clear and Update.

When you are ready to transmit the received quantity to PrismCore ICS, touch Update. The information on the screen will be transmitted and you will be returned to the XREF/SKU field so that you can enter the next item.

If you wish to clear the item information from the Purchase Order screen, touch Clear. Touching “Clear” at this time will not clear the purchase order number. Only the item information is cleared and you can enter another SKU/XREF for the same PO. If you touch “Clear”, any quantity entered in the “received” field will not be transmitted to PrismCore ICS.

To view item information, touch Details. This displays the same information that you would see using the Lookup application.

After you touch Details, you can touch P or I to view product or inventory information. (See Item Lookup for more information on these views.) When finished viewing item information, touch to return to the Purchase Order screen where the item is displayed.

How to Receive in Real-Time Blind Mode

A store may choose to use Blind Mode so that the receiver has to physically count the received items, rather than simply accepting the default quantity. With Blind Mode, a receiver cannot enter cancellations, backorders and discrepancies via the EDA.

Touch the Receiving icon.

Touch Configure to configure your login. For detailed information on how to configure your login, refer to the “Logging into an Application” section of this document.

For real-time receiving, make sure that Batch Mode is left unchecked.

Once you have configured your login, touch Receiving.

After you touch Receiving, you will see three selections: Purchase Orders, ASN and Status.

If you are not ready to access one of the options and want to return to the previous screen, touch in the upper right corner.

See below for information on the three options.

Purchase Orders	Use the Purchase Order option to receive items on open purchase orders by entering the PO number.
ASN	The ASN (Advanced Shipping Notices) option is currently not available with PrismCore. Documentation will become available as the ASN interface develops.
Status	The Status option works with the ASN option and is not applicable to PrismCore at this time.

Touch Purchase Orders if you are ready to receive in real-time mode. You will be prompted for the PO Number.

Enter a valid PO number. The purchase order must be in OPEN status. The PO number may be entered by using the keyboard.

If you enter an incorrect PO number and you wish to return to the main receiving selection screen, touch Cancel.

If you have entered the correct PO number, touch Enter. The EDA will communicate with PrismCore to verify the number. When the number is verified, it will be displayed and you will be prompted for an XREF of an item on the PO.

On the right side of the screen there are two buttons, Details and Close. If you wish to close access to the displayed PO and not receive it, touch Close.

If you wish to view detailed information about the purchase order, touch Details. Information displayed under details includes: PO Number, Vendor, PO Date, Total Qty, Total Received, Total Outstanding, PO Comment (40 characters) and Receiving Mode (Normal or Blind.) When finished viewing the details, touch OK to return to the XREF field.

Note: With this version, if it has been changed in the system to blind mode it will still display as normal mode. You will be able to tell that you are in blind mode after you enter something in the XRef field, the received, requested, and outstanding quantity will automatically default to 0 instead of the actual amounts that are in the system.

Enter the XREF/SKU of an item on the selected PO. Use either the keyboard. If you enter a non-valid XREF/SKU, the message 501 No Data Found will be displayed.

When a valid XREF/SKU of an item on the PO has been entered, item information will display.

The XREF, SKU, and catalog #/ISBN will display in both Normal and Blind Mode.

In Blind Mode (as shown in the sample screen), the item’s requested (i.e., order) and outstanding quantities will default to 0. CBD button is displayed, but in blind mode and editing you do in that screen will not be saved or sent to PrismCore.

In Blind Mode, all three buttons will display at the bottom of the Purchase Order screen: “Details, “Clear”, and “Update”. The “Details” button if selected will give an error message.

The received field, which is the only field that you can edit, will be set at a default of 0.

Enter the quantity received and touch Update. If you receive a partial shipment and are in Blind Mode, enter the actual number received, not a negative number.

Touch Clear if you do not want to transmit the displayed item. This does not clear the purchase order number. Only the item information is cleared and you can enter another SKU/XREF for the same PO. If you touch “Clear”, the quantity entered in the “received” field will not be transmitted to PrismCore ICS.

The ASN button on the main EDA Receiving screen is for receiving via Advanced Shipping Notices. This option is currently not available with PrismCore.

Batch Receiving Mode

Batch receiving is controlled by the Batch Mode box on the Receiving Login Configuration screen. This setting is user-controlled. That means you can change the “Batch Mode” parameter based on whether you want to utilize the batch mode or not. When you want to use batch receiving, check the Batch Mode box. If the box is left unchecked, you will receive in Real-Time Mode.

When using Batch Mode, items are scanned and received into the EDA but no data is transmitted to ICS until you touch “Transmit”. The receiving data is held as a batch in the EDA until you send it to ICS.

When in batch mode, you cannot enter cancellations, backorders or discrepancies. Batch receiving is basically blind receiving that doesn’t go to ICS until you touch the transmit button

If the “Batch Mode” box is checked on the EDA Receiving configuration screen, the following parameters will apply:

There is no immediate and on-going communication between the EDA and PrismCore ICS. Receiving data is not sent to PrismCore ICS until you touc the “Transmit” button on the EDA’s Receiving EDA. At that time, receiving data
entered in batch mode is sent to PrismCore ICS.
When a PO number is entered, there is no immediate verification of the number. An invalid, proposed or closed number will be accepted by the EDA in batch mode. However, if you transmit data with an invalid PO number (i.e., incorrect, proposed or open), it will be lost.
As item XREF/SKUs are entered, they are not verified. In batch mode, the EDA will accept incorrect and invalid XREF/SKUs. When the data is transmitted to PrismCore ICS, invalid XREF/SKUs will not be transmitted and will be lost during transmission.

How to Receive in Batch Mode

Touch the Receiving icon.

Touch Configure to configure your login. For detailed information on how to configure your login, refer to the “Logging into an Application” section of this document.

For batch receiving, make sure that is Batch Mode checked.

Once you have configured your login, touch Receiving. Note that the words “Batch Mode” appear at the bottom of the screen instead of your login. After you touch Receiving, you will see three selections: Purchase Orders, ASN and Transmit.

If you are not ready to access one of the options and want to return to the previous screen, touch OK the upper right corner.

See below for information on the three options.

Purchase Orders	Use the Purchase Order option to receive items on open purchase orders by entering the PO number.
ASN	The ASN (Advanced Shipping Notices) option is currently not available with PrismCore. Documentation will become available as the ASN interface develops.
Transmit	Transmit is displayed only when Batch Mode is checked at the Login Configuration screen. After you have entered receiving information, you will use “Transmit” to send the information to PrismCore ICS. Once the information has been transmitted, it cannot be cancelled. Corrections to receiving amounts would need to be entered and then transmitted.

“# records” will display below the selections.. This shows you how many records are waiting for transmission to ICS. The records will be transmitted when you touch “Transmit”.

To return to the previous screen touch OK.

Touch Purchase Orders if you are ready to receive in batch mode.

Enter a valid open PO number in the PO field using the keyboard. Remember, in Batch Mode, there is no immediate verification of the PO number. Therefore an invalid, proposed or closed PO number will be accepted with no error messages.

Touch Enter to accept the PO number for transmission or touch Clear to not accept the PO number.

After you touch Enter, the screen will change. The current number of receiving records waiting for transmission to PrismCore ICS will appear below the PO Number and you will be prompted for the XREF/SKU.

There will also be a Close button. When you are ready to close access to the current PO and return to the Purchase Order/ASN/Transmit screen, touch Close. Note that doing so will retain any receiving quantities that you have

saved for transmission.

Enter a valid XREF/SKU. (Remember with Batch Receiving on the EDA, there is no immediate verification of the XREF/SKU so an invalid number will be accepted.) Use the keyboard.

Touch Enter to accept the XREF/SKU or touch Close to return to the Purchase Order/ASN/Transmit screen. Remember, touching Close at this time will retain any receiving quantities that you have already saved for

transmission.

When you touch Enter to accept a XREF/SKU, the top and middle portions of the screen will remain basically the same. However, near the bottom of the screen, you will see the “Received” field.

Enter the received quantity in the “Received” field and touch Update to save the quantity for transmission to PrismCore ICS. Touch Clear at the bottom of the screen to clear the XREF/SKU without saving the received quantity.

When you touch Update, you will be returned to a blank XREF/SKU field for the same purchase order. Proceed with the next item on the order or touch Close to return to the Purchase order/ASN/Transmit screen. When Close is touched, all receiving data saved for transmission is retained. When you are ready to transmit the receiving data collected in batch mode to ICS, you will need to touch or Close to return to the screen where you can select the Transmit options.

The number of records waiting for transmission will be displayed below the Transmit option. In the sample screen, five records are available for transmission. When ready to send the receiving data held in the EDA to PrismCore ICS, touch Transmit.

Information will quickly transmit to your ICS program. When all records have been transmitted, the number of records waiting for transmission will be listed as 0 (zero).

Note: If the message Batch Transmission error. Some records may have been transmitted. appears during transmission, this means that an invalid PO number or item ID exists within the batch. An invalid PO number includes any Proposed, closed or mistyped PO number. An invalid item includes any mistyped XREF/SKU or any XREF/SKU that is valid but does not exist on the PO number entered. All items entered into the batch prior to the data causing the error will

be correctly transmitted. However, data entered into the batch after the incorrect information will not be transmitted. The only solution at the time of this writing is to clear all remaining data and re-receive the cleared data. Unfortunately, the EDA does not tell you which item caused the error. You will have to spot check items in PrismCore to find out when the transmission stopped. This problem has been documented by the programming staff and will be fixed.

The ASN option is not currently available with PrismCore.