 | ||
Introduction
**This feature is available to anyone who purchased Requisitions, but it is not set up by default. Please have an admin reach out to Support in order to have this set up.**
In many organizational settings, particularly in districts that handle numerous deliveries, the process of tracking and managing the receipt of goods against purchase orders (POs) is crucial. SCView's Central Receiving offers a structured platform to effectively manage the influx of goods, ensuring that each item ordered is received, accounted for, and processed correctly through its workflow system.
A. Problem Statement
The challenge arises when users managing the receiving process encounter difficulties in navigating the workflow, particularly in updating received items partially or fully, and accurately documenting the receiving process. This can lead to discrepancies in inventory and order management, affecting the efficiency of operations and the ability to track order fulfillment accurately.
B. Solution
To solve these challenges, SCView's Central Receiving provides an intuitive interface within the Tools > Receiving page, where users can choose appropriate queues and update the status of POs as items are partially or fully received. The system also allows for detailed note-taking and date tracking, ensuring every modification to the order is logged for auditing and further review.
The typical setup is based on a purchase order being created with a specific Deliver To Vendor Number(s). The Vendor Number(s) will be decided by your district. When a purchase order is created, it will reach a Central Receiving workflow in a queue called PO Created.
The users who are tied to the requestor email on the requisition or users who have access to Workflow will be able to see these purchase orders when going to Tools > Receiving. There they can provide whether all the items or only partial items were received.
1. Go to Tools > Receiving. There are workflow queue choices at the top left corner of the screen to choose which queue we need to see.
2. In order to update the information, first click on the row with the PO in question to highlight it.
3. Before clicking any of the buttons on the bottom of this page, type in any important information in the Notes field. We would also want to double-click into the Quantity Received field and Last Received Date to enter how many items were received and when, and whether this is a complete or a partial quantity.
4. After the information from step 3 has been entered, click one of the following buttons to move it to the next step in the process.
Appending Page(s) to a Document:
You may append any number of pages to a document from the Receiving manager page. To do so:
- Select the desired document.
- Click the Append Pages icon in the image toolbar.
- Choose the file to append.
- Select where the new page will be placed in the document.
- Click OK.
- The document will refresh and the newly added images should appear in the viewer.
Partially Received:
Clicking this button will route it into a workflow queue for Partially Received, which will be a holding queue until the rest of the items are received. As more items are received, we can continue to update the information with the latest quantity and notes until it is completed.
Update with Note:
If no new items were received, but we just need to add additional information for the status of the order shipment, click the Update with Note button after adding any necessary notes. The purchase order will not move anywhere in the workflow, but the auditing will show the latest notes for anyone to review.
Order is Complete:
If all items have been received, clicking the Order is Complete button will route it into a workflow queue for Completed. Once it reaches this queue, the order is complete and the PO can be removed from workflow.
C. Best Practices
- Accurate Documentation: Always double-check and record the exact quantity of items received and their respective receiving dates in the system to maintain accurate records.
- Regular Training: Users should be regularly trained on how to navigate and utilize the Central Receiving tools to ensure they are confident in updating PO statuses accurately.
- Workflow Adherence: Follow the designated workflow queues, such as PO Created, Partially Received, and Completed, to ensure a systematic process of updates and transitions.
- Note Utilization: Make effective use of the Notes field to provide additional context or information about the receipt of items, which can be crucial during audits or when discrepancies arise.
- Receiving Confirmation: Confirm that all items listed on the PO have been accurately received before marking an order as complete to avoid future complications.
D. Troubleshooting
- Issue with Updating POs: If there are issues with updating the PO status or if updates are not reflecting correctly, verify internet connectivity, refresh the session, or try logging in again to ensure the system updates are processed.
- Discrepancies in Item Quantity: Should there be a discrepancy in the quantity received, double-check the original order and physical count, update the notes with the discrepancy details, and report to the supplier if necessary.
- Workflow Navigation Concerns: If users find the workflow navigation complex or encounter errors moving POs between different statuses, consult the SCView user manual or seek assistance from system administrators for guidance.
E. Related Articles
Requisitions: Create a Requisition
Create a Requisition as Anonymous Users
Conclusion
SCView's Central Receiving is an integral tool designed to streamline the process of receiving goods and managing purchase orders efficiently. By adopting best practices, addressing common issues proactively, and utilizing the system’s robust features, organizations can enhance their operational efficiency, maintain accurate inventory records, and ensure that all deliveries are accounted for systematically. This not only simplifies the receiving process but also supports effective overall supply chain management.