Inbounds/Receiving Overview

The Inbounds/Receiving applications in ViewPoint Logistics have flexibility and allow for several basic situations. For a list of the core applications associated with Inbounds/Receiving in VL, see RE - Receipt Entry.

Usage and Operations

1. One-step Receiving

This is the simplest method of operation, requiring the least number of steps.

Receipts may be entered and rated simultaneously in program RE.31 [Receipt Invoices].

All that remains is to print an audit and Receipt Invoice in program RE.32 [Receipt Invoices - Print].

2. Receive First, Rate the Receipt later

Receipts may be entered in program RE.21 [Receipts].

An audit may be printed in program RE.22 [Receipts - Print]. This is mandatory if field 6 (Print Audit Before Invoice) of program WP.95 [Receiving Profiles] is set to Y).

Then the Receipt is rated in program RE.31 [Receipt Invoices] and the audit and Invoice printed in program RE.32 [Receipt Invoices - Print].

3. Using the In-Transit system

Preliminary information may be entered in program RE.11 [In-Transit Receipts] and an audit printed in program RE.12 [In-Transit Receipts - Print].

Then you may complete the Receiving process by using either Step 1. or Step 2. above.

Using Radio Frequency (RF) Hand-Held Devices.

Receipt header information is entered first in program RE.21 [Receipts].

Then line and Location details are entered in the RF system.

Following this, the Receipt is rated in program RE.31 [Receipt Invoices] and the audit and Invoice printed in program RE.32 [Receipt
Invoices - Print].

4. Appointment Log

If an Appointment was entered in program RE.01 [Appointment Log] you may recall the Appointment in either program RE.21 [Receipts] or RE.31 [Receipt Invoices], which will copy the Receipt header data such as the Carrier, total pieces, Pro-Bill number, etc.

Special Note on Document Numbering

The system generates both a Receipt number and an Invoice number. If Receipts are entered in a two-step procedure (step 2. above), these two numbers will likely not be the same because of timing differences.

Furthermore, a Client may allow multiple Receipts to be grouped onto one Invoice. This option is provided in Field 41 (Receipt Invoice Type) of program CR.18 [Client Arrangements].

Printing the Un-billed Receipts Report in program RE.41 [Open Receipts Report] is optional; however, it is good business practice to check for un- billed Receipts on a regular basis. The report shows the Receipt status:

C = invoiced and printed
D = invoiced and cancelled
E = entered but not rated
H = header only
I = Receipt in process
R = received, rated, and invoiced

Program RE.41 also allows you to print Receipts that have never been printed and accepted in program RE.22 [Receipts - Print].

Should you enter Receipts in program RE.21 [Receipts] or RE.31 [Receipt Invoices] ?

Entry of a Receipt in program RE.31 [Receipt Invoices] will both display the Rates for Inbound Handling and Storage and calculate the Charges.

Receipts entered in this program must be printed before the day-end program IP.33 [Shipment Register - Generate] can be run. The Invoice Register also closes off Receipts so that no further changes can be made.

In situations where the operator should not see the Charges, entry of Receipts should be done in program RE.21 [Receipts]. If this is done, each Receipt will need to be recalled and rated individually in program RE.31 [Receipt Invoices].

Receipts that have not been rated remain open; i.e., they can be modified at any time and do not prevent the day-end process from being run.

In-Transit/Pre-Receipt

In-Transits can come in various forms. For example, you may receive

• An inbound EDI transaction set
   
• A facsimile (fax), or
   
• A phone call hours or minutes before the Product arrives at your door.

In cases like these, when you have advance knowledge of receiving Product, you can start the receiving process ahead of time. You can set up a little information (Client, received from, receipt date) or you can go through to the Product Lot level, Unit ID detail; in which case the actual receiving process becomes a validation step.

Once you set up your In-Transit Receipt (in program RE.11 [In-Transit Receipts]), it will stay there until you physically recall the In-Transit
in program RE.21 [Receipts] or RE.31 [Receipt Invoices] and attach it to an actual Receipt. The system will pull all the In-Transit information over with it.

From time to time, you will want to see what you have sitting in the In-Transit module. Program RE.12 [In-Transit Receipts - Print] will supply
you with such a list. You may get this information

• In summary or detail format,
• By Receipt number, or
• By Client.

As with other reports, you select a printer first. Keep in mind, should you just want to see this information briefly, you may run it to a Ghost printer so that it will subsequently appear on your screen. This report does not update any files or information, so Acceptance codes are not necessary.

Note: To purge In-Transits in program RE.13 [In-Transit Receipts - Purge], ALL goods must be brought through to program RE.21 [Receipts] or RE.31 [Receipt Invoices].

Otherwise they will never be purged. You must adjust the In-Transit to match the Receipt, or it will never purge.