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Product Receiving
The Receiving System is used to update the Inventory database with the merchandise ordered by the Purchasing system. AutoPowerÂ’s Receiving system operates on the exception method. This means that the operator has a minimum number of entries to key into the system based on whether a majority of the parts were shipped or whether a majority of the parts were back ordered. The clerk would indicate to the Receiving procedure which method is to be used. From that point on, the clerk simply enters those part numbers that are required based on the exceptions. This feature alone save numerous labor hours and cost reduced the time required to process the PO before the inventory can be placed on the shelf.
EDI Processing
For those suppliers actively using EDI documents to communicate to the distributor PO activity, then the Advanced Ship Notice (ASN) can be received electronically days prior to the arrival of the stock shipment. The ASN is matched against the original purchase order and any exceptions, or back orders are now immediately known by the buyer. Important items that may be on customer back order can now be sourced from more reliable alternative suppliers.
Back Orders
Should the manufacturer send less than what was ordered, or not send the parts requested at all, then those items can be placed on back-order depending on that manufacturer's back order policy. In a matter of a few minutes, the inventory is updated with the stock purchased as the receiving order is confirmed. It's fast, it's easy, and it's accurate.
A receiving report is then printed to reflect the part numbers, quantity, cost and total value of exactly what was received. The inventory Transaction History file is updated with the receiving data creating a full audit trail of all receiving activity.
Processing Back Orders
The handling of back orders is also done through the exception method. If the Packing Slips contain only a few back orders, then only the back ordered parts need to be entered into the Stock Receiving program. This lets the computer know which parts are on back order, and which are to be received into the Inventory. All the back ordered parts are located on the Purchase Order and retained in the computer for future shipment.
In those events when the Packing Slip contains numerous back orders, the system permits entry of only those few parts that were shipped. This method will retain any back ordered parts on the Purchase Orders for future receipt. As the stock is received, the inventory is automatically updated and the Purchase Order will now contain only the back ordered items.
Outstanding PO Inquiry
When an Purchase Order contains backordered items or special ordered items, you can perform an outstanding order inquiry which will display the items and quickly respond to customer shipment inquiry.
Accounts Payable Interface
When the stock has been received into the warehouse, a Receiving Report is printed reflecting exactly what is updated into inventory. This report will print the quantity received, the present purchasing cost and the extended receiving value. A voucher is generated based on this receiving and updated to the Accounts Payable system for action by the Accounts Payable department. You are then able to match the Receiver Voucher against the supplier's invoice ensuring that the cost, quantity, and items received are accurate.
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