The processing of items at the goods receipt is essential for a well functioning purchasing process. pixi needs the information on how many ordered items are still pending from the supplier's side to calculate the correct order numbers for purchasing. If the goods receipt is not carried out, the purchase orders remain open and pixi computes that the goods are yet to be delivered - this means that fewer orders are placed than needed. If the goods receipt is carried out too early, pixi assumes a defect in the warehouse, and too many goods are ordered.

See here also: Matching Receipts to Purchase Orders

Creation and deletion of receipt documents

There are 2 options to create a new receipt document:

1. Creation of goods receipt document based on a purchase order

2. Creation of an empty goods receipt document

Available options for goods receipt processing

Barcode-based processing of receipt documents

Advantages and disadvantages

• This variant is recommendable, if all ordered items come already labeled with barcodes.

• When scanning the items, you can work out precisely which items have de facto been delivered in order to perform a matching against the receipt note or the supplier's invoice.

Process

1. Ordered goods arrive at the incoming goods department.

2. Log into the pixi Web application.

3. Open Goods Receipt in the folder Logistics.

   • Click New Receipt, select the Location and the Supplier and pick one or multiple Purchase Orders. This way, pixi creates a new receipt listing all ordered goods.

     • Click Add Item .

     • Scan each delivered item individually:

       • For a quantity above, either:

         • scan the item according to the quantity delivered, or

         • scan the item once and manually enter the true quantity in the column Delivered Quantity.

   • If there is no outstanding purchase order:

     • Click Add , select the Location and the Supplier and click Create.

     • Click Add Item .

     • Scan each item individually.

4. Click on Status and then Close.

Now the receipt in pixi (which reflects the items actually delivered by the supplier) can be matched with the receipt note of the supplier. If the supplier's invoice is received, the invoice can also be compared with the recorded receipt note, if necessary, the supplier price can be updated and the goods receipt converted to the status Invoiced.

Attention: Put all items to stock using the pixi Inventory application or using pixi Mobile previous to generating a new Purchase Order Suggestion! You end up ordering the wrong quantities with the supplier otherwise.

Back to top

Manual processing of the delivery note and printing of labels

Advantages and disadvantages

This variant is best suited, if most of the delivered goods are not provided with labels or barcodes. It combines a simple labeling of the goods with a control of the delivered quantities.

Process

1. Ordered goods arrive at the incoming goods department.

2. Log into the pixi Web application.

3. Open Goods Receipt in the folder Logistics.

   • Click New Receipt , select the Location and the Supplier and pick one or multiple Purchase Orders. This way, pixi creates a new receipt listing all ordered goods. Transfer the quantity of items taken from the receipt note to the receipt document in pixi.

   • If there is no outstanding purchase order:

     • Click Add , select the Location and the Supplier and click Create.

     • Click Add Item .

     • Scan each item individually.

4. Press the button Print , then Print Barcode and select the option All items - delivered quantity.

5. Now attach the labels to delivered items respectively.

6. If there are left-over labels or there aren't enough labels, then the receipt note is not matching the number of goods delivered!

7. Adjust the goods receipt according to the result of above labeling test and conclude the process.

Attention: Put all items to stock using the pixi Inventory application or using pixi Mobile previous to generating a new Purchase Order Suggestion! You end up ordering the wrong quantities with the supplier otherwise.

Back to top

Two-step goods receipt with automatic Put to Stock functionality

Advantages and disadvantages

This variant is distinguished mainly by the fact that the counting of the individual items is omitted. The receipt note is recorded and then stored, errors in the receipt document are then automatically recorded. Furthermore, in this variant, in contrast to the other two variants above, a purchase order suggestion can be generated at any time - already at the moment of the closing of the goods receipt all items are stored and thus there are no erroneous orders.

Preparation steps

• Close down all old receipt documents.

• Enable in pixi Control Center > Database Settings tab > Folder Purchasing the option Place all items from delivery into one stock bin.

• Create storage bins Delivery1, Delivery2, etc.

  • Sort numbers: Larger than all normal bin locations – before the POS bin!

  
  

Process

1. Ordered goods arrive at the incoming goods department.

2. Log into the pixi Web-Application.

3. Open Goods Receipt in the folder Logistics.

   • Click on Add , select the Location and the Supplier and pick one or multiple Purchase Orders. This way, pixi creates a new receipt listing all ordered goods. Transfer the quantity of items taken from the receipt note to the receipt document in pixi.

   • If there is no outstanding purchase order:

   • Click Add , select the Location and the Supplier and click Create.

   • Click Add Item .

   • Scan each item individually.

   • If no barcodes provided:

     • Click Print Barcode and select the option All items - delivered quantity.

     • Now attach the labels to delivered items respectively.

     • If there are left-over labels or there aren't enough labels, then the delivery note is not matching the number of goods delivered!

4. Click on Status and then Close.

5. Enter the bin manually or scan its sort number.

   • Corresponding items are put to stock immediately and are at once available or rather are (after sorting) ready for use with the picklist.

   • Large sized items or missing items are shipped immediately and don't have to be put to stock first and then be retrieved again afterwards.

6. Transfer items now from the storage bin Goods receipt to their intended storage bins.

   • Error moving items from bin to bin:

     • Items not available in the quantity needed:

       • Case 1: Receipt note doesn't match the items delivered.

       • Case 2: Receipt note has been transferred erroneously to pixi.

7. Check at the end of moving stock:

   • Open pixi Reports and specifically the report Stock Overview By Bins with TAGs.

   • All receipt bins have to be empty!

   • If not:

     • Case 1: Item transfer erroneous, e.g. 5 delivered, but only one transferred to destination bin.

     • Case 2: Erroneous delivery note – wrong item or wrong quantity accounted for on receipt note.

Back to top