ProSKU App – Creating and Processing Receipts

1. Introduction

The receipts option allows you to record the details of incoming goods. This can be done in one of two ways:

by converting pre-received goods information (called ‘Pre-receipt”) on the system into a receipt, or

by creating a new ‘ad hoc’ receipt as required.

Once goods are received you can choose to put them away to storage location immediately, or leave them in a marshalling area to be put away later, by yourself or others.  Both system-driven auto-putaway and manual putaway can be used, and pallet labels may optionally be printed.

To access the option use the Receipts icon on the home screen.

At the top of the screen below the title, there are three headings, as shown below:

  • Receipts (for Accessing Existing Open Receipts)

This option will display any current open receipts, i.e. any that have been started, are in progress and have not been closed.  The number of open receipts is displayed in brackets.

  • Pre-Receipts (for Converting Pre-receipts to Receipts)

This will show all current pre-receipts available to be converted into receipts.  The number of pre-receipts is displayed in brackets.

  • New (for Creating New Receipts)

This option allows you to create a brand new ‘blind’ receipt, without using a pre-receipt.

 

2. Creating a New Receipt

To use this option select the ‘New’ heading.

The first stage of the receipt process, the header detail section, is now displayed as in the screen examples below. Depending on your system set-up, either four or five  fields are displayed:

Select Owner: this field is only displayed if you are using the system with owners, i.e. you are recording the ownership of goods on receipt. You must select the owner for whom goods are being received before continuing the receipt.

Additional reference: a unique receipt reference is generated automatically by the system but you can use this field to add an additional reference (e.g. owner specific) to the record if required.

Select Marshalling Zone: the receipt will select the default marshalling zone but this field can be used to select an alternative one if required.

Date of Receipt: the receipt will default to the current system operating date, but this can be used to select an alternative one.

Notes: this allows notes or specific comments to be added to the receipt record.

         

Without owner                     With owner

Once you have completed your input to these fields use the ‘Create Receipt’ button at the bottom of the screen to go to the next stage.  If you don’t want to use any of the fields you can skip them all and go straight to the ‘Create Receipt’ button.

Once created, the unique receipt reference is displayed at the top of the screen.  Below this is a field titled ‘Search for Product’.

The product you want to receive can now be selected. This can be done by scanning a barcode label to identify the product, or by keying in one of more characters of the product code or description to initiate a product search. The search results will be displayed on screen and can be selected as required.

Once you have selected a product the screen will display the product code and description at the top of the screen. Below this, the number of units of the product you want to receive must be entered in the field(s) provided.  The format of the display and the number of fields (1-2)  will depend on the product you are receiving.

       

For a ‘single putaway’ product (pallet, etc) the first field will show the storage unit of measure defined in the product record.  Enter the number received into this field.

The second field shows the default quantity for the secondary unit of measure, as defined on the product record.  If the quantity received per storage unit matches this default it can be left unchanged. If the quantity per storage unit is different, enter the correct number for the relevant storage units.  Each storage unit(s) that differ from the default must be entered as a separate line, e.g. 3 pallets x 50 units; 3 pallets x 48 units; 1 pallet x 46 units, etc.

For a unit-based product (loose cases, bags, boxes, items etc) only one field is displayed, which indicates the unit of measure held on the product record.  The number of units received is entered into this field.

After input of product quantity, additional information can be recorded if required:

Not Full:  this box can be checked if you need to identify that a single putaway item (pallet, etc) holds less than a full quantity.

Print Pallet: this box can be displayed as a default with a ‘checked’ setting (labels always to be printed) or an ‘unchecked’ setting (labels not to be printed). It can also be varied for a specific receipt by checking or unchecking the box as appropriate.

Pallet Reference: this field will only appear when a single putaway item is being received. It can be used to record an external (e.g. manufacturer) pallet reference for the putaway item where needed.

Status: a status can be applied to the received product, if required. Use the drop down pointer to select from the standard list of statuses.

There are two other fields which may also appear, depending on settings within your ProSKU system:

Batch number: this field enables you to record a batch number against the products you are receiving.

Serial number: this field enables you to record a serial number(s) for product you are receiving.

Once you have completed the detail for the product line there are two choices indicated by the ‘Putaway’ and ‘Marshalling’ buttons at the bottom of the screen. Either of the selected options will generate pallet label(s) at this point if they have been requested.

The ‘Putaway’ Button

If you select the ‘Putaway’ button the system will create an immediate putaway instruction for the product(s) on the receipt. When this is for a single putaway task the movement instruction is displayed immediately on screen. If the task is exited without being completed it will remain on the schedule as an ‘unassigned’ task with a blue circle.

If there are multiple putaway tasks these are created as ‘scheduled’ tasks (see below) which can be picked up and completed by selecting the ‘Putaway’ option under ‘Schedules’. They are highlighted on screen with a green circle to indicate that they are specifically assigned to the device user requesting the putaway, and cannot be completed by anyone else unless reassigned.

They can however be ‘released’ by the assigned user using the ‘Edit>Release’ option described below in ‘Dealing with Putaway Exceptions’.

The ‘Marshalling’ Button

If you select the ‘Marshalling’ button then you are choosing to defer the automatic location and putaway of the goods, and setting them aside for later completion by yourself or others. This means the tasks are now ‘scheduled’ and can be picked up and completed, as above, by selecting the ‘Putaway’ option under ‘Schedules’. In this instance the tasks will be highlighted with a blue circle indicating that they can be completed by any user.

Above screen showing putaway tasks, assigned and non-assigned.

Closing a Receipt

A receipt can be closed at any point after at least one product line has been received. If a receipt is created in error and no product is to be received, the receipt can be deleted in the ProSKU WMS receipt option, but cannot be closed via the App. A receipt may be left open pending further additions, and can be re-accessed via the ‘Receipts’ list see below.

         

 

3. Re-Opening Existing Receipts

The ‘Receipts’ heading is visible after selecting the main Receipts icon, with the number of outstanding open receipts shown in brackets, as per the screen above right.

After selecting, all open receipts are displayed on screen with the unique receipt reference shown on the left.  The number of product lines entered on the receipt is displayed in the circle on the right.  You can select any receipt on the list to continue working on it.

As this is an open receipt the header details already exist so the screen will show the ‘Search for Product’ field as described in New (Create Option) above.  The receipt can be closed if needed using the ‘Close Receipt’ button on screen.

 

4. Using Pre-Receipts to Create a New Receipt  

The Pre-receipts heading is visible after selecting the main Receipts icon, with the number of outstanding pre-receipts shown in brackets.

The pre-receipts option allows you to convert pre-received goods-in information, (a ‘pre-receipt’) to a receipt at the time goods are physically received.

To use this option select the ‘Pre-receipts’ heading.  The number of outstanding pre-receipts is shown in brackets after the heading.

All pre-receipts available are displayed.  Select the one you wish to process and the message ‘Convert to Receipt’ is displayed.  Confirm by using the ‘OK’ button.

         

The screen display now shows the standard ‘Search for Product’ field.  As for a new receipt the product you are receiving can now be scanned, or selected using the character search function.  The process and screen displays used to record product are as explained under the ‘New Receipt’ option.

If the physical product and quantity received match the pre-receipt details the receipt can be closed as normal, or left open pending further additions.

However as this receipt type is created from a pre-receipt, extra functions exist to handle possible discrepancies between the pre-receipt detail and the physical product received.  A  discrepancy can relate to product, i.e. where this is not expected on the receipt, or to quantity, where different from that expected.

The system allows you to determine, by user permission, whether or not non-expected products can be received.

If a user does have permission to receive non-expected products, when a non-expected line is entered the system will warn them with the error message ‘Product not on pre-receipt – Accept Y/N? as per the screen above. The user can then accept or reject the product line.  If a user is not allowed, the system will warn them and they cannot continue to enter the product.

The system allows a receipt with discrepancies – either product or quantity – to be closed via the App.  However as the discrepancies may require some retrospective validation the receipt is kept ‘open’ on the ProSKU web system, and can only be permanently closed using this function.  This does not prevent putaway movements for the receipt being completed.

It is possible to generate a discrepancy report, and to re-open the receipt should any additions need to be made.  The receipt can be closed with or without generating the report.