Receiving Orders (Scanner)
Receiving orders in Supply'd lets you track what items were received when, automatically add stock to inventory, and assign batch information such as pricing, expiry and batch codes.
A Supply’d handheld scanner can be used to receive both Orders or Stock. This document will focus on receiving Orders.
If you need to receive in items that are not associated with an order, see the Receiving Stock (Scanner) document.
In this document we will guide you through the process of receiving orders using a Supply'd scanner, including:
Starting a Receive
To start to receive an order go to the Scanner page on Supply'd (this will only show on Supply'd scanners). To receive an order go to Receive.
The Start Receiving screen will show.
Type
Clicking this will give you two options: Receiving an entire order or specific products.
You have to option to select either Order or Stock from the drop-down menu. In this case select Order.
Location
Select the receiving location for the order or stock from the drop-down menu.
Click START.
Receiving an Order
The Scanner - Receive Order screen will show, flashing red to indicate it's ready to scan.
There are 3 ways to locate the order you want to receive:
If the order was placed with a Supply'd supplier and they provide you with an invoice or pack slip, you can scan the QR code on either of these documents to start receiving.
If you have barcoded items on the order simply scan a product to be received. If an order is found that has not yet been received it will show in a list. Simply select the order you are receiving to start the receive.
If there are no barcoded items or Supply'd QR you can tap Search Orders and enter the Purchase Order number or supplier name, or, in the case of a transfer, the Transfer Order number to locate the order.
Please Note: Most suppliers will provide the purchase order number in an order reference which matches what was sent from Supply'd.
Once the order is scanned or selected, a screen will appear detailing the order. You will be presented with a list of the items for this order and the first one highlighted.
Scan each items barcode or count the number of each item that is in the order and add the number using "+".
If the number is large, you can click the "0" and type the number in. Partial quantities are also supported when typing in the number.
If you have Auto Next enabled the scanner will automatically jump to the next product after the required quantity has been scanned or added. If items are missing and you would like to ignore them or partially ignore you can tap the Skip or Done button at the bottom of the item.
The screen will update to reflect the changes and minimise the item details if the entered number matches the ordered quantity.
If you enter a number greater than the order quantity, the scanner will emit an audible beep, and the blue background around the numbers next to the item name will turn yellow.
If the numbers do not match you will still be able to proceed with finalising the receive, the amount listed on the receive is what will be added to inventory.
Repeat with all the items in the order.
Adding Batch Data
If you would like to assign batch information to items, clicking the 3 dots next to Batch data, will bring up a menu:
Edit Batch
Opens the Edit Batch Data form where you can enter the details for the batch.
Add the data and click 
. The batch data will be added to the item.
Add the number of items with these batch details by using the "+". In our example all items received have the same batch details so the number is "10".
Match Batch
Automatically matches existing batch data and updates the inventory numbers accordingly.
Split Batch
If the items you are receiving are from different batches, you can add them here. Clicking this opens the Edit Batch Data form, as above, where you can enter the details for the batch. Add the number of items with these batch details by using the "+".
Repeat the process for remaining batches.
The total from all batches should equal the total number received.
In our example, we received 6 items from one batch and 4 from another, making a total of 10.
Edit Bin Location
Opens the Edit BIN Location form where you can enter details of the items location in the warehouse or store.
Once you have all the required details for the item, click the X in the top right corner to close the item and proceed to the next one.
Repeat the process for each item being received.
If you are assigning batches to most items you may find the Auto Next function that is on by default problematic. If you want to disable the receive automatically jumping to the next item after the quantity has been selected go to Settings > Order Settings > Receiving Orders, for Auto Next select Never and click Save. This will prevent the system from automatically jumping to the next product.
Additional Options
Clicking the 3 dots next to Order Number, will bring up a menu.
Finalise Receive
Will finalise the Receive. An alternative to the Finalise Receive button. You will be asked to confirm.
Receive All
If you're certain you've received all the ordered items, selecting this option will mark them all as received, saving the time required to enter each one individually. You will be asked to confirm.
Change Location
Allows you to select a different location for the Receive.
Select the new location from the drop-down menu. Click 
.
Actions > Print Product Labels
Selecting this will take you to the Print Label screen where you can select a label to print. See the Templating document for further information on creating and printing labels.
The Actions option is not available for transfer orders.
Actions > Attach File
Opens the Attach File screen.
Choose a file to attach from the following options in the drop-down menu.
When receiving an order, it's a good practice to upload a photo of the invoice, as Supply’d uses it for reconciliation and to match it with the purchase order.
1 - From the Attach File menu, select Invoice.
2 - Click on Choose File.
3 - You will be prompted to Choose an Action. Select Camera.
Hold the scanner over the invoice and take the photo as straight as possible. If you're satisfied with the image, click the check mark. If not, click the X and retake the photo.
4 - Click 
.
If you haven't already, finalise the receive (see Finalising a Receive below).
Scroll down to Order Attachments.
Clicking the three dots on the right opens a menu.
Download: Will allow you to download the attachment.
Rename: Allows you to rename the attachment.
Remove: Will remove the attachment. You will be asked to confirm.
You can follow the steps above to attach any other files required.
Cancel Receive
Will cancel the receive. You will be asked to confirm.
Finalising a Receive
Once completed, click Finalise Receiving.
You will be asked to confirm.
Receiving Finalise will flash across the top of the screen in green.
Be sure to remember to finalise the Receive, as the inventory numbers will not be updated until then.
If you need to receive in items that are not associated to an order, you would instead use the Receive Stock function. See the Receiving Stock (Scanner) for details on doing this.
Viewing the Receives List on the Scanner
To view a list of receives on the scanner, click the 3 lines on the top left to take you to the Supply'd main menu.
Select Inventory, then the Receives tab.
Receives are labeled with colour-coded tags - either 
, 
- for easy identification.
Clicking on a receive will bring up all the details, including the Order Number, date, location, the items and number of items received, and the dollar value.
Filtering the Receives List
It is also possible to filter the Receives list. To do this, click on the 3 lines under the heading.
These options will appear for you to select from.
Transfer Status
Select one or more from the drop-down menu.
Warehouse
Select the location(s) you would like to filter by from the drop-down menu.
Date Range
Clicking the field will open a calendar, allowing you to select a date or date range for filtering. Click 
to set the dates.
Click 
to display the filtered list.
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