Enter your program and select the Materials Management menu from the left of your screen. Now select the Receiving menu. Your screen will now display Scheduled Shipments Pending Receipt. Image #1. This schedule displays all orders placed by your agency, and which the vendor has confirmed shipment. When you are ready to receive this shipment select the Material Management button on the left side of your screen. Now select Receiving. Your system will display all orders ready to be received into your system.

Each shipment listed on your Scheduled Shipments Pending Receipt will display the vendors name, purchase order number, tracking number, freight carrier, ship date and the ETA or estimated time of arrival. Select the update button on the right of your screen next to the shipment listing.

This section of your receiving document is the vendors Packing List. You will note that the packing list displays your agency contract number, the vendors contract number if this is different from your agency contract number. Each item ordered is listed by catalogue number, item description, unit of measure, quantity ordered, quantity shipped.

Your receiving document continues by using the scroll bar to the right. To the far right you will enter the actual quantity received by your agency. The form provides freight carrier information. Our example shows the receiving date as the 01/29/04. The date you accept this receiving will always automatically appear. Enter the total number of items received. If this shipment was on a pallet, enter the number of pallets received in addition to the total item count.

You may enter any product shortages or damaged product information into the Exception Report. If your delivery driver is still at your facility you may want to add your drivers name and employee number. Once you have completed your receiving report, select the Accept button in the lower center of this form. A copy of your receiving report along with the exception report is reported back to your vendor.

Your receiving report is a permanent record in your system. You may retrieve this information weeks or years later if necessary. Depending on how your agency system has been setup, your receiving report may automatically be directed to your finance department. Your finance department may also receive your original purchase order, receiving report, and the vendors invoice to allow for payment.

Once you have accepted your shipment the items listed will now be automatically transferred to the systems Quarantine Holding Area for further processing. Please proceed to your Inventory section.