Viewing receipts

A receipt is the record of an intake of goods into the warehouse inventory. For example, if a shipment of 12 crates of oranges arrives at the warehouse, you create a receipt for those 12 crates of oranges.

You can view a list of receipts, drill-down to the details for a specific receipt, or see a view that combines receipt items and receipts.

To view a list of receipts:

1. From the navigation bar on the left, select Receiving>View Receipts. A full list of receipts appears.
2. To view a specific receipt:
   • Double-click the record

   OR

   • Highlight the receipt you want to view. (The background turns green.). Then, click View up above.
3. The receipt displays. General receipt information is up above, and a list of receipt items is below.

   Note: To see additional receipt item details, such as Group, Condition, Item Receipt Date and PO #, select the check box on the left and select View Receipt Item up above. If the View Receipt Item pop-up doesn't display, see Turning off pop-up blockers.

• To see a view that combines receipt items and receipts, select Receiving>Receipt Items List. More info.
• To narrow the list of receipts, use the filter function. More info...

  For every list of records you create, you can filter that list, or narrow down the list to records with certain criteria. For example, out of a long list of inventory items, you may only want to see those items in a particular location. You narrow down that list by filtering by that particular location.

  All lists have a Quick Filter that allows basic filtering of the list.

  Many lists also have an Advanced Filter that provides additional options and allows filtering by multiple fields at once. When a list has both the Quick Filter and the Advanced Filter, both filters are applied to your records.

  To filter a list using the Quick Filter:

  1. In the green bar above the list, locate the Filter and Contains fields.
  2. From the Filter drop-down, select the field you want to filter by.
  3. In the Contains field, enter the value for the field that you want to search for. For example, if you select Location from the Filter drop-down, you would enter all or part of the location name in the Contains field.
     • If you are filtering by a number or date, the Contains field changes to two fields, From and To. Enter the range you want to filter by.
     • If you are entering a date, you can enter an absolute date (mm/dd/yyyy), a relative date (e.g. "-7" for seven days previous, "+5" for five days from now), or "today". For example, you could filter by Item receipt date in range "-7" to "today" to find all of the items received in the past week. Optionally, leave the To field blank to filter for everything after the From date.
  4. Click the Filter button to the right. The list is filtered and the results appear below.
  5. To clear the filter, select Show All.
     • Note that Show All clears only the Quick Filter. If the list also has an Advanced Filter, that may still be applied. Check the status bar at the bottom of the list to see if there are any filters still in place.

  To filter a list using the Advanced Filter:

  1. In the green toolbar above the list, select the Advanced Filter icon. (Only lists that have this icon in the toolbar are searchable using the Advanced Filter.)
  2. The Advanced Filter pop-up appears. In the pop-up, check the checkbox next to each field you want to filter by.
  3. For each checked field, enter the value for that field that you want to search for. You can filter based on an exact match, a range of values, or whether the field is empty or not empty.
  4. Select OK to close the pop-up and apply the filter. The filtered results appear in the list, and the status bar at the bottom of the list summarizes your current filters.
  5. To clear the filter, select Reset in the pop-up, and then OK.
  6. There are several special filter abilities to consider when you are using the Advanced Filter:
     • Dates. If you are entering a date (for either exact matches or ranges), you can enter an absolute date (mm/dd/yyyy), a relative date ("-7" for seven days previous, "+5" for five days from now), or "today". For example, you could filter by Item receipt date in range "-7" to "today" to find all of the items received in the past week. Optionally, leave the To field blank to filter for everything after the From date.
     • Date Limitations. Many list views that have an Advanced Filter require that one of the fields you filter by is the Date Created. By default, these lists are filtered to include everything with a Date Created of -90 to today, that is, everything created in the last 90 days. You can edit this to filter for any period of less than or equal to one year (365 days).
     • Text Matching. If you are filtering based on an exact match, you can enter "wildcard" characters to specify possible matches. You can use "?" (question mark) to represent any single character and "*" (asterisk) to represent 1 or more characters. For example, specifying Item # "G*" would find all Item #s that start with "G", while "G-???" would find only those Item #s that start with "G-" and are followed by exactly three other characters. If the text you want to match includes a question mark or an asterisk, you can use "\" (backslash) to indicate that. For example, "G\*" would find all Item #s that are literally "G*"; "G\**" would find all Item #s that start with "G*". Wildcard characters are supported only when you are filtering based on an exact match. They are not supported when you are filtering based on a range.
     • Text Ranges. If you are filtering based on a range, the ordering is: first special characters (such as spaces, punctuation, and symbols), then numbers, then capital letters, then lowercase letters. For example, Location in range "Area001" to "Area009" will include "Area003" but not "Area 006" or "area002". (In the first case, the space character in "Area 006" is not included between "a" and "0"; in the second case, the lowercase "a" at the beginning of "area002" comes after the uppercase "A" in "Area009" that specifies the end of the range.)

• To sort the receipts by a particular column, select the column heading. More info...

  When you are in a list screen, such as a list of receipts, inventory items, or purchase orders, you can sort the list by any particular column by clicking the column label. The first time you click a column label, the column sorts in ascending order and the upward arrow appears next to the label. If you click the label again, the column sorts in descending order and the downward arrow appears.

• For a description of any of the fields in this screen, see Receipt screen field descriptions.
  General Receipt Information (In the top section of the screen)
  Receipt date		The date of record for the receipt. Requires proper formatting (mm/dd/yyyy).
  Use as item receipt date		If checked, instructs SmartTurn to use the date selected in the Receipt date field as the Item receipt date for each item on this receipt. If left unchecked, the Item receipt date remains null (users can Edit a receipt line item to change the Item receipt date on an individual item). Regardless of whether the Item receipt date is inherited from the receipt, or null, users can edit the Item receipt date in any individual item record in inventory.
  Due date		The date the receipt is/was due to be received. For reference only; setting this date does not automate any functions.
  Scheduled receipt date		The date the receipt is planned to be received in.
  Assigned To		The employee who is tasked with completing this receipt.
  Priority		The priority for the receipt. This field is sorted in lexicographical order, so note that in order to have priority "1" documents listed first, you should enter "01" in this field.
  Received by		The user who received the goods.
  Vendor		The vendor the goods were from. The Code of the business affiliate is listed when viewing the receipt.
  Owner		Often used for 3PL (3rd Party Logistics) operations to specify the owner of the items on the Receipt. Enter only if applicable. Type in a full or partial name to lookup an owner from your company's business affiliates. More info... If you enter an Owner on the receipt, then all of the other business affiliates on the document must have a Business Affiliate Owner that is either not set or is set to the Owner on the receipt, and all of the receipt items must have an item master Owner that is either not set or is set to the Owner on the receipt. The Code of the business affiliate is listed when viewing the receipt.
  Broker		If applicable, the third-party agent or intermediary responsible for conducting transactions and services on your company's behalf or on behalf of the owner of the items on this Receipt. More info... The Code of the business affiliate is listed when viewing the receipt.
  Carrier		The carrier providing inbound transportation logistics services for this Receipt. More info... The Code of the business affiliate is listed when viewing the receipt.
  Receipt #		The unique identifier for the receipt created by SmartTurn.
  Warehouse		The warehouse receiving the goods.
  Date created		Date the receipt record was created.
  Created by		The user who created the receipt.
  Date received		Date the receipt was received in SmartTurn. If the receipt status is Saved (instead of Shipped), the field is blank.
  Status		The state of the receipt. Values include: Saved - This state indicates the receipt has been created. From this status you can edit, receive, or cancel the shipment. Closed - This state indicates that the receipt has received. No more actions can be taken on the receipt. Cancelled - This state indicates that the receipt has been cancelled. No more actions can be taken on the receipt.
  Receipt Details Tab
  Shipment reference		The vendor's shipment reference number.
  Container #		The ID for the container that delivered the received items.
  Dock #		The number for the dock where the received items were unloaded.
  Bill of lading		The number for the shipping list generated by the party shipping the goods to the warehouse.
  Billing Tab

  General Billing Information
  Billing Status	The status of the billing section: Saved, Closed, or Cancelled.
  Total Billable Amount	The total amount to bill the Owner. The sum of the Totals of each line in the Billing Lines table.
  Billing Lines table
  Line #	The system generated line number for the billing line.
  Charge Type	The name of the charge type.
  General Ledger Code	The general ledger account number associated with the charge type.
  Billing Basis	The Billing Basis answers the question: "How should the amount to bill be calculated?" The options for Billing Basis are per Document, per Line, per Unit of Measure, and ad Hoc (only used for manually added billing lines).
  Computed Qty	The system's suggestion of the quantity to bill. (The Total for the line is calculated as Qty multiplied by Rate; Computed Qty has no effect on the total for the line.)
  Qty	The actual amount to bill, including the unit of measure for billing lines with Billing Basis of per Unit of Measure. (The Total for the line is calculated as Qty multiplied by Rate.)
  Description	A description of what is being billed, such as you might place on an invoice. Optional.
  Rate	The unit amount to charge.
  Total	The total for the line, calculated as Qty multiplied by Rate.

  Comments Tab
  Comments	Optional comments regarding the receipt. Limit 200 characters.
  History Tab
  Date	Date the receipt was modified.
  User	User who made the change.
  Event	The type of activity: Create, Edit, Cancelled, etc.
  Receipt Items table
  Line #	The system generated line number for the receipt.
  Item #	The item master number. An item master is a master record for a type of inventory item. The item master includes the item description, materials and handling specifications, sales and fulfillment specifications, and warehouse-specific information.
  Description	The description of the item # from the item master.
  Lot #	The lot number assigned to the item. The value comes from the purchase order, if any, but can be edited here.
  License #	The license number assigned to the item.
  Serial #	The serial number assigned to the item.
  Product ID	The ID the vendor has assigned to the item.
  Ordered qty	The amount ordered for the purchase order received. (This field is only visible when receiving off a purchase order.)
  Received qty	The amount being received on this receipt.
  Maximum Available Qty	The maximum amount that the Received qty can be without over-receiving the order. For example, if the purchase order calls for 10 boxes of light bulbs to be received, and you already received 6 boxes on another receipt, then the Maximum Available Qty is 4 boxes. This field is only available if you customize the page.
  Expire date	For perishable goods: the expiration date associated with an inventory item. For reference only: The SmartTurn system will not alert or prompt you when the date passes. The system also does not prevent you from assigning an expiration date in the past or far into the future. Format is mm/dd/yyyy. Items on the receipt that are Expiration Date Controlled cannot be received without an Expire date.
  Dim Wt	The total dimensional weight of the line item. The default value is taken from the purchase order, if there is one, or calculated from the item master and Received qty, if there is not. You can edit it here if needed. This field is only available if you customize the page.
  Cube	The total cube or volume of the line item. The default value is taken from the purchase order, if there is one, or calculated from the item master and Received qty, if there is not. You can edit it here if needed. This field is only available if you customize the page.
  Pallets	The total number of pallets of this line item. The default value is taken from the purchase order, if there is one, or calculated from the item master and Received qty, if there is not. You can edit it here if needed. This field is only available if you customize the page.
  Pallets Filled	The total number of pallets filled by this line item, The default value is take from the purchase order, if there is one, or calculated from the item master and the Received qty, if there is not. This field is different from Pallets only when you have some partial pallets. For example, if 10 cs fit on one pallet and you have 15 cs, then you have 1.5 Pallets Filled, but 2 Pallets. This field is only available if you customize the page.
  Pallet Packing Ratio	The amount of inventory on this line item divided by the possible quantity given the number of pallets. It is a measure of how full the pallets are: the Pallet Packing Ratio is 1.0 only when all pallets are completely full. For example, if 10 cs fit on one pallet and you have 15 cs and 2 Pallets, then the Pallet Packing Ratio is (15 / (10 * 2)) = (15 / 20) = 0.75. This field is only available if you customize the page.
  Putaway Unit	The unit of measure in which the inventory item is stored. More info... This field is only available if you customize the page.
  Putaway Dim Wt	The total dimensional weight of the inventory item when it is stored. This field is only available if you customize the page.
  Putaway Cube	The total cube or volume of the inventory item when it is stored. This field is only available if you customize the page.
  Putaway Pallets	The total number of pallets on which the inventory item will be stored (if the inventory is not consolidated with any other existing, identical inventory items). This field is only available if you customize the page.
  Putaway Pallets Filled	The total number of pallets filled by this inventory item. This quantity is different from Putaway Pallets only when you have some partial pallets. For example, if 10 cs fit on one pallet and you have 15 cs, then you have 1.5 Pallets Filled but 2 Pallets. This field is only available if you customize the page.
  Putaway Pallet Packing Ratio	The amount of inventory being put away divided by the possible quantity given the number of pallets. It is a measure of how full the pallets are. This field is only available if you customize the page.
  Location	The location where the item is put away upon receipt. If you key in this value, SmartTurn provides auto-complete suggestions for only those locations that have unused capacity. Similarly, if you choose the Put to Same Loc option, the Location finder pop-up window displays only locations with unused capacity.
  Totals
  Total weight	The total weight of the items on the receipt. The weight is listed separately for each different weight unit of measure for the items listed. For instance, if the item masters for all items listed use pounds as the weight unit of measure, Total weight is displayed in pounds. If some item masters use pounds and some use ounces, Total weight is displayed partly in pounds and partly in ounces.
  Total qty	The total quantity of the items on the receipt. The quantity is listed separately for each unit of measure on the receipt.
  Additional Receipt Items fields (In the pop-up screen if you check the box and then view or edit the line item)
  Group	The Item Master Group to which this item belongs. This is an optional classification of item masters created by the administrator. The default group is "All". (If the group is "All" it usually means that your company has not assigned an item master group to this inventory's item master.)
  Details	Miscellaneous details about the item.
  PO Number/Line	The purchase order number and the corresponding line item (row) of the purchase order on which this item appeared.
  Owner reference	The reference field the owner of this item uses for tracking purposes.
  Customer ref #	The reference field the customer of this item uses for tracking purposes.
  Condition	The condition of the item. Values are: Damage, Excellent, Fair, Good, Poor, Unknown.

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