INBOUND | Pegasus

RECEIVING

Receiving Summary

The process of entering inventory into the WMS is called Receiving. There are multiple methods and processes to Receive inventory. Each has its own situational details that make Receiving inventory a streamlined and efficient process.

Recon warehouses use two primary methods of Receiving: Receiving and Blind Receiving. The difference between these methods lies in the information provided prior to the shipment’s arrival at the warehouse. When an inbound order is created, the Receiver can refer to the order number and receive a pre-determined product and quantity of that product into inventory. However, if an inbound order has not been submitted, the Receiver will need to blind receive product, basing the product SKU and quantity off of the information provided at the time of delivery, this information may be pulled from packing lists, BOLs, or by a physical check.

From the WMS desktop client, the Receiver can open the Operations Management menu and open the Inbound > View > Orders window. In the Status dropdown menu, selecting Created will show all shipments that are open and awaiting physical arrival. Selecting Processing will show all shipments that are open and ready to be received, are estimated to physically arrive that day, or have been Received and are waiting to be reviewed and closed by the Warehouse Admin.

RECEIVING PROCESS

Receiving Process

Prior to inventory arriving at the warehouse, an Advanced Shipping Notice will be submitted to notify the Receiver of the incoming shipment. This ASN can be viewed using the Trello Task Management client. This client is viewable company-wide, allowing users to view the status of their shipments at any time. It is for this reason that updating the Trello board in a timely manner is imperative.

When an ASN is submitted, a Trello card is generated in the New Inbound Shipment list. The Warehouse Admin will monitor the list in case any additional information needs to be submitted on the card. When the shipment arrives at the warehouse, the Receiver will need to move the card to the Shipment Arrived to Warehouse list. Moving cards notifies all users who are attached to the cards of this movement. The PO# (purchase order) will act as the order number that corresponds to the Footprint order.

Once the card is moved, the inventory will need to be Received within 24 business hours. Some shipments will need to be rush Received into inventory. These shipments will have a due date on the card with the required time/date in which they need to be Received into inventory.

If only part of the shipment arrived, the card will need to be split to note that only part has arrived. To do this, open the card and click Copy on the right-hand menu under Actions. Add a shipment counter to the title of the card (2/2, 3/3, etc.) depending on how many portions of the shipment have arrived. This will need to be edited if another incomplete portion of the shipment arrives. Change the List to Partial Shipment Arrived to Warehouse, leaving everything else the same. Click Create Card. This will generate a duplicate card with the new information. Edit the shipment counter in the original card title (1/2, 1/3, etc.). Now open the new card and note what portion of the shipment arrived using the comment feature. The portion of the shipment that arrived to the warehouse can continue to be processed.

Prior to Receiving the inventory, the following will need to be done:

A close-up photo of the product and a photo of the whole shipment will need to be taken and attached to the corresponding Trello card.
A sample portion of the shipment will need to be counted to ensure accuracy. The sample portion consists of 1 whole carton of the shipment. If the physical count matches with the carton count labeled on the carton/BOL the shipment can be considered accurate. If the physical count does not match with the reported carton count, the shipment is considered inaccurate. Inaccurate shipments require an ASN Penalty Report to be filed and the shipment will need to be physically counted. Hours spent counting the product must be logged and noted on the ASN Penalty Report. Shipments without reported carton counts are automatically considered inaccurate.
Weight and cubed dimensions of a single unit of the product as it will ship will need to be taken and reported on the Trello card using the comment function.
A presentable product shot will also need to be taken (white background) and submitted to the corresponding Trello card.

If a shipment arrives without an ASN, the Receiver will need to create a card on the ASN Trello board, Shipments with Issues list. This is done by clicking “+Add a card/+Add another card” and titling the card “NO ASN” followed by a description of the item, including any particular branding and what the item is. For example, “NO ASN – Purple Ultra Tote Bags”. Click Add Card. If the shipment contains more than one product, select a product for the card title and note the other items in the card description. This can be done by opening the card and typing in the Description field. An automatic ASN Penalty Report is to be filed and attached to the card. The Warehouse Admin will alert the individual responsible for the shipment. A No ASN Report will be completed by the party responsible and will be attached to the card. This will note the PO#, which will correspond with the inbound order number on Footprint. The Trello card will be moved to the Shipment Arrived to Warehouse or Partial Shipment Arrived to Warehouse list, whichever is applicable, and the shipment can be Received as per usual.

BLIND RECEIVING

Receiving SOP

STANDARD RECEIVING

To receive inbound orders:

From the handheld, select the Inbound tab and press F1: Receiving.
From the drop-down menu in the top-left portion of the screen, select Order.
In the adjacent blank field, enter the order number as it appears on the Trello card (PO#).
The Shipments contained in the order will appear. From this screen the Receiver can select a Shipment and press F8 to reveal any notes applied by the Warehouse Admin. Notes applied will usually include carrier and tracking information, and any other pertinent information that applies to the Shipment. Select a Shipment and press F1 to open it. Note, most orders will only have a single Shipment.
The Order Lines contained in the Shipment will appear here. The Material Code (SKU) and Expected Quantity are the first two fields. By scrolling to the right, the Receiver can see the Material Name and Description, among other information if needed. Select an Order Line. Pressing F8 will reveal any notes the Warehouse Admin has applied to the Order Line. Notes applied to Order Lines will usually include carton counts and preferred locations for Putaway, if applicable. Select an Order Line and press F1 to open it.
Proceed through each field, filling out the corresponding information.
1. Loc: Target Location the inventory will be received into. [Receiving] locations are set by default. This can be changed by selecting this field and changing the auto-filled location. Recon warehouses receive to their respective default locations.
2. Receipt#: Leave blank as this is a feature Recon warehouses do not currently utilize.
3. LP: Target License Plate. You can utilize an existing LP or create a new one.
  1. If product arrives damaged, it will need to be received to its own LP. Once the damaged goods LP is inputted, the drop-down status next to the LP field will need to be changed to Damaged. The damaged goods LP can be Putaway during the Putaway stage until further instruction is given regarding the materials.
  2. If Receiving to multiple LPs, the first LP will need to be received in whole. Upon completion of the LP, press Menu > Clear Pallet. This will complete the LP, allowing you to begin Receiving to the next LP.
4. Mat: Material Code (SKU). This should auto-populate based on previously generated information.
5. V. Lot: Vendor Lot. This should auto-populate based on previously generated information.
6. Lot: Material Lot. This should auto-populate based on previously generated information.
7. Expected: Expected Quantity left to be received (SKIP THIS FIELD: DO NOT CHANGE. If Receiving to multiple Locations/LPs, this number will decrease as Actual Quantities are Received.
8. Actual: Actual Quantity being Received. This can exceed or fall short of the Expected Quantity to account for shortages or overages.
9. UOM: This should auto-populate based on previously generated information.
10. Net: This should auto-populate based on SKU information.
11. Tare: This should auto-populate based on SKU information.
12. Gross: This should auto-populate based on SKU information.
Press F1 to confirm Receiving.
After confirming, the handheld will return to the Order Line selection screen. The Order Lines will drop to the bottom of the list as they are Received (DO NOT CREATE NEW ORDER LINES ON THE HANDHELD). Once each Order Line has been Received, press F2 to return to the Shipment selection screen. Proceed to Receive the next Shipment following the same steps if needed.
Once all Shipments are Received, press F2 at the Shipment selection screen to leave the Receiving function.
If any ASN Penalties need to be applied, fill out an ASN Penalty Report and submit it to the Trello card associated with the shipment.
If the shipment contained any shortages, overages, or an ASN Penalty Report needed to be filed, move the Trello card to the Shipments with Issues list and note the issue using the comment feature.

Upon completion of Receiving, move the corresponding Trello card to Shipment Received into Inventory. If only a portion of the shipment arrived and was Received into inventory, move the card to Partial Shipment Received into Inventory. Only move partial cards to Shipment Received into Inventory when all portions of the shipment have been Received and/or any Shipments with Issues have been resolved.

Blind Receiving

In the event that the Receiver is instructed to Receive product without an ASN, the Receiver will need to request the following information if it is not given: Owner, SKU(s), and Quantity(ies). Blind Receiving may only be requested by a Warehouse Manager, Warehouse Supervisor, or Warehouse Administrator.

From the handheld, select the Inbound tab and press F5: Blind Receiving.
Press F3. This will open the Shipment Creation screen.
Press Menu > F8: New.
Select the Owner of the shipment from the drop-down field.
Repeat the Owner for the Project drop-down field.
Press F1: Create Shipment. The Shipment Creation screen will reappear with the data filled and the Shipment ID created. Note the Shipment ID as it will need to be submitted to the Warehouse Admin upon completion. Press F1: Next.
Enter the Material Code (SKU) in the Material field.
The V. Lot and Lot fields should auto-populate. If a Material Code has multiple Lots associated with it, select the appropriate one by pressing F8: Select. If a new Lot needs to be created, press Add:
1. Enter the new Vendor Lot in the field next to the checkbox marked New.
2. Enter the new Lot in the Lot # field.
3. Press F1: Save.
In the Location field, enter the target location in which the inventory will be Received. This should be the default receiving location.
In the LP field, enter the target license plate in which the inventory will be Received.
In the Quantity field, enter the quantity of the inventory being Received.
Press F1: Confirm to Receive the inventory.
If Receiving multiple order lines to the Shipment, repeat steps 7-13 for each one. When all order lines have been Received, press Menu > Close Shipment. A prompt will appear confirming the Shipment has been closed.
Press F2: Back to exit the Blind Receiving function.
Email the Shipment ID to the Warehouse Administrator and the requester, if different, to confirm Receiving completed. If any ASN Penalties applied to the Shipment, file an ASN Report and attach it to the confirmation email.

PUTAWAY

Putaway

After inventory has been Received it will need to be moved into a Location. This procedure is called Putaway. Failing to Putaway a Received shipment in a timely manner will result in potential orders being processed and allocated to the default receiving location. If this occurs, the order line can be picked from the default receiving location directly. If, however, the shipment has been Putaway between the time the order line is processed and picked, the Warehouse Admin will need to be notified.

Upon notification, the Warehouse Admin will need to reallocate the order line to the new location. Once reallocated, the handheld will report the new location from where the order line will need to be picked. As, this is a lengthy process, it is imperative the shipment be Putaway as soon as it is Received.

ORDER PICKERS SHOULD NEVER UTILIZE THE REALLOCATION FUNCTION ON THE HANDHELD! THIS COULD POTENTIALLY CANCEL THE ORDER LINE!

To Putaway License Plates:

From the handheld, select the Inbound tab and press F3: Putaway.
Scan or enter the License Plate and press F5. Select the LP from the list and press F1: Next.
On the next screen, scan or enter the Location in which you intend to locate the LP into the Target Location field. Press F1: Confirm to confirm Putaway.
If moving multiple LPs at once into a single Location, uncheck the Single LP box (checked by default). After scanning or entering the first LP, press F5. The LP will appear in the list and you will be able to scan or enter the next LP you intend to Putaway. Repeat until all LPs are in the list and press F1: Next. On the next screen proceed as noted above, scanning or entering the target location in the Target Location field and confirming the move.
If the inventory needs to be split to a new or existing LP, check Partial and scan or enter the source LP. Pressing F5 will load a new screen listing all Materials Received into the LP. Select the Materials you intend to move. Edit the Amount field with the quantity of units being moved if needed and press F1: Next. Scan or enter the target Location in the Location field and the new or existing LP in the Target LP field. Press F1: Confirm to confirm the split.

Pallet Multiplier

PALLET MULTIPLIER

If a pallet is oversized and takes up multiple spaces, a pallet multiplier must be applied to the LP to account for the space taken. This multiplier can only be applied on the Footprint Desktop platform.

Select Warehouse Management from the Footprint Explorer.
Open Operations > License Plate Lookup.
Type the LP in the search field and click Search.
Once the LP information is loaded, select the User Defined Fields tab.