Add a Receiving Record
Note: Receiving Programmes must be set up first before a Receiving Record can be created. Click here to access the Article on setting up a Receiving Programme.
Continue reading this article to learn about the different ways of adding Receiving Records and how to complete them.
Receiving Records can be raised in three ways:
If you have a Scheduler enabled for your Receiving Programme, once the set date comes around, the Receiving Record will be opened automatically and placed in the ‘Actions’ tab. To complete the Record, simply click on the blue hyperlink in the ‘Action Required’ tab - this will bring you directly to the Record where the required Users can complete it.
Complete the Receiving Inspection Record as per the steps outlined below.
You can easily differentiate between Records added Manually and Records created automatically via a Programme Scheduler in both the 'Plan' and 'Actions' tab. Programmes with a Scheduler in the Plan tab will have the 'Repeat' and 'Next Due' columns populated. Records created from Programmes with a Scheduler will have the 'Due' date populated in the 'Actions' tab.
Image: Receiving Programme with a Scheduler in 'Plan' Tab
Image: Receiving Record with a Scheduler in 'Actions' Tab
A Receiving Inspection Record requires the completion of two (or three) workflow stages.
Image: Blank 'Receiving Record' Workflow Stagw
1. Delivery Date / Time: The delivery date and time are automatically populated with the date and time that the Receiving Record has been opened. To change the date, click on the calendar icon and select the required date. To change the time, click on the dropdown arrow and select the required time.
2. Purchase Order: Enter a Purchase Order number (PO) if required.
3. Supplier: If a Supplier was selected in the Receiving Programme, they will appear here. Otherwise, click on the dropdown arrow and select (or re-select) the Supplier for this incoming delivery. [Mandatory]
Note: In the Ingredient/Material Checks workflow, you will only be able to select Materials that have been associated with the Supplier selected here.
Image: Selecting a Supplier from Master Data
4. Delivery Checks Tests: Enter or select the result for each Test as set up in the Receiving Programme. Depending on the Test type, the way of entering results will vary.
Tests with Descriptions, CCP Tests, and Procedure-Linked Tests:
If a Test was provided with a description, it will be displayed when you hover over the Test.
If a Test has been marked as 'CCP' in the Receiving Programme, the 'CCP' icon will appear next to the Test name.
If a Test name is displayed in blue, it indicates a hyperlink to the Procedure Document associated with the Test in the Tests module. You can preview this Document by clicking on the name of the Test in the column.
Image: Test With a Description
Image: Test Marked as a CCP
Image: Test With a Blue Hyperlink
5. Delivery Check Result: The 'Result' column will display the overall results for the Tests and will be based on the Variable and Attribute Tests. The overall Result will always be the worst outcome of all of the Tests combined for the whole Delivery check. For example, if you have 3 Tests for the Delivery check, and one of them received a 'Pass/Warning' or a 'Fail' result, the overall Result will either be a 'Pass/Warning' or a 'Fail' for the entire Delivery check.
6. Delivery Check Completed By: If a User completing the Record has been associated with their Employee page (Contact Association), the 'Completed By' field will be automatically populated with the Employee's name. If the association has not been made between the User and Employee, the 'Completed By' will be left blank and can be populated by clicking the dropdown arrow and selecting an Employee or Supplier from Master Data. [Mandatory]
To select a different person, click on the dropdown arrow and expand the required folder - Employees or Suppliers. Once you have sourced the required person, click on their name until a grey background appears, and click 'Select' to add the name to the 'Completed By' column. Alternatively, you can search for a specific name using the 'Search' bar, and follow the aforementioned instructions to add the name to the 'Completed By' column.
Image: Select a 'Completed By'
7. Ingredient / Material: By default, this appears in every Receiving Record and cannot be removed. Click on the dropdown arrow to select a Material that has been associated with the Supplier selected in step 3 above. If no Materials have been associated with the selected Supplier, the 'Materials' folder will appear blank and you will not be able to complete the Receiving Record fully. [Mandatory]
Image: Materials in the Selected Supplier's Page
Image: Selecting an Ingredient/Material Associated With the Supplier
8. Trace No.: By default, this appears in every Receiving Record and cannot be removed. Use the open-text field to specify the Trace number for the selected Ingredient/Material.
9. Quantity: By default, this appears in every Receiving Record and cannot be removed. Use the numerical field to specify the Quantity of the selected Ingredient/Material. You can add any numbers up to 4 decimal places here. [Mandatory]
Note: If you enter anything else than numbers in this field, when you 'Save' or 'Save & Submit' the workflow stage, the 'Quantity' will be reset to '0.0000'.
10. Unit of Measurement: By default, this appears in every Receiving Record and cannot be removed. Click on the dropdown arrow to select a Unit of Measurement from your Master Data.
11. Ingredient / Material Checks Tests: Enter or select the result for each Test as set up in the Receiving Programme. Depending on the Test type, the way of entering results will vary.
Tests with Descriptions, CCP Tests, and Procedure-Linked Tests:
If a Test was provided with a description, it will be displayed when you hover over the Test.
If a Test has been marked as 'CCP' in the Receiving Programme, the 'CCP' icon will appear next to the Test name.
If a Test name is displayed in blue, it indicates a hyperlink to the Procedure Document associated with the Test in the Tests module. You can preview this Document by clicking on the name of the Test in the column.
Image: Test With a Description
Image: Test Marked as a CCP
Image: Test With a Blue Hyperlink
12. Ingredient / Material Checks Result: The 'Result' column will display the overall results for the Tests and will be based on the Variable and Attribute Tests. The overall Result will always be the worst outcome of all of the Tests combined for the whole (individual line) Ingredient/Material check. For example, if you have 3 Tests for the Ingredient/Material check, and one of them received a 'Pass/Warning' or a 'Fail' result, the overall Result will either be a 'Pass/Warning' or a 'Fail' for the entire Ingredient/Material
13. Ingredient / Material Checks Completed By: If a User completing the Record has been associated with their Employee page (Contact Association), the 'Completed By' field will be automatically populated with the Employee's name. If the association has not been made between the User and Employee, the 'Completed By' will be left blank and can be populated by clicking the dropdown arrow and selecting an Employee or Supplier from Master Data. [Mandatory]
To select a different person, click on the dropdown arrow and expand the required folder - Employees or Suppliers. Once you have sourced the required person, click on their name until a grey background appears, and click 'Select' to add the name to the 'Completed By' column. Alternatively, you can search for a specific name using the 'Search' bar, and follow the aforementioned instructions to add the name to the 'Completed By' column.
If you have multiple Ingredient/Material lines added for inspection, when you complete the 'Completed By' field for the first line, the remaining lines will be automatically pre-populated with the same name.
14. Add Line: Click 'Add Line' to add more Ingredients/Materials to the Delivery Checks.
15. Remove Line: Click the red 'X' button to remove an Ingredient/Material line. You will be asked to confirm your choice in a pop-up window.
16. Report: Enter a brief Report relating to the overall delivery & the materials delivered.
17. Retest: Tick the 'Retest' box if you wish to re-test any of the Tests that have received a 'Fail' Result. If you enable the 'Retest' option here, the next workflow stage to open will be 'Retest'. If a Retest is not required, leave this box unticked. You will be moved to the 'Result' workflow stage next.
18. Save: Click 'Save' to create the Record, assign it a system-generated number and move it to the 'Actions' tab of the Receiving module. You can click the 'Save' button as many times as needed while completing the Record without providing a signature. You should click 'Save' if you intend to access the 'Receiving Record' workflow stage numerous times before it is completed.
19. Save & Submit: Click 'Save & Submit' to complete this workflow stage and move on to the next workflow stage ('Retest' or 'Result', depending on whether you enable the Retest or not). Clicking 'Save & Submit' will provide a timestamp signature. If you need to access this workflow stage again, you will need to expand the stage and click the 'Edit' button.
20. Cancel: Click 'Cancel' if you wish to discard your progress and return to the main Receiving module page.
Note: A Record cannot be 'Saved & Submitted' until all mandatory Tests have been completed.
Image: A Mandatory Test Has Not Been Completed - Record Cannot be 'Saved & Submitted'
Image: Event Notice for a Test
For Tests which have 'Event Notice' configured, the Event Notice will appear when you 'Save & Submit' the Receiving Record workflow stage. Click 'Ok' to acknowledge the notice.
Image: Completed 'Receiving Record' Workflow After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Retest / Results: The next workflow stage has been enabled and expanded, ready to be completed. If you ticked the 'Retest' box, the next stage to open will be 'Retest'. If you did not tick the 'Retest' box, the Record will move on to its final workflow stage - 'Results'.
If no failed tests were noted for the Delivery or Ingredient/Material Inspections, 'No failed tests' will appear.
Image: Retest Workflow Will Open Even for Records With 'No Failed Tests'
Image: Blank 'Retest' Workflow Stage
1. Delivery Retest: If any of the Delivery Tests received a 'Fail' result, they will be pulled down into the 'Retest' workflow when the 'Retest' has been selected. Complete the tests again in the same way as previously described.
2. Ingredient/Material Retest: If any of the Ingredient/Material Tests received a 'Fail' result, they will be pulled down into the 'Retest' workflow when the 'Retest' has been selected. Complete the tests again in the same way as previously described.
Note: The 'Ingredient/Material', 'Trace No.', 'Quantity' and 'Unit of Measurement' defined in the Receiving Record workflow for the Ingredient/Material with a failed Test result will also be pulled down into the 'Retest' stage, but in locked fields.
3. Report: Enter a Report with any relevant observations or notes regarding the Retests.
4. Save: Click 'Save' to save your progress. This will allow you to return to the Retest stage until it has been fully completed. The 'Save' button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
5. Save & Submit: Click 'Save & Submit' to complete this workflow stage and move on to the final workflow stage - 'Result. If after submitting this stage you wish to make any more changes, you will need to access the stage via the ‘Edit’ button and you will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
6. Cancel: Click 'Cancel' if you wish to discard your progress and return to the main Receiving module page.
Image: Completed 'Retest' Workflfow Stage After 'Save & Submit'
The 'Result' achieved in the Retest stage will be the Result that is pulled down into the 'Result' stage of the Record. There is no option to complete a second re-test for the Receiving Record.
Image: Blank 'Result' Workflow Stage
1. Result: The final Result will be the worst overall result from the Delivery Checks and the Ingredient/Material Checks combined.
Example 1 - 'Pass,Warning' was the overall worst result in the 'Receiving Record' workflow, and a 'Retest' was not completed, the final Result of the Receiving Record will be 'Pass, Warning'.
Example 2 - 'Pass' was achieved in the Retest workflow stage for all of the previously failed Tests, the overall result of the Record will be a 'Pass'.
2. Report: Enter an overall Report for the Receiving Inspection. If your overall Result has been a 'Pass, Warning' or 'Fail', you should add details explaining the Result here.
3. Release?: Tick the 'Release' box if you are happy to release the Ingredient/Material Delivery into production. This can be used to indicate that any other Result than 'Pass' is being overridden.
4. Save: Click ‘Save’ to save your progress. This will allow you to return to the Result stage until you are ready to close out the Record. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
5. Save & Submit: Click ‘Save & Submit’ to save your progress and close out the Receiving Record. Once you submit this stage, the Record will be moved from the ‘Actions’ to the ‘Complete’ tab. If after submitting this stage you wish to make any more changes, you will need to access the Record in the ‘Complete’ tab and click the ‘Edit’ button for your required stage. You will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
6. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Receiving module page.
Image: Completed 'Result' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
Image: Completed 'Receiving Inspection' Record
Tip: You can click the 'Action>Add Attachments' button at the top of the Record to attach important external Documents relating to the Record.
Click here to read about adding Attachments.
Tip: You can click the 'Actions>Add Related Record' button at the top of the Record to raise a Corrective Action Record for this Receiving Record.
Click here to learn about adding Related Records>Corrective Actions.
Image: 'Actions>Add Attachment' and 'Actions>Add Related Record'
Image: Closed Records are Moved to the 'Complete' Tab in the Receving Module
Image: Programme Records (Opened and Closed) Can also be Viewed within a Receiving Programme's Main Page
Further Reading:
- To learn about completing Tests in more detail, refer to the Monitoring Record article.