Complete a Receiving Record
Note: Receiving Programmes must be set up first in the Receiving module before a Receiving Record can be created. Click here to access the article on setting up a Receiving Programme.
The Receiving Record has the possibility of three workflow stages to be completed, depending on if the 'Retest' button is ticked. Below are the steps that must be carried out in order to complete a Receiving Record. Expand each step below for further explanation.
Note: A Receiving Record can be added in three ways.
For further detail on each way to open a Receiving Record, see the article below:
- Option 1: Using the 'Add Inspection' Button within the Receiving Module
- Option 2: Using the 'Actions>Add Record' Buttons of a Specific Receiving Programme
- Option 3: Using the 'Scheduler' Option within a Receiving Programme
After creating your Receiving Record, the Receiving Record workflow stage will open. The Receiving Record workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stages will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
Image: Opened Receiving Record
1. Delivery Date/Time: The Date and Time the Record was opened will auto populate within the Delivery Date/Time fields. However, both can be changed if needed by clicking into the calendar field to change the Date and clicking into the time dropdown to change the Time. [Mandatory Field]
2. Purchase Order: Using the open text field, a Purchase Order (PO) number can detailed if required.
3. Supplier: If a Supplier was previously selected in the Receiving Programme, this Supplier will populate here. However, if no Supplier was selected previously in the Receiving Programme, this field will remain blank. Using the Master Data dropdown, the Supplier can be selected or changed. [Mandatory Field]
Important: A Supplier must be selected to ensure an Ingredient/Material can be selected within the Ingredient/Material Checks. The Ingredients/Materials seen in the Ingredient/Material dropdown, will be those Ingredients/Materials that have been associated to the Supplier. Therefore, it is important to complete the relationships between the Supplier and Material before completing the Receiving Record.
Image: Supplier Dropdown
4. Delivery Checks: The Tests placed within the Delivery Test Specification Section of the Receiving Programme will appear here. Simply complete the different Test Types. The way of completing the Test will be different depending on the Test Type.
Remember: If a Test has:
- A Description, this will be displayed to the User when hoovering over the Test Name
- Been marked as 'CCP?' in the Receiving Programme, the 'CCP' Warning Icon will appear next to the Test Name
- A Document linked to it, the Test Name will appear in blue text, indicating a Document Preview is available. Simply click on the Test Name to preview the Document
Image: Examples of Test with Documents, Descriptions and CCP
Note: At the end of the Delivery Checks, there will be two system fixed fields, the 'Result' and 'Completed By'. These two fields cannot be removed from the Record.
- Result: The Result field will display the overall result from the Attribute and Variable Tests. The overall result will always populate the worst result outcome of the combined Attribute and Variable Tests, e.g. a Fail will always override a Pass/Pass Warning, a Pass Warning will always override a Pass.
- Completed By: If the User completing the Receiving Record has been associated with an Employee via the Contact Association in the Settings, the 'Completed By' field will automatically populate with the Employee's name of which the User is connected. If a Contact Association has not been made between the User and an Employee, the 'Completed By' will be left blank and can be completed using the Master Data dropdown. [Mandatory Field]
Image: Result and Completed By Fixed Fields
Image: Completed By Dropdown
5. Ingredient/Material: The Tests placed within the Ingredient/Material Test Specification Section of the Receiving Programme will appear here. Simply complete the Test Type. The way of completing the Test will be different depending on the Test Type.
Note: At the start of the Ingredient/Material Checks, there will be four system fixed fields, the 'Ingredient/Material', Trace No.', 'Quantity' and 'Unit of Measurement'. These four fields cannot be removed from the Record.
- Ingredient/Material: Using the Master Data dropdown, select the Material that has been received. The Materials list seen in the dropdown will come from the Materials related to the Supplier selected previously. If the Supplier selected has no Material related to them, the list will be blank. Therefore make sure you complete the relationship between Material and Supplier. [Mandatory Field]
- Trace No.: Using the open text field, detail the Trace Number for the selected Ingredient/Material.
- Quantity: Using the numerical field, detail the Quantity of the selected Ingredient/Material received. A numerical value of up to four decimal places can be added. [Mandatory Field]
- Unit of Measurement: Using the Master Data dropdown, select the Unit of Measurement of the selected Ingredient/Material.
Image: Ingredient/Material, Trace No., Quantity and Unit of Measurement Fixed Fields
Image: Ingredient/Material and Unit of Measurement Dropdown
Note: At the end of the Ingredient/Material Checks, there will be two system fixed fields, the 'Result' and 'Completed By'. These two fields cannot be removed from the Record.
- Result: The Result field will display the overall result from the Attribute and Variable Tests. The overall result will always populate the worst result outcome of the combined Attribute and Variable Tests, e.g. a Fail will always override a Pass/Pass Warning, a Pass Warning will always override a Pass.
- Completed By: If the User completing the Receiving Record has been associated with an Employee via the Contact Association in the Settings, the 'Completed By' field will automatically populate with the Employee's name of which the User is connected. If a Contact Association has not been made between the User and an Employee, the 'Completed By' will be left blank and can be completed using the Master Data dropdown. [Mandatory Field]
*X: Click the red 'X' button to remove an Ingredient/Material line if required.
Image: Result and Completed By Fixed Fields
Image: Completed By Dropdown
6. Add Line: Click the 'Add Line' button to add more Ingredients/Materials that were involved in this Receiving Record.
Note: If you add more lines, if the 'Completed By' field is already completed for the first line, the new lines will automatically populate with the same name.
7. Report: Using the open text field, detail any remarks or comments that you may have regarding the Receiving Record.
8. Retest: Using the Tick Box, decide if any of the Tests that have Failed must be Retested. If the Retest Tick Box is ticked, the Retest Workflow Stage will open, allowing the User to complete these Failed Tests again. If no Tests need to be Retested, simply leave the Retest Tick Box blank and the Retest Workflow Stage will be skipped.
9. Save: Click the 'Save' button to save the Receiving Record workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. As this is the first workflow stage, clicking the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
10. Save & Submit: Click the 'Save & Submit' button to save the Receiving Record workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
11. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Receiving module.
Note: A Receiving Record cannot be 'Saved & Submitted' until all Mandatory Tests have been completed. An error message will appear if Mandatory sections are left blank.
Image: Mandatory Error
Note: For Tests that have an 'Event Notice' completed, the Event Notice pop up will appear when the Receiving Record is 'Saved' or 'Saved & Submitted'. The User must click 'Ok' to acknowledge the Event Notice.
Image: Example of an Event Notice for a Test
Image: Completed Receiving Record
When the Receiving Record workflow stage has been saved and submitted, the Retest workflow stage will open if the Retest Box was ticked. The Retest workflow stage will populate the Failed Tests from the Receiving Record workflow stage to be Retested.
Image: Blank Retest Workflow Stage
1. Delivery Retest: If any of the Delivery Tests have resulted in a 'Fail' Result, these Tests will be populated within the Retest workflow stage. Simply complete these Tests again.
2. Ingredient/Material Retest: If any of the Ingredient/Material Tests have resulted in a 'Fail' Result, these Tests will be populated within the Retest workflow stage. Simply complete these Tests again.
Note: The 'Ingredient/Material', 'Trace No.', 'Quantity' and 'Unit of Measurement' fields will populate here with details completed in the Receiving Record workflow stage. However, they cannot be edited from the Retest workflow stage.
Note: The 'Result' achieved in the Retest workflow stage will be brought down in to the 'Result' workflow stage. There is no option to complete a second Retest for the Receiving Record.
Note: If the Retest Box was ticked, but there were no Tests with a 'Fail' Result, the 'No Failed Tests' text will appear.
Image: No Failed Tests Text
3. Report: Enter a Report with any relevant observations or notes regarding the Retests.
4. Save: Click the 'Save' button to save the Retest workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
5. Save & Submit: Click the 'Save & Submit' button to save the Retest workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
6. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Receiving module.
Image: Completed Retest
Image: Blank Result
1. Result: The Result from the Attribute and Variable Tests will populate here. The overall result will always populate the worst result outcome of the combined Attribute and Variable Tests, e.g. a Fail will always override a Pass/Pass Warning, a Pass Warning will always override a Pass.
Note: If the Retest workflow stage was:
- Not completed, the Result will come from the Receiving Record workflow stage
- Completed, the Result will come from the Retest workflow stage
2. Report: Using the open text field, detail any remarks or comments that you may have regarding the Results
3. Release: Using the Tick Box, decide if you are happy to Release the Ingredient/Material received into Production. This can be used to indicate that any other Result than 'Pass' is being overridden.
4. Save: Click the 'Save' button to save the Result workflow stage. This will save the information added to the Record but will not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
5. Save & Submit: Click the 'Save & Submit' button to save the Result workflow and complete this Record. As this is the final workflow stage, if you choose to 'Save & Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
6. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Receiving module.
Image: Completed Result
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