Warehouse Receipt (3PL)
One document each time goods arrive for a customer: who the goods belong to, who carried them, and a line per item with its quantity, batch, warehouse and zone. It is a record of the movement. It does not post to the accounts and keeps no stock balance.
What it is for
It records what arrived for a customer, when, on which truck, and where it was put. The printed form is the receipt you hand to the driver or send to the customer.
A receipt does not create a stock balance. No screen or list adds receipts and subtracts releases to show what a customer has in the warehouse. The receipt is the record of the arrival, and that is all.
The toolbar has New, Create, Edit and Delete. There is no Reverse: a wrong document is corrected with Edit, or deleted.
Every field in plain words
General tab
| Field | What it means | What to put |
|---|---|---|
| Transaction | The document number | Required |
| Transaction Date | The day the goods arrived | Required |
| Transaction Time | The time they arrived | Required |
| Customer | Whose goods these are | Pick the customer. Required |
| Name | The customer's name | Fills in from Customer |
| Notes | Anything about this arrival | Free text |
| Responsibility Central | The responsibility centre the document belongs to | Pick one, or leave empty |
| Responsible | The person responsible | Pick one, or leave empty |
| Project | The project, under Internal Reference | Pick one, or leave empty |
| Customer Reference | The customer's own reference, under External Reference | Such as their advance shipping notice number |
Carrier tab
All free text, for the record and the printed form.
| Field | What it means | What to put |
|---|---|---|
| Carrier, Name | The transport company | A code and a name |
| Tracking Number | The carrier's tracking number | As on the carrier's papers |
| PRO Number | The carrier's progressive or freight bill number | As on the freight bill |
| Driver | The driver's name | Free text |
| Driver Licence Number | The driver's licence | Free text |
| Remarks for Carrier | Instructions or remarks, under Important | Free text |
Entities tab
Three parties, each a free-text code, name and address: Consignee (who the goods are for), Shipper (who sent them) and Agent (a forwarding or clearing agent).
Basic Data tab: the lines
One line per item, batch and place. At least one line is required.
| Field | What it means | What to put |
|---|---|---|
| Line # | The line number | Fills in by itself |
| Item | The 3PL item | Pick it. Required. Every 3PL item of the company is offered |
| Name | The item's name | Fills in from Item |
| Unit | The unit of this quantity | Fills in with the item's Inventory Unit. Change it to a unit the item has on its Units tab, such as Carton. Required |
| Movement Quantity | How many, in Unit | Required |
| Batch/Serial Number | The batch or lot number | Required when the item has Required Batch |
| Serial Number | The serial number | For serialised goods |
| Chamber | The chamber or room | Free text |
| Temperature | The temperature recorded | A number |
| Density | The density recorded | A number |
| Weight | The weight of the line | A number |
| Volume | The volume of the line | A number |
| Warehouse | The 3PL warehouse | Pick it. Required |
| Warehouse Zone | The zone in that warehouse | Pick it. Required. Every zone is offered, so pick one of this warehouse |
| Line Text | A note on the line | Free text |
When the Unit is not the item's Inventory Unit, Save also keeps the quantity in inventory units, using the Factor from the item's Units tab. No screen shows that figure today.
How to configure it
Nothing to set per company. Decide with the client which carrier and party fields the clerks must fill, because the screen requires none of them.
Scenarios
- A container of a customer's goods arrives. One receipt: the customer, the carrier and container driver on Carrier, the shipper and clearing agent on Entities, and a line per item and batch with the zone it was put in.
- One item arrives in two batches. Two lines, one per batch, each with its own quantity.
- Part of a pallet goes into a different chamber. Two lines for the item, each with its own Warehouse Zone and Chamber.
What it is connected to
- Item (3PL) - the items, their units and the batch rule.
- Warehouse (3PL) and Warehouse Zone - where the goods are.
- Warehouse Release - the same goods going out. Nothing links the two documents.
- Lists and reports - the printed Warehouse Receipt form.
If something looks wrong
- "Basic Data Lines cannot be empty" - the document has no lines. Add at least one on Basic Data.
- "Basic Data - Line ID: ... - Batch Number cannot be empty" - the item on that line has Required Batch ticked. Type the batch in Batch/Serial Number.
- A line without a serial number is saved although the item has Required Serial. The serial check does not look at the serial number today, so it never refuses.
- The Unit lookup offers only some units. Once an item is on the line, only units the item has on its Units tab are offered. Add the unit to the item first.
- There is no Block tick on this screen. The layout has a place for it, but the screen has no Block field configured, so it is never shown.