Receiving an ASN
Once the ASN is created, the receiving process begins. This process involves placing the received inventory in its designated location. Once you've received the item(s), you can close the ASN, which will trigger the generation of an Item Receipt.
After the ASN is created, you will be prompted to navigate to the Receive ASN screen. From there, you can initiate the receiving process immediately or choose to receive the ASN at a later time.
Receiving the ASN
To receive an ASN, access the Receive ASN module, which lists ASNs that have yet to be received. You can opt to receive selected item lines or batch receive all the item lines.
Begin by using the fields in the "Select ASN" header to search for the specific ASN.
ASN Header Fields
Select Store
Select the store for the ASN you’re searching for.
Status
This field allows you to search for the ASN by status.
Search ASN
Enter the ASN number you’re searching for.
Upon selecting the ASN, the item lines associated with it will be displayed in the ASN Lines section below.
ASN Lines Fields
Status
This field displays the status of the ASN.
Store
This field displays the store at which the quantity on the ASN will be received.
Item Number
This field displays the unique identifier for the item.
Status
This field displays the status of the ASN line.
ASN Qty
This is the item quantity requested on the ASN.
Received Qty
This field shows the quantity of the ASN line that has been put away.
Remaining Qty
This is the quantity of the item line that is yet to be received.
Labels
This field displays the number of labels to print per ASN line.
Receipt Date
This field displays the date of receipt of the ASN.
UPC
This field displays the Universal Product Code (UPC) for the item.
Action
Click on the cart icon under this field to put away the line quantity.
RMA#
In case of RMA ASN, this field captures the RMA number.
Auto Close PO Line?
If you have selected the option to close the PO line on receiving when creating the ASN, this field will be checked.
PO#
This field specifies the purchase order associated with the ASN.
Description
This field shows the description of the item.
For receiving the ASN, you have two options: Batch Receive or Receive Selected Lines. Use the "Batch Receive Option" to receive all the ASN lines at once. If you need to receive specific lines, select them and click on the "Receive ASN Selected Lines" dropdown option.
On selecting this option, you will be directed to the "Batch Receive ASN" screen. Choose the location where you want to receive the inventory from the "Batch Receive Location" dropdown and click "Confirm."
Once the ASN has been received, click "Close ASN" to finalize the process and generate the Item Receipt.
Receiving a Single Item
If you want to receive a single item, click the "Cart" icon under the "Action" column.
You will be navigated to the "Receive Item to Location" screen. On this screen, select the location where you want to receive and the quantity you want to receive and click "Add".
If the LPNs are enabled, you will be asked to fill in the LPN Info in the next step. This includes manufacture date, batch number, lot number, pick priority, expiry date, and quality. Fill in the desired details and click "Confirm" to receive the item.
The details will be displayed in the section below.
Receive Item to Location Fields
Location
This field displays the location on which the item will be received.
Qty On ASN
This field displays the total quantity specified on the ASN.
*LPN#
This field displays the LPN number associated with the receiving.
*Batch#
This field displays the batch number associated with the receiving.
*Priority#
This field displays the item priority.
*Manufacture Date
This field displays the manufacturing date of the item.
*Quality
This field displays the quality of the item.
*Pallet
This field displays the pallet on which the item is placed.
*Lot#
This field displays the lot number associated with the item.
*Exp Date
This field displays the expiry date of the item.
Qty Received
This field displays the quantity of the item received.
Status
This field displays the status of the item line.
Action
Click on the "x" icon under this field to remove the record and un-receive the item.
After entering the details, close the screen to complete the receiving process.
Splitting ASN Lines to a New ASN
XoroERP provides you the ability to split the ASN and move the selected item lines in the ASN to a new ASN within the Receive ASN Module. This gives users enhanced flexibility in managing received shipments, improving overall workflow efficiency.
How it works
Select an ASN: Navigate to the Receive ASN module and choose the ASN you want to split.
Access the "Move Selected Lines to a New ASN" option: Select the ASN lines you want to move and go to the Options menu and select "Move Selected Lines to a New ASN".
Review the "Move ASN Lines" window: A new window will appear, displaying the details of the selected ASN, including the store and items.
Specify the quantity to move: In the "Qty to Move" column, enter the desired quantity of each item you want to transfer to the new ASN.
Confirm and create the new ASN: Once you've defined the quantities, click "Move ASN" to confirm the changes, and the system will generate a new ASN with the specified items and quantities.
Quick Receive
Quick Receive is a streamlined feature that directly receives the purchase orders by automating the entire ASN process, which includes ASN creation and the ASN receiving process. It's important to note that the Quick Receive feature only works when the purchase order is in the 'Released' status.
After clicking the Quick Receive option, the Quick Receive Orders screen will populate which includes details such as the order number, vendor name, store, and item details.
Quick Receive Orders Fields
Receipt Date
This field allows you to select a receiving date for the order.
Check All
This option allows you to select all the orders on the screen.
Uncheck All
This option allows you to deselect all the orders on the screen.
Auto Convert To Bill
Enable this option to directly create a bill after the order has been received, instead of an item receipt.
Order Number
This field shows the purchase order number.
Vendor
This field shows the vendor associated with the order.
Store
This field displays the store associated with the order.
Packing Slip#
This field allows you to enter the packing slip associated with the receiving.
Item#
This field shows the item number being received.
Description
This field shows the description of the item.
Qty Ordered
This field displays the item quantity ordered in the purchase order.
Qty Remaining
This field shows the quantity of the item remaining to be received.
Quick Receive Qty
This field displays the item quantity for quick receiving.
Once all the necessary details are in place, click 'Quick Receive' to receive the order and generate the item receipt. To quick receive selected lines, select the Items that you want to Quick Receive and then select the “Quick Receive Selected Item Lines” from the “Quick Receive” dropdown.
The selected Item(s) would be received and a corresponding Item Receipt would be created for the received Item(s).
Receiving additional units during the ASN process
When handling an Advanced Shipping Notice (ASN), there may be instances where you need to receive more units than specified in the ASN. XoroERP provides you the option to over receive units when receiving the ASN.
Enabling Over Receiving
To begin, you'll need to enable the "Allow ASN Over-Receiving" app config. This setting can be found under the Warehouse tab. By toggling this setting on, you'll be able to receive additional units during the ASN process.
Receiving Additional Units
Once the "Allow ASN Over-Receiving" setting is enabled, you can proceed to receive additional units in the Receive ASN module. To do so, follow these steps:
Navigate to the Receive ASN module and select the item line for which you need to receive additional units.
Click on the "Cart" icon under the "Action" column in the right corner of the item line.
In the "Receive Item to Location" screen, select the location and enter the new quantity, which includes the additional units, and click "Add".
The system will notify you regarding the over receive, ensuring that your records are accurate and up-to-date. Click "OK" to receive the units.
You will see an exclamation sign against the "Received Qty" when over-receiving.
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