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Receiving Overview

Receive Module Overview

    • Receive module is located on the left hand blue sidebar
      • The number next to the word receive indicates the number of POs waiting to be received into Hybrent.
    • Filters
      • TOP TIP:  If you cannot find the PO you are looking for in the list, check your filters and how they are set!
      • Search
        • Can search the POs waiting to be received by PO number, SKU, Notes or Documents
      • Vendor
        • Can filter the list below by a specific vendor
      • Status
        • Can filter the list below by the status of a PO
          • Assigned
            • Sent to vendor and awaiting vendor confirmation
          • Confirmed
            • Vendor has confirmed that PO was received by them
          • Partial Receive
            • Only part of the items on the PO have arrived at the facility and been checked in.  Still waiting for remaining items to arrive.
      • Type
        • Can filter the list below by the type of PO
      • Facility
        • Can filter the list below by specific facility
      • Department
        • Can filter the list below by specific department
      • Created By
        • Can filter the list below by specific user who created PO.
      • Search
        • Must click on Search in order for list to refresh to any new filter settings.
    • PO List
      • Remember that the POs that are appearing in the list are directly affected by the filter settings.
      • You can see the following information about the POs in the list:
        • PO Number
        • Vendor Name
        • Status
          • Assigned
            • Sent to vendor and awaiting vendor confirmation
          • Confirmed
            • Vendor has confirmed that PO was received by them
          • Partial Receive
            • Only part of the items on the PO have arrived at the facility and been checked in.  Still waiting for remaining items to arrive.
        • Requested Cost
          • The dollar amount that was sent to the vendor
        • Received Cost
          • The dollar amount that has been received for this PO
            • Partial Receive will show the dollar amount of the items that have been received into Hybrent.
        • Created at
          • The date and time the PO was created.
        • Buyer
          • The user who created the PO
        • Note Icon
          • By clicking on this icon, users can add an internal note to the PO or view an internal note that has already been added.
          • Users can see how many notes have been added to the PO by the number that appears to the top right of the icon.
        • Paperclip Icon
          • By clickin on this icon, users can upload a scanned document to attach to the PO or view an already attached document.   This is an internal attachment only, it does not appear to the vendor.
          • Users can see how many documents have been attached to the PO by the number that appears to the top right of the icon.
        • Drop Down Arrow
          • Print PO
            • Allows user to print a hard copy of the PO
          • Download PO
            • Allows user to download an electronic copy of the PO
          • Print Items
            • Allows user to print either a Barcode or QR code for all items on PO using either the SKU, Maufacturer number or Quick Code.
          • Invoices
            • Add Invoice
              • Allows user to manually add an invoice for the PO
            • All Invoices
              • Allows user to see all invoices for the PO
              • Will list all invoice numbers that have already been created for that PO
          • PO Log
            • User can see all electronic touches to that particular PO.  Will include what user did what action.
          • Notes
            • Same as using the note icon. Users can add an internal note to the PO or view an internal note that has already been added.
          • Documents
            • Same as using the paperclip icon. Users can upload a scanned document to attach to the PO or view an already attached document.   This is an internal attachment only, it does not appear to the vendor.
          • Add Items To Cart
            • User can add all items on the PO back into the shopping cart to purchase again without having to go through Shop
      • Clicking on the PO number will take you into the PO.
        • PO Header
          • Vendor Name
          • Facility and Department information
            • Facility Shipping address
          • Special Instructions
          • PO Delivery information
            • When and how the PO was delivered to the vendor
            • More Info
              • Shows delivery details such as the specific email account PO was sent to, and whether or not someone has read it.
          • Created by
            • User who created the PO
          • Approved by (if approval workflow is in place)
            • User who approved PO
          • Total dollar amount sent to vendor
          • Receive in Inventory Location
            • Available when this option is turned on in Features
            • Allows user to set which inventory location all items on the PO will be received into.
              • Can only choose one inventory location for all items.  User can transfer items to different locations outside of receiving.
        • Item List
          • Item Description
          • Item SKU
          • GL Code (only if assigned)
          • CrossWalk ID (only if turned on and assigned)
          • UOM (Unit of Measure)
          • Status of Item
            • Confirmed
              • Confirmed by vendor that item will be shipped
            • Pending
              • Still awaiting vendor confirmation
            • Backordered
              • Item is on backorder with the vendor
              • Only available if Vendor has EDI connection and shares this information with Hybrent.
            • Quantity/Amount Sent
              • This is the quantity or amount of the item that was sent TO the vendor from Hybrent.
            • Quantity/Amount Received
              • This is the quantity or amount of the item that was received by the facility
            • Quantity/Amount Invoiced
              • This is the quantity or amount of the item that was billed for on the invoice.  This may fill in prior to the items being received depending on the vendor and how quickly they send invoices.