Inventory Receiving Through EDI

Updated by VS Oct 30, 2013

Receiving

Hi-Point > Modules > Inventory > Receiving

 

• Scroll through listed EDI invoices on right side of screen, move cursor to selected invoice *Note: Simon & Schuster: right-click, and print invoice (not sent by vendor)
• Toggle Auto Enter balances check box
• Double-click selected invoice line – hit OK in the pop up window. (Ignore invoice details listed in this box)

Receiving screen will pop up

• Any text in RED font does NOT match what is recorded in HiPoint. *Note: Move the cursor Off the first line to force (any) red highlight to show on first line – or click on the “Rec” column if this is the only line item]
• Items will be received into HiPoint as they appear in this window, overwriting both costs and discounts set up in I/M. (This will NOT overwrite the retail price).

To change price and/or discount, double-click the line item, and update at the bottom of the screen. Changes made directly in the I/M second screen will be ignored.

You can exit from this screen at any time, without receiving, by hitting the cancel button, in order to check out any discrepancies.

 

Review All Red Text Items

Pricing Issues

If price does not match:

• pink highlight price on original invoice
• check quantity on hand through “item” module
• if there is no stock on hand, update the “Retail” through I/M screen.
• if there is stock on hand, put a red asterisk beside the price on the invoice, and write up an index card with Title, ISBN, quantity @ new price, and today’s date. Attach this card to the invoice – the product will be segregated until all old stock has been sold. Retail will be updated manually when all old stock is sold. Add this information to the spreadsheet :J:Accounting/pricing shelf.

Discount Issues

Invoice discount - ignore obvious rounding errors: eg: 50.010% or 49.990% instead of 50%. Accept these numbers, they are per the vendor – if anything looks “wrong” you will need to contact the vendor directly.

Process/Receive

To receive, hit the Process button.

Balancing Invoice

The invoice will now show in the bottom section of the screen in WIP invoices.

Double-check that the total received matches the total on the hard copy of the invoice.

Create Receiving Report: Excel File:

If a receiving report will need to be created: right click the invoice, and select “receipt by vendor invoice”. Change destination to “File Open”. GO. This will open a csv file. Save this file in J:Accounting/Receiving Reports in the appropriate vendor folder. Name file with vendor name and invoice number, as an excel file.

• Format sheet: Delete “vendor” “Invoice” and “PO” columns, and “currency” through to “init” columns.
• Auto format column width to see all detail.       Change font to Consolas.
• Format ISBN’s to see all digits, use comma style for price through to value :
• Insert column before “qty”. Highlight “description” column, select text to column function, select “delimited”, Next, deselect “tab”, select “other”, and insert an asterisk in the box. Finish.
• Sort excel file by category (CD, book, deck, etc.), and then alphabetically.
• Add a column called “notes” for listing of price discrepancies.
• Format pages through Page Setup.
• SAVE the file, and print out.
• Copy any pink highlights to receiving report.

If you don’t balance: move the cursor over the invoice line as listed on in the WIP box, and right click the mouse. Select “receipt by vendor invoice”, change the destination to “file open”, and hit GO. This will create an excel file. Sort by title and double-check to original invoice to find the discrepancy.

If you find an item that wasn’t received through HiPoint; this may be a back-order that should have been cancelled, or an over-shipment. Usually, it will be a substitution.

If this is a new title: obtain the info from BookManager, and have the item set up in HiPoint (by Data Dept or Customer Service).

Add item to P.O., then repeat steps above to receive it. (If the P.O. is complete, re-open it.)

If you have over-received an item quantity, go through the INV module and remove it as a “CORR”. This happens very rarely, and is usually an EDI error from the vendor. In all cases, work on the assumption that the hard copy is the correct copy.

When you are satisfied that all items have been received/corrected, right click, and select complete invoice.

Pricing shelf

J:\Accounting Vicki\Pricing Shelf.xls

Review all titles listed on the Excel spreadsheet – if any are on the current invoice, pull the stock, and add it to the quantity segregated on the pricing shelf (or in over-stock) – update the quantity added on the index card, and on the excel spreadsheet.

Attach receiving slip, stamp date under “stock entry” date, staple to invoice, put in tray.

Change of Item Status (e.g. OP, OSP)
Update item status in I/M module (not yet published, out of print, etc.)
Some vendors will provide you with this information on the invoice – if so, update from their data.

If not, check the P.O. for any items that were not received. Manually check stock through “item” to see if we have stock on hand. If pending orders are greater than stock on hand, update item status to “OSP”.

Damages / Shortships / Overships

These are processed through Modules/Inventory/Return to Vendor – see notes under “Vendor Returns”.

Enter Invoice Into AP module

See notes under "Accounts Payable Creation"