The Quick Receive Facility

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Quick Receive is most useful when a shipment contains all or most of the items from the original purchase order, or for the "last" shipment associated with a purchase order (i.e. the shipment that delivers everything you haven't received already).

Quick Receive displays all the items that haven't already been received in full. You can then select all such items that were actually received in this shipment and immediately add them to the shipment record.

After you have added items to the shipment record, you can edit the information if necessary. For example, suppose a shipment contains everything from a particular purchase order, except that the count on a particular item is one unit short. You could use Quick Receive as if you had received everything that was ordered, then edit the record for that one item to indicate that the count was one unit lower than expected.

When you click the Quick Receive button in the shipment window, MainBoss displays a window that contains the following:

• Waybill: The identification code for this shipment.
• P/O Number: The identification code for the purchase order corresponding to this shipment.
• Date: The date/time this shipment was received.
• Inventoried Items: Checkmark this if you want the Items list to include inventory items.
• Non-inventoried Items: Checkmark this if you want the Items list to include non-inventory items.
• Inv. Cat.: Lets you restrict the Items list to a single category.
• Items list: This list shows all items from the original purchase order that have not been received in full. For each item, the list shows the item code, the vendor's catalog number, the quantity of items that still haven't been received, and the cost of those items.

  To indicate that one or more items from this list have been received, you make sure that the items are selected. (Unselected items have dark letters on a white background; selected items have light letters on a dark background.)

  Clicking an item switches it from unselected to selected or vice versa. For example, if you want to specify that most of the items have been received, you could click the Select All button to select everything in the list, then click on any items that have not been received in order to mark those items as unselected.

  When you click the Ok button in this window, MainBoss will add all the selected items to the shipment record, and will then return to the main shipment window. In the main shipment window, you can make changes to the lines you have just added. For example, if you did not receive a particular order item in full, you can click on the item you want to change and then click the shipment window's Edit Item button. You can then specify the quantity that you did receive.

  Note that you cannot edit individual items directly from the Quick Receive window. For more on editing the items in a shipment, see Recording Shipment Information.

• Select All: Marks everything in the Items list as selected.
• Select None: Marks everything in the Items list as unselected.
• Store in: This section is used to specify where the received items should be stored.

  Since multiple items are involved, it is unlikely that they should all be stored in the same place. Nevertheless, there may be times when specifying a storage location is useful. If, for example, most of the items will be stored in a particular storeroom, you can specify that storeroom in this window; later, when you return to the main shipment window, you can specify different storage locations for the items that do not belong in the specified storeroom.

  The following two options affect how the specified storage location is used:

  • Apply to all items: This associates the given storage location with all the items in the list. This is useful if all or most of the items will be sent to the same location. (Note that you don't have to specify a complete storage location; for example, you can specify the "Building" without specifying a "Storeroom", indicating that all the items go to the same building, even if they go to different storerooms within that building.)
  • Use as default only: This tells MainBoss to use the given storage location whenever a particular item doesn't already have an associated storage location.
  • Building: The building where the items should be stored.
  • Storeroom: The storeroom where the items should be stored within the given building.
  • Location: The location within the storeroom. For example, if storeroom shelves are numbered, you could enter an appropriate shelf number.
• Ok: Clicking this adds the items selected in the Items list to the shipment record. MainBoss will return to the shipment window, and you will see that the items have been added to the shipment record.

  After returning to the shipment window, it is often necessary to edit the items that have been added to the shipment. For example, you might want to edit item quantities or the storage location where the items are to be stored.

• Cancel: Closes the window. MainBoss discards any information that has not already been saved.

For more on recording shipments, see Recording Shipment Information. For more on purchase orders themselves, see Creating a New Purchase Order.

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