21 | "Stock Receipt" Till Function

This article covers an overview of the "Stock Receipt" Function and how it is used within SmartPOS.

The Stock Receipt Till Function allows an authorized Operator to Manually Receive Stock from a Supplier via SmartPOS Workstations without a Purchase Order. Additionally, the Receive PO piece of this Till Function allows an authorized Operator to Receive Purchase Orders through SmartPOS. While both of these capabilities are available within BackOffice, these Till Functions allow Operators to accept Stock directly from a Till without the need to access a computer and log into BackOffice.

Prerequisites

To Receive Manual Stock & Purchase Orders in SmartPOS, the System will need to be authorized for Stock Control and the applicable Operator Privileges will need to be enabled:

Operator Maintenance 'Till Privileges' Tab

General: "Operate Tills" Flag

Operator Maintenance 'Stock Control' Tab

Purchasing & Receiving: "Receive Purchase Orders" Flag
Purchasing & Receiving: "Receive My Created Orders" Flag (if the Operator also Created the PO)

Additionally, the SmartPOS Workstation being used will need to have a Till Function Map assigned to it with the "Receive Stock" Till Function button configured and on a panel that is accessible to the Operator

How-To Guide

After locating and tapping the Stock Receipt function button, the Operator will be able to choose from creating a Manual Receipt or Receiving an Existing Purchase Order

Manual

To Receive Product/s that do not have a Purchase Order, select the Manual button
The Operator will then be prompted to select a Supplier from the Organization's Supplier List
After selecting the Supplier that the Product is being received from, the Operator will then be prompted to enter a Supplier Invoice Number
The SmartPOS Workstation screen will now be taken over by a screen very similar to that of the Stock Transfer screen
The key difference is in the header section; the Operator must select the Store that is receiving the Product and the Supplier information will be displayed below that

To add the Received Products, the Operator will need to use the Product Search button

In the Group List, only Products that have been linked to the selected Supplier in BackOffice Product Maintenance will display
After selecting the Product and entering the Quantity that is being received, the Operator will be prompted to enter an updated Cost for the Product

The Cost entered is for the Total Cost for each received Product, not for the individual purchase units of each Product
After all Products from the Receipt have been added, select the Send & Exit button to Save the Manual Receipt
A prompt will display for the Operator to confirm transmittal of the Receipt; this provides a final chance for the Operator to go back to make any changes
After the transmittal has been sent, a prompt will display to confirm the Receipt; this will include the Transaction ID
The Manual Receipt will now be posted and sent to the Server which will send the Receipt to BackOffice
This Receipt will not be able to be reopened or amended via SmartPOS Workstations, however, this can be done from BackOffice where the Purchase can be Finalized/Completed

Receive P.O.

To Receive Products that have an associated Purchase Order, an Operator will opt to select the Receive P.O. button option

This Function is for Receiving Purchase Orders that have been created via BackOffice

The Operator will first be prompted to select the Supplier that the Product is being received from
All pending Purchase Orders from the selected Supplier will be displayed
If there are no Pending Purchase Orders from this supplier, a prompt will appear notifying the Operator:

From the list of Pending P.O.s, either highlight the desired P.O. and tap the Select button, or double-tap the desired P.O.
The Operator will then be prompted to enter a Supplier Invoice Number
After entering an Invoice Number, the Purchase Order will display on the SmartPOS Workstation screen
To check-off that a Product has been Received, first either double-tap on the Product or highlight the Product and tap the Receive Item button
A number pad window will then open prompting the Operator to confirm the Quantity Received
- The Ordered Quantity will display by default; use the number pad to change the Quantity if necessary

The Operator will then be prompted to confirm and enter the Cost for the Received Product
A Received Product will no longer be highlighted in Yellow, however, if a Product is only partially Received, it will remain highlighted in yellow even after the Received Units column has been updated
If a Product has been Received that was not on the P.O., it can be added Manually using the Search Product button

After all of the Products have been Received, the P.O. can be saved to the server to be finalized in BackOffice by tapping on the Send & Exit button
A prompt will display for the Operator to confirm transmittal of the P.O. Receipt; this provides a final chance for the Operator to go back to make any changes
After the transmittal has been sent, a prompt will display to confirm the Receipt; this will include the Transaction ID
The P.O. Receipt will now be posted and sent to the server
After a Manual Receipt has been sent to the server, the process must be finalized via BackOffice in Purchasing & Receiving