Performing a Purchase Order (PO) Receipt is a fundamental task in warehouse management, ensuring that received goods are accurately recorded and integrated into inventory systems. This process not only maintains inventory accuracy but also ensures seamless operations across the supply chain. In this guide, we’ll explore the step-by-step procedure a warehouse operator follows to execute a PO Receipt using warehouse management software like riteSCAN Mobile Warehouse for SYSPRO.
riteSOFT’s warehouse management solutions offer smart, simple, and seamless automation to help businesses stay ahead. Contact us for a demo or free trial to experience the riteSOFT difference and enhance your warehouse operations.
Understanding the PO Receipt Process
Preparation
When the warehouse is notified that a shipment is arriving from a supplier, a Receiving Clerk or Inventory Specialist prepares space and equipment to receive the shipment and reviews the purchase order details to understand what is expected.
Unloading
Upon arrival, the carrier checks in at the receiving dock, shipment details are recorded, and the goods are unloaded.
Inspection
The warehouse team checks for visible damage with the shipment and cross references the purchase order with the packing slip to confirm that the quantities, SKUs, and product conditions match what is expected.
Documentation
The Receiving Clerk or Inventory Specialist records what was received in the warehouse management system (WMS) or enterprise resource planning (ERP) system following these typical steps:
- Log in to the WMS: Log in to a warehouse management system like riteSCAN Mobile Warehouse for SYSPRO, and navigate to the PO Receipt module.
- Select the Purchase Order: Identify and select the appropriate purchase order number that corresponds to the incoming shipment.
- Scan and Receive the Items: Use barcode scanners to scan each item’s stock code to ensure accuracy in item identification.
- Enter Received Quantities: Input the quantity of each item received on the purchase order. The software will compare it against the purchase order to verify correctness.
- Handle Lot and Serial Numbers: For items that are lot-traceable or serialized, scan the respective lot or serial numbers as required.
- Assign Storage Locations: Designate appropriate storage bins or locations for the received items within the warehouse.
- Post the Receipt: Finalize the receipt process by posting the transaction, which updates the inventory records in real-time to give you immediate inventory visibility in the warehouse and front office.
If there are damaged goods or missing items, the supplier is notified.
Labeling and Identification
After the purchase order is received, the Receiving Clerk or Inventory Specialist uses the warehouse management software and integrated label printing software to print barcode labels if needed. Once the barcode labels are printed and applied to the received items for inventory control, the items are ready for putaway.
Putaway
Once the received items are properly labeled, they are staged in an area for putaway. A warehouse operator scans the respective barcode labels and moves the items to their designated storage locations in the warehouse.
For a visual demonstration to see how easy it is to receive a PO, perform putaway, and then pick the items later for a sales order, watch this short video:
Best Practices for Efficient PO Receipts
To enhance the efficiency and accuracy of the PO Receipt process, consider the following best practices:
- Utilize Barcode Scanning: Implement barcode scanning to minimize manual entry errors and expedite the receiving process.
- Ensure Real-Time Data Synchronization: Make sure your warehouse management system integrates seamlessly with your ERP system to maintain up-to-date inventory records.
- Conduct Regular Training: Provide ongoing training for warehouse staff to ensure they are proficient in using the WMS and understand the importance of barcode scanning and accurate data entry.
- Implement Quality Checks: Incorporate inspection steps for received goods to identify and address any discrepancies or damages promptly.
- Label Application: Set up standard labels for all products. Apply labels in real time as you are receiving. Or, if possible utilize the supplier’s barcode labels and cross-reference them in your ERP system.
Conclusion
An efficient and accurate PO Receipt process is vital for maintaining inventory integrity and ensuring smooth warehouse operations. By following the outlined steps and leveraging tools like riteSCAN Mobile Warehouse for SYSPRO, warehouse operators can streamline the receiving process, reduce errors, and enhance overall productivity. Embracing best practices further solidifies the foundation for effective inventory management and operational excellence.
riteSOFT’s warehouse management solutions offer smart, simple, and seamless automation to help businesses stay ahead. Contact us for a demo or free trial to experience the riteSOFT difference and enhance your warehouse operations.