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Goods Receipt (GS1)

  • Updated

Note

The Goods Receipt (GS1) module is currently in beta status.

Are you interested in using and testing this feature right now? Contact support@xentral.com so that the module can be enabled for your Xentral instance.

Typical use case: This feature is aimed at users who typically want to record large quantities of items at goods receipt and store them directly in the appropriate storage locations. The Goods Receipt (GS1) module is also ideal for business models and product ranges where supplementary item information such as best-before dates, batch numbers, and serial numbers must be recorded and maintained as mandatory data in the ERP system (for example in the food or electronics industry).

Availability: When recording incoming items at goods receipt (menu Warehouse > Goods Receipt (GS1)).

Not available in: Goods issue, dispatch center, picking processes.

Imagine being able to not only quickly and easily record goods arriving at your warehouse in Xentral, but also store them directly in the appropriate storage location — all with just a few clicks and without the tedious manual entry of item information in different menus. Perhaps you also have a product range that requires the simultaneous entry of best-before dates, batch numbers, or serial numbers, and you want to capture all this data with just one scan? Or do you regularly receive large deliveries with many items?

For all these scenarios, Xentral has a solution that greatly simplifies the process for you: the new Goods Receipt (GS1) module. This module was specifically developed for recording items that have GS1 barcodes (formerly also known as EAN128) on their item labels. These barcodes contain a variety of encoded information that allows unique identification of the items. You only need a suitable MDE device or handheld scanner to seamlessly transfer this information into Xentral.

Important

The following code types can be captured with the Goods Receipt (GS1) module:

When Should I Use This Module?

  • Recording large item quantities: Do you regularly have extensive goods receipts or returns where numerous items need to be recorded in Xentral? In combination with a handheld scanner, you can capture these effortlessly and time-efficiently.

  • Flexible item search: Even though we generally recommend using an MDE device or handheld scanner when working with the new module, you can also quickly and conveniently select the desired items via full-text search of the item name or by entering the item number.

  • Transparency and product safety: Does your product range include electronics, food, or medical devices? Specific requirements apply to these items, such as recording the serial number at goods receipt. With the new goods receipt module, you record this important data reliably and cleanly in Xentral, so that the necessary traceability in the context of product recalls or regulations such as UDI (Unique Device Identification) is always guaranteed.

  • Reduced error potential in the process: The scan functionality of the module prevents errors that can occur during manual entry of best-before dates, batches, or serial numbers. You can always be confident that the information encoded in the barcode is transferred 1:1 into Xentral.

  • Significantly simplified workflow: Unlike the previous goods receipt functionality in Xentral, you no longer need to manually enter the item quantity or additional information such as best-before dates and batch numbers per item in different user interfaces. By scanning the item label and with the appropriate pre-settings, you capture all this information in no time — everything takes place centrally in a single user interface.

  • Mapping diverse use cases: By defining stock movement types in Xentral in advance, you can use the new module to map exactly the scenarios you need for your business. This means you can not only record classic goods receipts from supplier orders, but also post items from returns and later track via the stock movement types at any time the reason why items were posted.

Making Preparatory Settings

Before using the Goods Receipt (GS1) module, you should make a few preparatory settings in Xentral. This ensures that you can take advantage of the new goods receipt module and that item recording works correctly. The necessary settings range from correctly maintaining EAN information in item master data to correctly configuring your handheld scanner. In the following chapters you will find everything you need to know, as well as precise instructions for each step, so that you are optimally prepared for productive work with the Goods Receipt (GS1) module.

Storing the EAN in the Item Master Data

The EAN (European Article Number) is the most important piece of information by which your products are identified in Xentral. EANs must therefore be assigned uniquely for each item and must not appear in duplicate. For your items to be captured correctly via scan in the Goods Receipt (GS1) module, it is essential that a unique EAN is maintained in the master data of each of your items.

Proceed as follows to check the stored EANs and, if necessary, complete them.

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  1. Open the menu Sales > Items.

  2. Open the master data of the item whose information you want to check or adjust by clicking on the pencil icon on the right.

  3. Scroll down until you reach the Manufacturer section.

  4. Enter the EAN in the EAN/GTIN/Barcode field.

    Tip

    Alternatively, you can also enter the EAN in the Manufacturer Number, Item Number fields, or in the External Numbers tab in the item master data.

  5. Click on Save.

Important

EANs can come in various lengths, i.e. have 8, 12, 13, or 14 digits. The maximum length is 14 digits. Xentral always requires the EAN as a 14-digit input to process it correctly. Below we show you how to handle EANs with fewer than 14 digits to make them processable.

Excursus: Handling EANs with Fewer than 14 Digits

Depending on whether you are just setting up Xentral and beginning to maintain your item master data, or whether you already have numerous items in Xentral, you have several options for handling EANs with fewer than 14 digits for correct recognition and processing in the Goods Receipt (GS1) module.

  • Option 1: You are setting up Xentral for the first time, or have a manageable product range with correspondingly few item master data records. In this case, proceed as described above by entering the EAN in the EAN/GTIN/Barcode field and then filling the field with leading zeros until 14 digits are reached (e.g. "12345678" becomes "00000012345678").

  • Option 2: Create a separate label layout for GS1 barcodes in the menu Settings > Warehouse & Logistics > Warehouse > Labels, or extend your existing label layout. Open the label layout by clicking on the pencil icon. In the XML field, insert the variable "01{EAN}" and prepend the required number of zeros to the variable. If your EANs are 8 digits long, your label layout for GS1 barcodes must contain the element 01000000{EAN}.

    As a result, the missing digits are automatically added before your EANs maintained in Xentral and can then be captured during scanning, without you having to make tedious manual adjustments in the item master data.

Activating Management of Best-Before Dates, Batches, and Serial Numbers in Item Master Data

Best-before dates, batches, and serial numbers are essential item data when your business revolves around trading food or electrical devices. It is therefore also mandatory for working with the Goods Receipt (GS1) module that this information is also managed in your item master data in Xentral. Otherwise, problems occur when recording items via scan, so that items with best-before dates, batches, and serial numbers cannot be recorded and assigned in Xentral.

Proceed as follows to check the settings stored in Xentral and, if necessary, carry them out.

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  1. Open the menu Sales > Items.

  2. Open the master data of the item whose settings you want to check or adjust by clicking on the pencil icon on the right.

  3. Scroll down until you reach the Other Settings section.

  4. If best-before dates are used: Enable the Best-Before Date option.

  5. If batches are used: Select activate for the Batch Management option.

  6. If serial numbers are used: Select Store and use originals for the Serial Numbers option.

  7. Click on Save.

Storing the Default Storage Location in the Item Master Data

The easiest way to post goods receipt with the Goods Receipt (GS1) module is to assign default storage locations to your items. This means the assigned default storage location is automatically pre-selected for each scanned item, without you needing to make any further entries or settings. This way you work particularly time-efficiently when you want to record large goods receipts with numerous positions in Xentral.

Proceed as follows to assign default storage locations to your items.

  1. Open the menu Sales > Items.

  2. Open the desired item by clicking on the pencil icon on the right.

  3. Scroll down until you reach the Warehouse / Dimensions section.

  4. Select the default storage location for the item in the Default Warehouse field.

  5. Click on Save.

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Creating Stock Movement Types

Stock movement types in Xentral serve to individually label stock movements in the system and thus also track the reasons for certain stock movements. For working with the Goods Receipt (GS1) module, stock movement types with the direction Inbound are required. You should set up all the goods receipt reasons you need in Xentral in advance as stock movement types (e.g. "Goods Receipt Reorder", "Return", and "Goods Receipt Found"). You then select the stock movement types when recording goods receipts with the Goods Receipt (GS1) module and can thus record and track the reasons for your goods receipts transparently in Xentral.

Tip

How to create stock movement types in Xentral is described in the article Stock movement types.

Preparing the MDE Device or Handheld Scanner

After you have checked and, if necessary, updated your item master data in Xentral, you should also check and set up your MDE device or handheld scanner for capturing items at goods receipt. You will need the manual for your scanner for this. Then carry out the final test in the Scanner Test module in Xentral.

Tip

More detailed information and instructions for testing the scanner configuration can be found in the article Setting up the Scanner for GS1 (Scanner Test).

Assigning User Permissions

Should Xentral users who do not have admin access also be able to use the Goods Receipt (GS1) module? Then you must grant these users the appropriate permissions in advance. Proceed as follows.

  1. Use the Smart Search to open the Users module.

  2. Open the desired user by clicking on the pencil icon on the right.

  3. Open the Permissions tab.

  4. Enable the permission Stock_gs1_128 > all.

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  5. Click on Save.

Recording Goods Receipts

Provided that you have made all the necessary settings both in Xentral and on your MDE device or handheld scanner, you can now begin recording items at goods receipt.

Below you will learn step by step what to do and which options are available to you in the menu Warehouse > Goods Receipt (GS1), such as adjusting the recorded item quantities, entering best-before date and batch information, and selecting the target storage location where the items are to be posted.

Recording Delivered Items

Items typically arrive at your warehouse either from your supplier (as part of a reorder) or due to returns.

Caution

Select the correct reason (in Xentral: stock movement type) before beginning item recording, so that items are correctly posted in your system later.

As a reminder: How to create stock movement types for the various goods receipt scenarios and what is important is described in this chapter.

Depending on the use case, you have the following options in the Goods Receipt (GS1) module for recording items. Check the table below to find out the best approach for each use case.

Use Case

Procedure

A purchase order you placed with your supplier has arrived at your warehouse. You now want to accept the goods and record the goods receipt of the delivered items in Xentral.

Use the search field to either scan or manually enter the purchase order number. For manual entry, you can select the correct entry from a list of purchase order numbers in Xentral. You then continue with recording the items. Xentral checks with each item scan whether the item is contained in the selected purchase order. You receive an error message if this is not the case.

Important

Note that for this use case you must select a stock movement type at the start that expects a Purchase Order as the reference document. The direction Inbound must also be set in the stock movement type.

A return from an end customer has arrived. You now want to post the returned items to your stock in Xentral.

Use the search field to either scan or manually enter the return number. For manual entry, you can select the correct entry from a list of return numbers in Xentral. You then continue with recording the items. Xentral checks with each item scan whether the item is contained in the selected return. You receive an error message if this is not the case.

The recorded items and their associated item information are displayed in the item table after recording. There you can check the recorded information and adjust it if necessary.

Important

Note that for this use case you must select a stock movement type at the start that expects a Return as the reference document. The direction Inbound must also be set in the stock movement type.

You have found items in your warehouse, received an unscheduled delivery from your supplier, or received an unannounced return. There is therefore no connection to a return or purchase order already present in Xentral.

Use the search field to either scan the item or manually enter the item number or item name.

The recorded items and their associated item information are displayed in the item table after recording. There you can check the recorded information and adjust it if necessary.

Important

Note that for this use case too you must specify a suitable stock movement type at the start. Example: For posting found items, create a stock movement type with the direction Inbound and the name "Goods Receipt (Found)". Make sure that the Not required option is enabled for the Reference document setting in the stock movement type settings. Specifying a reference document is not necessary in this example, as one does not exist in this use case and therefore cannot be assigned.

Below we describe the basic workflow of goods receipt in the Warehouse > Goods Receipt (GS1) menu.

  1. Open the menu Warehouse > Goods Receipt (GS1).

  2. Select the appropriate stock movement type from the Stock Movement Type field in the top left.

  3. In the Target Storage Location area in the top right, specify which storage location the recorded items are to be automatically posted to when goods receipt is completed. If you enable the Default Storage Location option, the default storage location defined in the master data of the respective item is automatically selected. Alternatively, you can select the option below and choose a specific storage location in the search field, to which all items are then stored.

    Note

    Regardless of which option you select, you can manually adjust the target storage locations before completing the goods receipt if necessary.

  4. Now record the items that have arrived at your warehouse. You can record items in different ways:

    • Via MDE device or handheld scanner: We recommend this method, as it drastically reduces the possibility of errors. Simply scan the GS1 label on the delivered items. Have you received multiple copies of an item? Then simply perform repeated scans of the item until the delivered quantity is displayed in the Quantity column of the item table.

    • Via manual item search: In the Barcode field, you can enter the item name or parts of the item name and select the matching item from the search results. You can also enter the item’s number in Xentral to select the item. This method is significantly more error-prone compared to barcode scanning. With this approach, you must also manually enter the delivered item quantities in the Quantity column of the item table.

  5. Once you have recorded all items, click on Store All in the top right.

    The recorded items are added to stock and posted to the selected storage locations. If you want to make any adjustments — for example to the target storage locations or item quantities — before completing the goods receipt, see the following chapter to find out how this works.

Tip

Would you like Xentral to automatically close the purchase order once all items of the order have been recorded in goods receipt? Open the menu Settings > Administration > System Settings and enable the Automatically Close Purchase Order setting in the Documents section. This allows you to proceed directly to the next goods receipt for a purchase order after completing item recording, without any manual effort.

Note however that a goods receipt document in Xentral is never automatically generated. If you would like to automate this step as well, contact support@xentral.com by email to discuss the possibilities of custom implementation (customization).

Editing or Removing Recorded Data

As long as you have not yet confirmed the positions recorded in the item table by clicking on Store All, you can manually adjust the information at any time. Below you will find some use cases where adjusting the displayed information is necessary, and you will learn how to make these adjustments.

  • You have forgotten one copy of an already recorded item, or scanned one copy too many: By clicking on the displayed quantity in the Quantity column, you can manually adjust the quantity. If too few copies have been recorded, you can simply scan the item label again. The item quantity is automatically updated in the table.

  • You want to change the storage location of an already recorded item: Click on the storage location displayed in the Storage Location column for the desired item entry. From the dropdown menu that now appears, you can select the appropriate storage location.

  • You want to completely remove an item from the goods receipt. Click on Delete (trash can icon on the right) in the row of the affected item. Then confirm the security prompt by also clicking on Delete there.

  • If necessary, you can also easily remove all recorded items from the current goods receipt. To do this, click on Discard All in the top right. Then confirm the security prompt by also clicking on Discard All there.

Note

You can adjust the width of individual columns in the item table to display the desired information more or less prominently and to avoid long item numbers being truncated. You can also change the order of the columns.

Changes you make via the following methods are saved per user. When you next enter the Goods Receipt (GS1) module, your changes are therefore retained for your user. The same applies to other Xentral users.

  • Adjusting column widths: Move the cursor to the right edge of the column you want to make wider or narrower. As soon as the cursor changes from a fist to an arrow with two tips and a vertical line, you can hold down the mouse button and move the column to the left to display it narrower, or to the right to make it wider.

  • Changing the column order: Move the cursor to the column header. As soon as the cursor changes to a fist, hold down the mouse button and place the column in the desired position via drag and drop.

Verifying Goods Receipts via Goods Receipt Document

After recording and storing your delivered items in the Warehouse > Goods Receipt (GS1) menu as described above, you can review this process and all stored items once more. In Xentral, you carry out this separate step in the Goods Receipt Document module. There you can review the recorded data in detail after the fact and, if desired, carry out a further quality check of the stored items.

Important

The following steps are not mandatory, but optional. You can decide for yourself whether the downstream verification of goods receipt is useful for the workflow in your company.

Proceed as follows to verify the goods receipt document.

  1. Use the Smart Search to open the Goods Receipt Document module.

    A list of all goods receipts recorded in Xentral is displayed.

  2. Open the goods receipt you have just completed by clicking on Check for the desired entry in the list.

    An overview of all recorded items and their quantities is displayed. You can also see which Xentral user made the goods receipt posting.

  3. Check the entries in the list.

  4. Click on Complete Document.

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