This article describes how to receive packages that reach you from your supplier or from your customers as a return and how to book the contained items as a goods receipt in your warehouse.
To record the receipt of packages in Xentral, first open the menu Stock > Package Receipt.
The following sections describe the two main methods of package receipt. The so-called Small Goods Receipt involves recording the items contained in the package and immediately booking them into the appropriate warehouse location. You also have the option to print item labels in the same step.
Important
In the small goods receipt, it is not possible to book items with best before dates or batch numbers. Be sure to use the large goods receipt for these use cases.
In the so-called Large goods receipt, additional information such as the condition or weight of the delivered items can be recorded. Furthermore, the large goods receipt allows booking items with best before dates and batch numbers.
Proceed as described below to accept packages using the small goods receipt.
Important
Before you start, make sure that your settings in the Basic Settings module do not prevent the execution of the small goods receipt.
To do so, use the Smart Search to open the Basic settings module. Then, click on System. Ensure that the option Large package receipt in the settings section Goods receipt is not activated. If this option is activated, deactivate it and do not forget to finish by clicking on Save.
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Open the Stock > Package receipt menu.
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Use the filters above the table to display Only suppliers or Customers only. The filter selection depends on whether you are receiving goods from a purchase order or a return.
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In the list, find the supplier or customer whose package you are receiving.
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Click on the arrow icon on the right of the desired supplier or customer.
An overview of all reordered or returned items opens.
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Scan the items contained in the package one by one. Alternatively, you can enter the number of received items manually in the Selection quantity field.
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In the Warehouse field, select the warehouse location where the items should be stored.
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Enter the number of item labels you want to print in the Labels field. These labels are attached to the items when storing them. The labels contain a barcode that allows for unique identification of the items in the warehouse.
Important
If you want to print labels, make sure that you have connected a printer to Xentral and that you have created a matching label layout for item labels.
Also, open the Basic settings module beforehand, then click on the System tab. In the settings section Printer, activate the option DMS labels for goods receipt.
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Proceed with the steps described above until you have registered every position of the reorder or return.
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Click on Package content is recorded.
Optional: If you have entered data in the Labels field, select a label printer in the Label printer field and activate the option Print labels upon completion.
The items contained in the reorder or return are booked into the specified warehouse locations. If you requested label printing, the labels will be printed automatically.
When booking a large goods receipts, you generally follow the same process as for a small goods receipt, but with additional steps. You start by recording the individual packages without opening them yet. Additionally, this method allows you to record items with best before dates and batch numbers.
Important
Before you start, make sure that your settings in the Basic Settings module allow for the execution of the large goods receipt.
To do so, use the Smart Search to open the Basic settings module. Then, click on System. Ensure that the option Large package receipt in the settings section Goods receipt is activated. If this option is deactivated, activate it and do not forget to finish by clicking on Save.
Proceed as described below to accept packages using the large goods receipt.
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Open the Stock > Package receipt menu.
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Use the filters above the table to display Only suppliers or Customers only. The filter selection depends on whether you are receiving goods from a purchase order or a return.
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In the list, find the supplier or customer whose package you are receiving.
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Click on the arrow icon on the right of the desired supplier or customer.
The sender address is displayed. Check if the address is correct.
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Click on Continue.
A new view is displayed.
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Enter the correct information on the condition of the package, and, if applicable, acceptance costs such as postage and customs fees. Optionally, enter an additional comment.
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Click on Continue.
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A view with a package number is displayed. Write the number clearly on the outside of the package. This number is needed for the further process of parcel acceptance in Xentral.
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Click on End package acceptance in case only one package was delivered. Click on Enter the next package in case you want to register several packages in one session.
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Click on Open package.
The tab Parcel acceptance opens.
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Now, proceed with reviewing the contents of the package.
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In the Open package and check content area, specify which documents are contained in the package. Optionally, you can enter invoice numbers and delivery note numbers.
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Click on Continue to content mapping.
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In the Quantity field, enter the item quantity contained in the package. Then, click on Assign.
A new view opens.
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Enter the information on BBD and Batch in the corresponding fields.
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In the Stock in field, enter the warehouse location for the items. It is also possible to scan the barcode of a warehouse location label so that you do not have to select the warehouse location manually.
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Click on Stock in items.
You are redirected back to the item overview. Continue processing all further items by processing as described above.