Receiving: User Guide for Receiving Clerks

About This Guide

Who This Guide Is For: Receiving Clerks who process incoming shipments.

What You'll Learn:

• How to receive standard PO shipments
• How to use barcode scanning
• How to handle mixed pallets
• How to process exceptions
• How to print putaway labels

Time to Complete: 45-60 minutes

Quick Start

Your First PO Receipt

Follow these steps to receive your first PO:

1. Sign in to Dakota WMS
2. Go to Receiving, then PO Entry
3. Enter the PO number
4. Check item quantities
5. Scan or enter item barcodes
6. Enter expiration dates
7. Print putaway labels

Tip: Always count items before you enter them. This helps prevent mistakes.

Key Concepts

Learn these terms before you start:

Purchase Order (PO)

A PO tells vendors what to ship. It lists items, quantities, and prices. You will use POs every day.

License Plate (LP)

Each pallet gets a unique ID. This ID tracks the pallet from dock to shelf. It helps with FIFO.

Expiration Dates

Dakota checks dates against rules. Items too close to expiring may need manager approval.

Common Tasks

Task 1: Standard PO Receiving (WF-001)

When to Use: For most daily receiving with a purchase order.

Steps:

1. Open PO Receiving

   • Menu: Receiving, then PO Entry
   • Screen: PO232

2. Enter PO Info

   • Type the PO number
   • Press Enter
   • Check the vendor name

3. Process Each Item

   • Enter the quantity you received
   • Enter the lot number if needed
   • Enter the expiration date

4. Handle Differences

   • Too many items? Enter an overage code
   • Too few items? System tracks the shortage
   • Damaged items? Enter a damage code

5. Print Labels

   • Press F6 to print
   • Labels show: LP, item, quantity, slot

6. Finish

   • Press F3 to exit
   • System updates inventory

Warning: Yellow means 30 days to expiry. Red means 45 days. Ask your manager before accepting.

Problem: PO not found? Check the number with the driver.

Task 2: Barcode Receiving (WF-002)

When to Use: For items with GS1-128 barcodes.

Steps:

1. Open UCI Receiving

   • Menu: Receiving, then UCI Receiving
   • Screen: PO237

2. Scan the Barcode

   • Point scanner at pallet label
   • System reads item, lot, date, and quantity

3. Check the Data

   • Make sure info matches the pallet
   • Fix any errors by hand

4. Link to PO

   • Enter the PO number
   • System checks if item is on PO

5. Confirm

   • Press Enter to save
   • System creates the license plate

Note: Barcode scanning is 40-60% faster than typing.

Task 3: Mixed Pallet Receiving (WF-003)

When to Use: For pallets with multiple items from one vendor.

Steps:

1. Open Super PO

   • Menu: Receiving, then Super PO
   • Screen: PO110C

2. Create or Select

   • New: Enter vendor code, press F6
   • Existing: Enter Super PO number

3. Add Items

   • Scan or type each item
   • Enter quantity
   • Enter expiration date
   • All items share one license plate

4. Complete

   • Press F3 when done
   • System prints one pallet label

Problem: Item not on any PO? Use No-PO receiving or call purchasing.

Exception Handling

Too Many Items (Overage)

Vendor shipped more than ordered.

1. Enter the full amount you received
2. Pick a reason code:
   • O1: Vendor shipped extra
   • O2: PO was wrong
   • O3: Making up for past shortage

Damaged Items

Items arrived damaged.

1. Enter the good quantity
2. Press F7 for damage entry
3. Pick a reason code:
   • D1: Shipping damage
   • D2: Product defect
   • D3: Bad packaging

Reference Information

Function Keys

Error Messages

Glossary

Getting Help

Need Help?

• System errors: IT Help Desk, ext. 4357
• PO questions: Purchasing Department
• Process questions: Your Receiving Supervisor
• Training: Contact HR

Document Information

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