Receive Purchase Order Items
Receive the ordered assets, components, or consumables from the vendor.
When the purchase order items are ready to be received, you can record the details of the received items in the Purchase module. These assets will automatically be added under the assets module, making it easy to track and manage them.
You can receive items either completely or partially. When you receive items partially, the purchase order status changes to Partially Received. When you receive all items, the status changes to Items Received.
AssetExplorer Cloud lets you manually input received items, scan vendor barcodes/QR codes, or generate codes to add items to the application.
Role Required: SDAdmin, Technicians with Edit permission to Purchase
Receive Items
- Go to the Purchases module and open a purchase order. Ensure you select the respective customer from the filter in the header.
- In the purchase order details page, go to Actions > Receive items. The Receive Items pop-up opens.
- In the pop-up displayed, enable the checkbox beside each received asset.
- To receive assets/components,
- If the asset/component is associated with only one site, select the site and specify the Quantity of the items to be received.
- If the purchase order is associated with multiple sites, select each site and Quantity of items received at the site.
- To receive consumables, enable the checkbox beside each received consumable in the Receive Consumable(s) section.
- To receive software, enable the checkbox beside each received software. Based on the quantity received, use the
and
options to add/remove software. Use the pointers below to fill in the fields.
- Select the type of license as either Standard or Upgrade.
- Select the Site associated with the software. If the software is available for all sites, enable the Organization License check box.
- Specify the License Type from the drop-down.
- Enter the License Count and the License Key.
- Specify the number of Installations or Users allowed.
- After configuring the Receive Items pop-up, click Receive Items.
You can receive up to 1000 items in one batch for a purchase order.
Receive Items with Barcode/QR Codes
You can receive items in the purchase order and add them to the assets module by scanning the barcode/QR codes of the items.
To receive assets using a barcode/QR code,
- Go to the Purchase module and select the respective customer from the filter in the header.
- Open the purchase order you wish to receive items for.
- Click Actions > Receive with barcode/QR code.
- In the Receive Asset(s) pop-up, select the Product Name. According to the type of product chosen (assets/component/consumable), the fields will differ. Use the pointer below to configure the fields.
Fields | Asset/Component | Consumable |
Count | Specify the count of items to receive. | This field is locked for this option. |
Price | This field is uneditable by default and specifies the total amount of the product order. | |
Track Consumables | - | This field is uneditable. For IT consumables, this field will by default be tracked with batch/lot details and for non-IT consumables, without batch/lot details. |
Receive Quantity | - | Specify the quantity of consumables you wish to receive. |
Receive By* | You can either receive the items by scanning the barcode/QR code on the item or generate codes for the items to add them to the application. | |
Receive By Scan | ||
Scan | In this field, you can either scan the assets/consumables using an external scanner or manually enter the code and press Enter to add it to the Scanned item(s) list. | |
Scanned Items | All scanned items will be listed here. | |
Location | Enter the location where the items are scanned. | |
Mapping Field | Map the scanned or manually entered barcode/QR code number to Service Tag, Asset Tag, or Serial Number. | |
Site* | Enter the site to associate the scanned items. | |
Comments | Enter comments, if any, regarding the items scanned. | |
Receive By Code | ||
Location | Enter the location where the items are added. | |
Mapping Field | Map the code to be generated to either the Service Tag, Asset Tag, or the Serial Number. | |
Site* | Enter the site to associate the scanned items. | - |
Sequential Generation | To generate the code sequentially, enter the Prefix, Suffix, Starting From* number, and Comments, if any. | - |
Manual Generation | Enter the codes and separate each code by a comma (,). Enter comments, if any, regarding the codes. | |
*Mandatory Fields
- Click Receive with barcode/QR code. The (No. of) Assets added will be displayed in the Asset addition status section.
While generating codes to receive items with barcodes/QR codes, you can customize and print the QR codes to stick on the asset/consumable. Learn more
After all the items have been received, the purchase order moves to the closed status.
You can track the items received in the Received Items tab within the purchase order.
All the products received from the purchase order will be automatically added as an asset, component, or consumable, respectively, in the Assets module.
Print Barcodes/QR Codes
In the Receive Asset(s) pop-up, fill in the Generate barcode/QR code and add assets and the Asset addition status sections.
After the assets are added, click Continue to print.
In the Print barcodes/QR codes section, choose the type of code: Barcode or QR code.
Choose the Label Property from the drop-down to customize the barcode/QR code to your requirements.
- To add a new label property, click
beside the drop-down and fill in the fields.
- Enter the Property Name and Description.
- Enter the Label Size in inches.
- Specify the number of Labels in a row and the Gap between labels to print.
- Select the Site of the items.
- Add any text to be displayed below the QR code in Static Text.
- In the Asset Field, choose the field that should display the code. You can select from Name, Barcode/QR code, Service Tag, or Serial Number. The code will be stored in the selected field on the asset details page.
- Click Save after configuring the label properties.
The Site and Asset Field options will only appear for the QR code label properties.
The barcode/QR code generated will be displayed in the preview box in the Print barcodes/QR codes section.
You can either Print, Test Print, or print the barcodes/QR codes later by selecting the appropriate option.
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