Updated: July 9, 2021 10:36am

Chapter 22. Batch Receiving

Prism 1.14.7 User's Guide Chapter 22. Batch Receiving PDF

Prism 2.o User's Guide Chapter 22. Batch Receiving PDF

Batch receiving enables retailers to:

  • Easily update multiple ASNs
  • Receive multiple packages against an ASN
  • Automatically mark documents when assigned packages are scanned
  • Optionally prevent updating until all packages are received

Batch Receiving is especially useful when large shipments are sent using multiple trucks or on multiple pallets. Each shipping package number identifies a carton, pallet or crate associated with the shipment. The retailer can scan packages as they arrive. Prism will automatically mark documents to receive the units into inventory.
Basic Steps for Batch Receiving
1.    Create a purchase order to order the items. Allocate item quantities to individual stores as needed.
2.    Generate one or more ASN Vouchers from the PO (or create new ASNs that reference the PO).
3.    (optional) Add shipping package numbers to individual ASNs.
4.    (optional) In Batch Receiving, scan package numbers (or enter the numbers) as pallets or cartons are received.
5.    If using shipping packages, ASNs will be automatically marked when all shipping packages are received. Otherwise, mark the ASNs you want to include in the update.
6.    Click Received Marked to auto-generate receiving vouchers from the marked ASNs.

Single Package Number on Multiple ASNs
A single package number can be referenced on multiple ASNs. For example, suppose a retailer has ordered two shipments and the vendor has sent two ASNs. One order was very large and the other small. The shipping containers won't hold all the merchandise in a single carton for ASN 1; therefore, the vendor has packaged the merchandise for ASN 1 into three separate cartons: 123, 456 and 789. For ASN 2, the vendor could put the merchandise into one of the existing cartons to reduce shipping costs. That Package No (123) now exists on both SN 1 and ASN 2.

Permissions related to Batch Receiving
You will need standard permissions for ASNs, purchase orders and vouchers. In addition, there are a few special permissions that are related to the Shipping Packages feature. Note: The "Allow Missing Packages" Permission is not enforced in the initial release of Batch Receiving in 1.13.1 This permission will be made available in a future version of Prism.

Permission Description
ASN Vouchers - Flag Packages as Received Allows group members to select the Received flag on ASN Vouchers. This enables you to select/clear the flag as needed.
Vouchers - Allow Missing Packages Allows group members to update vouchers if one or more package numbers have not yet been marked Received.

Node Preferences > Purchasing > Vouchers
Require all specified packages for receiving: This preference, if enabled, requires that all packages associated with an ASN be marked as Received before the ASN can be marked. Users are not able to mark an ASN that has packages yet to be received. When the user clicks on the check mark, nothing happens. Note: Users who belong to a group with the "Vouchers - Allow Missing Packages" permission can mark ASNs.  
Step 1. Create a Purchase Order and allocate items
Batch Receiving is typically used in a centralized environment in which an employee at the backoffice creates a purchase order to order merchandise from a vendor.
At the HQ or other backoffice location, create a purchase order that lists the items being ordered.
Click the Show Allocations button and then scroll down to the grid where you can enter an Order Quantity for individual stores.
When you finish listing the items and allocating quantities to stores, save the PO.

Step 2. Generate ASN Vouchers from the PO (or reference PO on new ASN
When the vendor ships the merchandise, generate an ASN from the purchase order (or create a new ASN that references the ASN). Depending on how the PO items are allocated, there may be a single ASN or multiple ASNs associated with a single purchase order. When generating ASNs from a purchase order, you select the stores for which ASNs will be generated. You can edit the ASN if necessary (for example, if the vendor has informed you that one of the ordered items is unavailable).
Display the PO and then click Options > Generate ASN Voucher. (Note: Alternatively, you can create a new ASN and enter the PO Number on the ASN.)
If items were allocated to multiple stores, on the next screen, select the stores for which ASNs will be generated. Use the Select All button to select all stores, or click the left-most column for individual stores. Click OK to start the ASN generation process.
A dialog informs you how many ASNs were generated. Click Close.

Step 3. Add Package Numbers to ASN
Batch Receiving typically involves the use of shipping package numbers, but it is not mandatory. Shipping package numbers identify the pallets or cartons of merchandise. When the merchandise is received (e.g. at the loading dock), an employee can scan the shipping package number barcode. Scanning the package number automatically mark the number as "Received."

Search for an ASN
Use ASN Lookup to search for the ASN(s) that were generated from the PO.
Select an ASN and click the View button. The ASN is displayed.
At the bottom of the ASN voucher is an Options button. Click the Options button and select Shipping Packages from the Voucher Options menu.
A screen is displayed for adding/removing Shipping Packages.
Add shipping packages
Enter the number in the text field and click the Plus sign.  The number is added to the list. Enter additional Shipping Packages in the same manner. Each number has a Received flag. Users with the required permission can edit this flag to indicate that the shipment has been received. Depending on preferences, all packages may have to be marked Received to update the receiving voucher.
When finished, click the Close button at the bottom of the screen.

Step 4. Find ASNs and Scan Package Numbers in Batch Receiving
Access Batch Receiving
Select Store Operations > Receiving > Batch Receiving


The Batch Receiving area has a toggle screen that enables you to switch back and forth between ASN view and Shipping Package view.
By default, you don't have to mark shipping packages as received; however, if the "Require all specified packages for receiving" preference is selected, you are required to receive all of an ASN's shipping package numbers before you can mark the ASN for a batch update.

ASN Search
When you access Batch Receiving, there may be a large number of ASN vouchers. You can filter the list to find the specific ASN(s) you need.
Click the ASN Search button. In the Filters area, select a filter element from the Search By drop-down. In our example, we are searching by PO No. Enter the desired filter criteria, select an operator (e.g. "Contains" or "Equals") and click Search.
A list of matching records is displayed. For each ASN listed, you can see the total number of packages and the number of packages received.
Scan Packages

If the ASN has Shipping Packages associated with it, click the Scan Packages button. The interface is updated to show a list of Received Packages in the top pane and Marked ASNs in the bottom pane. The Received Count and Expected Count columns enable you to track how many more packages remain to be scanned for an ASN. A text field for scanning or searching for packages is available on the top right part of the screen.

search for shipping packages

Place the focus in the Scan Packages text box and scan (or type) the number. If you type the number, click Search or press . If the number is found, it is automatically marked as Received. In the Marked ASN list, you can see the total number of shipping packages and the number received for each ASN.
When you scan the final package for an ASN, the ASN is automatically added to the lower pane and marked.

Marking ASNs manually
Click the check mark in the left-most column and then click the Mark ASN button. This marks the ASN for inclusion in the batch update. If necessary, you can click the Unmark ASN button to remove the ASN from the batch update.
Note: If an ASN has already been received, you won't be able to select it in the list of ASNs.
Note: If the ASN has shipping packages associated with it and the preference to require that all packages be received is enabled, then you won't be able to mark the ASN until all packages have been received.
Step 5. Update Marked ASNs
When you have finished marking ASNs, click the Received Marked button on the bottom pane. For each marked ASN listed, a receiving voucher is generated and updated. You can see these auto-generated vouchers in the Voucher area 
Viewing Packages Received and Total Packages in ASN Search Results
The Total Packages column displays the number of shipping packages associated with each ASN. If you click the number, the Shipping Packaged dialog is opened, enabling you to add or delete numbers, or mark numbers as received.
 Return a Shipping Package
This process is different from returning merchandise to a vendor. This process removes a shipping package from the list of Received packages. Display the list of shipping packages for the voucher. To do this, navigate to Store Operations > Receiving > Batch Receiving. A list of received packages is displayed.
In the Search field, enter all or part of a package number and click Search.
Click the return button for the package to be returned. When you click the return button, the package number is marked as "not received" (the "Received" check box is cleared).  Unmarking an ASN does not return the packages.  This is intended, so that if the ASN needs to go in a different batch, it can be unmarked from the batch.  In this case even though you unmarked the ASN, the package was still scanned and received.
ASN Date Fields
At the top of the ASN is a set of date fields that enable you to track the shipment's progress.

Date Field Description
Created Date Date the ASN was created. Default = current date
Post Date Date the ASN was posted to headquarters or POA. Default = current date
Last Edit Date Date the ASN was last changed. The default is the current date. Each time a user edits the ASN, the Last Edit Date is updated.
Arrival Date Date the shipment is expected to arrive. Default = Open

Marked ASN columns
The following table lists the columns in the marked ASNs grid (lower pane) :

Marked ASN Column Description
ASN No ASN number. Sequential number assigned to each ASN
Marked If selected, indicates the ASN is ready for batch update. To mark and ASN, click the check mark in the left column and click the Mark button.
Packages Received The number of packages received.
Total Packages The total number of packages.
PO Number The purchase order number referenced on the ASN voucher.
Vendor The vendor from whom the items are being received.
Associate The employee who created the ASN voucher.
Voucher Total The total value of the items on the ASN voucher.
Voucher Subtotal The subtotal value of the items on the ASN voucher.
Modified By Employee who last modified the ASN voucher.
Modified Date Date the ASN voucher was last changed.

Shipping Packages on Return Vouchers
The vouchers generated from Batch Receiving are the same as other vouchers; therefore, if you need to send merchandise back to the vendor, create a new return voucher and list the item(s) being returned.
Editing Shipping Packages on Updated Vouchers
You cannot edit the Received flag for a Shipping Package after the receiving voucher has been updated.