1 8/21/2014
FEATURES OF SWMS RECEIVING SWMS Receiving provides the Operating Company with the ability to: Choose the receiving method that best suits their needs. Easily check in inbound receiving and gather accurate additional data (such as temperature, lot number, and expiration date) using the PO worksheets. Simultaneously check in multiple POs. Track inbound receiving/items by assigning a licensee plate (unique ID) to each pallet of itemss entering the warehouse. Effectively manage receiving and putaway time. Make inbound receiving/items available for order allocation as soon as possible. Obtain up-to-date inventory information. 2
METHODS OF RECEIVING SWMS provides two methods of receiving: CRT - All receiving activities can be performed using the CRT. There are two ways in which items can be checked in using the CRT method. The receiver can either: 1. Record quantities and other information on a worksheet. Then, enter the worksheet informationn into SWMS via a CRT. OR 2. Enter quantities and other information directly into SWMS via a CRT. This can be done when there are CRTs on the dock. HAND-HELD RADIO FREQUENCY (RF) DEVICE - Thee RF method provides the operating company with a fast, accurate, and efficient means of checking in items. The RF method uses a hand held radio frequency device. Information is transmitted to and from the RF device via radio frequency. The RF device contains a: Scanner used to scan bar codes. Screen used to display SWMS information and enter information. 3
SWMSS RECEIVING RECEIVING MAIN MENU OPTIONS View - View the PO by line item in NEW, OPN, or SCH status. PO-Open - Open the current PO for processing. Check-in - Screen used by receiving personnel to check product in. Release - Sends the open PO back to scheduled status. Close - Closess the current PO. Once PO is closed inventory is updated. Assign - Assigns a carrier for a PO. Print - Print PO worksheets, license plates, pallet worksheets and reports from this screen. Exit - Returns to the previous screen. 4
STATUS OF PURCHASE ORDERS NEW - The PO has been created on the AS400 and has scheduled or opened. been sentt to SWMS. It has not been SCH - The PO is in scheduled status. It has been givenn a receiving appointment or it has been opened and released. OPN - The PO is in open status. It is ready to be received or is in the process of being received. CLO - The PO has been closed. It can only be viewed inn the Proforma correction screen. Changes (catch weights and quantity) can be made to a closed PO through the correction screen. 5
CHECK-IN FEATURES Data - This screen is used to enter additional data (temperature, expiration date). lot number, catch weight, and Item - Ti Hi changes are made through this screen. Release - This will allow the user to Release a line item off a PO. made. An extended PO (00012345001) number. Used if a Ti Hi change is Print - Reprint - Reprint a license plate. Demand - Allows receiver to create additional license plate forr overages or damaged product. Status - Allows user to change the status of a license plate. AVL - License plate is available for sale. Orders cann be allocated against this pallet of product. HLD - License plate is on hold. Orders cannot be allocated against this pallet of product. The pallet on hold is included in the Quantity on Hand (QOH). Exit - Returns the user to the Purchase Order Overview screen. 6
SWMS RECEIVING DOCUMENTS SWMS Receiving provides PO worksheets and license plates. PO Worksheets - a listing of the Purchase Order and includes: System assigned: License plate number (bar-coded and printed) Putaway location Bar-coded Purchase Order number Notification of additional data required (temperature, weight, etc.) The PO worksheet is used by the receiverr during check-in. dependent on whether the method of receiving is RF or CRT. How the worksheet is used iss License Plates - A license plate is a bar-coded pallet tag which is affixed to each pallet that iss received. The license plate contains a unique number that identifies a pallet. Every pallet of items that enters the warehouse is assigned a license plate. License plates are bar-coded for RFF dataa entry and contain information about the pallet such as the: Associated PO. System-assigned license plate number (bar-coded and printed). System-assigned putaway location. Quantity, item description, receiving date, etc. 7
PRE-DEFINED RECEIVING SYSTEM PARAMETERS Prior to SWMSS implementation, operating company management will determine how the following files, data, and system flags will be configuredd to affect Receiving logic. Syspar File ( Flags) Expiration Warning Days - The number of days (prior to the expiration date or expiration of shelf life), thatt the license plate will appear on the Expiration Warning Report and create cycle count assignment tasks. (if Create Expiration Cycle Count flag is set to Y ). Overage - Whether or not you want the system to allow Receivers to receive overagee quantitiess (without and extended PO) and, if yes, the quantity that can be received. N = No Overage U = Unlimited T = Ti P = Pallet Percent of Tolerance - The percent of tolerance you want the system to allow for receiving of catch weight items. This will also affect the recorded weight of the items on inventory. Can be 01 through 99. Example: Flag set at 10, system will allow a variation of +/- 10% of the average weight shown in the Item Detail Record. PO Retentionn Days - The number of days that closed Can be 01 through 55. Purchase Orders will remain on SWMS. 8
REPORTS Purchase Order Overview (RP1RA) - Provides a listing of all Purchase Orders currently in thee system and the status, buyer, vendor, and quantity of each Purchase Order. The report is sequenced by area and ascending PO number. Suspect Material Report (RP1RC) - Provides a listingg of all license plates that were put on- sequence. Received Pallets Without Locations (RP2RA) - Provides a listing each morning of all license hold (for various reasons) prior to the closing of the PO. Report is in ascending PO number plates that have been scheduled for the day s receiving but have not yet been assigned home locations. Report is in ascending license plate number sequence. Received Pallets Not Putaway ( RP2RB) - Provides a listing of all license plates that have been checked in but have not yet been confirmed as put away. Report is sequenced by ascending license plate number. Items Without Home Slot on New/Scheduled POs (RP3RA) - Provides a listing of all items thatt are new or scheduled to arrive but have not yet been assigned a home slot for put away. The report is listed in descending scheduled date order.. Receiving Pallet Worksheet (RP4RA) - Provides a listing, by vendor, of all items received and the pallet type, Ti Hi, and quantity. Listed in the same order as the PO worksheet. 9
PROFORMA CORRECTIONS The Proforma Corrections functionn in SWMSS is used by Inventory Control to adjust receivedd quantities and weights. When a pallet is confirmed putaway (but the PO is not closed), inventory and the related un-vouchered AP accountss are offset for the partial amount andd appears on the Summary of Proformas as partial receipts. Upon closing a PO in SWMS, a CLO transaction flowss to Accounts Payable and a Proforma iss created. The Proforma is matched to the PO ordered quantity and a Task Manager message iss created if the quantity is less than the ordered quantity. When the invoice in entered into Accounts Payable, the Proforma is automatically matched to thee invoice. Task Manager messages are sent to Inventory Control and Merchandising for differences between the invoiced quantity and weight. 10
RECEIVING EXCEPTIO ONS After the first matching process, receiving exceptions found will generate a Task Manager message. When a receiving exception message appears, the exception is researched and either the Proforma amount is confirmed or adjusted, a reasonn code is assigned to the Task Manager message. The receiving exception reason codes are: BR - Buyer Error CL - Clerical Error DM - Damaged RC - Receiving Correction Upon confirmation of the Task Manager message, the Merchandiser has access to the Proforma to make any freight adjustments. 11
INVOICE EXCEPTIONS An invoice exception is generated after the second matching process. Invoice exceptions are generated for the following situations: 1. The Proforma quantity and weight does not equal the invoice quantity and weight, OR 2. The Proforma price does not equal the invoice price, and the invoice exception does not equal the receiving exception. Task Manager messages are generated for invoice exceptions. Research the exceptions and confirm the Task Manager messagee just as the receivingg exception. The invoice exception reason codes are: BR - Buyer Error CL - Clerical Error DM - Damaged RC - Receiving Correction VN - Vendor Exception 12