Receiving

If you purchase inventory from vendors or process RMAs, the Receiving section of your Admin Area will serve a vital purpose. Before you learn about Receiving, you should be familiar with Products, Vendors, and Purchase Orders.

With your store's Receiving tool, you can process purchase orders from vendors, distribute new product into your stock, process returned merchandise, and enter new stock into your inventory. Please note that Receiving cannot be used to process outgoing drop-shipments to your customers. See How to Configure Auto Drop-Shipping for more information.

Getting Started

To get started, go to Inventory > Receiving in your Admin Area.

You can also click on any PO ID on the POs: Receiving or PO Items: Receiving section of the Purchase Orders page or on an RMA ID number for any unreceived RMA in Returns / RMAs.

Receiving Purchase Orders

This section will discuss how to receive inventory from vendor POs. If you arrive at the Receiving page directly from the Purchase Orders page, the items for the active purchase order should already be listed. 

If you arrive via Inventory > Receiving, you'll need to select PO# from the drop-down menu, enter the PO ID# for the PO you want to process, and click Prepare.

When the purchase order loads onto the page, the PO ID# and current status will be listed along with the following data:

PO

Product Code This column will lists the product codes for all products on the purchase order as defined on your products page.
Price This field contains the price you will pay for each unit of the product. This field is derived from the product's vendor rules but can be overwritten in this field.
Vendor Part No This is the vendor's part number as defined for the product within its vendor rules. Note that this is the vendor's product ID as opposed to the product ID within your store.
Qty This field contains the quantity of the product ordered through the initial purchase order. This field can be manually overwritten
Qty Received In this field, you'll define the exact quantity of each product being received. If you are receiving 5 units for a product you ordered 10 of, the PO will still be outstanding in your Admin Area and marked as Partially Received. For partially processed or fully processed POs, this field will also list how many units of the each product have been received.
Product Name This field lists the product's name, as configured in your store.
Shipping Cost (weight) This field lists the shipping cost for products on order. Note that this cost is initially calculated per the entire quantity of units ordered. If you process the PO as Partially Received, the shipping cost will be recalculated.

After you enter product quantities and configured the Prepare Shipments & Receiving page as needed, click Save. This will update the quantity of units that have been received plus the subtotal for all products received on the PO.

If you only process part of the items from a PO, click Distribute to update your inventory with product stock values according to the quantity being received. Note that for the Distribute feature to work, the product's stock cannot be null.

Processing RMAs

To process returned merchandise, click Receive Inventory from RMA# within any RMA's details page (Orders > Returns/RMAs).

You can also go to Inventory > Receiving, select RMA# from the drop-down menu, enter the RMA#, and click Prepare.

The following details are listed for each item to be received from an RMA:

ID This column contains the ID number as it relates to the Receiving page for RMAs. This is also the Order Details ID number relating to the order the RMA was created in regards to.
Product Code This column contains the product code for the products being returned through RMA.
Order Detail ID This column will report the Order Details ID for each product being returned.
RMAI ID This column reports the ID of the products listed in RMA Items within the RMA / Returns portion of the system. Each product being returned relates to.
Qty This column will report the quantity of each product being returned within each RMA.
Qty Sellable This column contains a field where you can enter the number of each product being returned that will be resold. For any fully or partially processed RMA, this column will display a number within each cell that will show the exact quantity of products that have been processed as damaged on the RMA.
Qty Damaged This column contains a field where you can enter the number of each product being returned that will not be resold, whether the product is defective, damaged, or in an otherwise unusable state. For any fully or partially processed RMA, this column will display a number within each cell that will show the exact quantity of products that have been processed as damaged on the RMA.
Product Name This column will contain the product name of each product being returned through the RMA. Clicking on a product name within this column will redirect to the product's options page within the Volusion admin.

After you configure each product within an RMA, click Save. Unlike receiving products, sellable quantities from RMAs are immediately returned to the stock of the appropriate products. Totals for sellable and damaged products will be listed at the bottom of each RMA after being processed and the RMA status will be updated accordingly.

Summary

Keep in mind that the Receiving page relies on various other portions of the system to be properly configured. Before using the Receiving tool, you should have a solid understanding of Products, Vendors, Purchase Orders, and RMAs