Creating a blind receipt

A blind receipt is a one-step process for:

Receiving goods without a purchase order or ASN
Assigning each item to a location for putaway

To create a blind receipt:

From the left-hand navigation bar, select Receiving>Receive Purchase Orders. A list of receipts appears.
Select Add Blind Receipt up above. An Add receipt screen appears.
In the top of the page, for Receipt Date, the system automatically selects the current date as the date of record for the receipt. If the date is different, you can change it by clicking the calendar icon to the right.
The Use as Item Receipt Date checkbox lets you specify whether you want each item on the receipt to inherit the date showing in the Receipt Date field as its Item Receipt Date.
- If you want each item on the receipt to inherit the Receipt Date as its individual Item Receipt Date, check this box. (You can also edit each item on the receipt individually to assign an Item receipt date.)
- If you want to leave the Item Receipt Date empty (or null) for each item on the receipt, make sure the box is unchecked.
- After SmartTurn has received the items into inventory, you can go in to each inventory item record and edit the Item Receipt Date as needed.
In the Due Date field, select the date the receipt is due to be received.
In the Scheduled Receipt date field, enter the date the receipt is planned to be received in.
Under Assigned To, enter the user who will complete this receipt.
In the Vendor field, enter the vendor.
Optionally, enter a Priority for the receipt.
As applicable, enter an active Owner, Broker, and/or Carrier. More information...
If you enter an Owner on the receipt, then all of the other business affiliates on the document must have a Business Affiliate Owner that is either not set or is set to the Owner on the receipt, and all of the receipt items must have an item master Owner that is either not set or is set to the Owner on the receipt.
Under the Receipt Details tab:
- For Shipment reference, enter the shipment reference number.
- For Container #, enter the ID for the container the goods arrived in.
- For Dock #, enter the dock number where the goods were unloaded.
- For Bill of lading, enter the ID for bill of lading that came with the shipment.
Under the Comments tab, enter any comments about the item(s) in the blind receipt.
If you have defined custom fields, enter the information under the Custom tab as needed. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
Down below, in the Receipt Items table, select Add. A Lookup Item Master screen appears.
The Lookup Item Master screen provides several ways for you to find items to add to purchase orders, blind receipts, and sales orders, or to adjust from zero when adjusting items or performing cycle counts.

To select one or more item masters from the list:
1. If you see the item(s) you want in the list, check the box(es) to the left of the item(s).
2. Click OK at the bottom of the screen. The Lookup Item Master screen closes, and the items you selected are added to the table of items in your document.
To search (or filter) for item masters from the list:
1. Choose a search field (or combination of fields) from the list at the top of the Lookup Item Master screen
  - enter a full or partial Item #, Description, Product ID, Preferred Vendor, Vendor Code, Owner, and/or Owner Code
    If you don't know the exact number or name, enter the first few characters and select Search. The list will only bring up item masters including those characters. If you only know the first character, enter the one character, select Search and the list will display all item masters including that character. See example..
    
    Note that in many cases SmartTurn has already applied a filter to the list to help you in your selection. For example, if you enter a Vendor on a purchase order, the item master lookup is pre-filtered by preferred vendor. If you enter an Owner on a purchase order, the item master lookup is pre-filtered by item master owner.
  - and/or select a Group from the drop-down list
  - and/or check the Stockout items only check box
2. Optionally, select a value from the Show Availability Data drop-down:
  - None lists just the Item # and Description information
  - Qty on hand lists the Total Qty on Hand in addition to the Item # and Description information
  - Atp lists all of the availability information for each item master, including Total Qty on Hand, Available to Promise, and Over (Under) Stock, in addition to the Item # and Description information
  - The Show Availability Data drop-down is "sticky," meaning when you choose a value, that value remains until you either change it again, or until you log out of SmartTurn. (The default value is always None when you log back in to SmartTurn.)
  - Known Limitation: Setting Show Availability Data to Atp may cause the Matching Results in your Item Master Lookup to load a little more slowly.
3. Click Search. The list below refreshes with only the items that match your search criteria.
4. If you see the item(s) you want in the list, check the box(es) to the left of the item. (If you don't see what you want, refine your search criteria.)
5. Click OK at the bottom of the screen. The Lookup Item Master screen closes, and the items you selected are added to the table of items in your document.
To sort item masters in the list:
1. Click any column header on the list of item masters. The list below refreshes, sorted ascending or descending by that column. Click the column header again to sort the other way. (If your item masters span several pages, SmartTurn includes all pages in the sort.)
2. If you see the item(s) you want in the list, check the box(es) to the left of the item. (If you don't see what you want, sort on a different column, or search on one of the search fields.)
3. Click OK at the bottom of the screen. The Lookup Item Master screen closes, and the items you selected are added to the table of items in your purchase order, blind receipt, or sales order.
- If you have selected a vendor for this receipt, by default, you will only see those items for which that vendor is listed as the preferred vendor. If you want to view all the item masters, clear the Preferred Vendor field. You can also filter the list by Item #, Description, Product ID, or Group, or search for Stockout Items. See Item Master Lookup screen instructions.
Select items from the list of item masters by selecting the check box to the left of each item, then selecting OK at the bottom. The items you selected appear in the Receipt Items table.
- Select a value from the Show Availability Data drop-down according to how much availability information to display for your items. Then click Search. See Item Master Lookup screen instructions.

After you have added your items, under Receipt Items, make any needed changes to the items:

Edit the attributes of any receipt item: You can enter or change Lot #, Expire date, Serial #, Product ID, or Location for each receipt item. If you want to edit additional information, such as Item receipt date, Details, or Condition, check the receipt item on the left and select Edit... above.
- Items on the receipt that are Expiration Date Controlled cannot be received without an Expire date.
- Items on the receipt that have Serial Control set cannot be received without a Serial #. You may need to split the line if you want different items on this line to have different serial numbers. More info...
  To split is to separate line items of the same item master. This is useful for instance if you need to enter different attributes, such as different serial numbers.
  
  There are two ways to split the quantity in single line items:
  - A basic Split splits the single line item into two line items. The first line has the original quantity and the second line has zero quantity. Adjust the quantities between the two lines.
  - A Split by Qty splits the single line item into as many lines as there is quantity. For example, if the quantity is 10 ea, Split by Qty creates 10 lines that each have quantity 1 ea.
  - On a receipt, you may need to put away different quantities of the same receipt item to different locations, assign serial numbers or different expire dates, etc.
  To Split a receipt item or Split by Qty:
  1. Select the check box on the far left of a row for an item you would like to split.
    - For a basic Split, select Split up above the receipt list. The screen refreshes, with the single line split into two rows, and the receipt still editable. The Received qty SmartTurn displays in the upper of the two rows is the original Received qty. The application sets the Received qty in the lower of the two rows as zero.
    - For a Split by Qty, select Split by Quantity in the toolbar above the receipt list. The screen refreshes, with the single line split into separate rows—each row has a Received qty of one.
      The unit of measure (UoM) for the split line(s) is always the same as the original line's receiving UoM, so if you split an item received in cases, the added line(s) will be in cases. You can always edit this when you key in the actual quantities.
  2. For a basic Split, key in your adjusted Received qty for both rows. (For a Split by Qty, the Received qty is already 1 per line.)
    If you defined custom fields, the new (split) line has the same value for each custom field as the original line did. Important Note: This value is different than any defaults defined the Business Process Details if you edited the custom field value on the original line before splitting it.
    
    Tip: If you want to assign Serial numbers (or different putaway Locations, License #s, Lot #s, etc.) to some—but not all—of an item’s quantity, you can use the Split function to separate off single quantities. For instance, if you have an original Received qty of 5, and 2 of the quantity require serial numbers (or different putaway Locations, License #s, Lot #s, etc.), you could split a line, and then split it again. The result would be three rows of the same item.
  3. When finished, select Receive to receive the items into inventory. A closed receipt appears.
    Or, select Save or Save & Continue Editing to save the receipt and receive it later.
    
    If you close the receipt, note that SmartTurn displays the Ordered qty on the rows you split as the original total ordered quantity.
    
    If the sum of the Received qtys in the split rows does not equal the original Received qty, SmartTurn does not prevent the receipt from closing. The PO, however, remains open until you receive all items, or manually close the PO.
- If you defined custom fields, check the receipt item on the left and select Edit... above to enter the fields. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
Change the putaway unit of any receipt item: By default, inventory items are putaway (stored) in their Standard Unit, which is set in the item master. (This may not be the unit of measure that the item is being received in.) Use the Putaway UoM drop-down to select the unit of measure the inventory item should be stored in. More info...
Edit the measurements of any receipt item:
- Under Cube, Dim Wt, and Pallets, you can enter the volume, dimensional weight, and pallets being received, respectively. By default, these values are taken from the item master.
- Under Putaway Cube, Putaway Dim Wt, and Putaway Pallets, you can enter the volume, dimensional weight, and pallets being put away, respectively. By default, these values are based on the Putaway UoM and its measurements in the item master.
  Most of the item, these two sets of measurements are identical. However, having two sets of measurements allows you to capture differences between the warehouse operation and the inventory item. For example, when you receive the item from your vendor, it may have a Cube of 3 cubic feet. But after you take off the protective pacakging, it may only have a Putaway Cube of 2 cubic feet, and only take up 2 cubic feet in your warehouse.
Delete a receipt item: Check the item(s) you want to delete and select Delete above.

Assign a license number to a receipt item

You can assign license numbers to receipt items in two different ways:

When you're receiving a Purchase Order

When you're adding a blind receipt

Receiving>Receive Purchase Orders, then click Receive up above

Ordering>Purchase Orders, then highlight a PO and double-click to view details. On the View Purchase Order #: PO-nnn screen, down below under PO Items, check each line and click Receive selected

Receiving>View Receipts, then click Add Blind Receipt up above

To assign a license number to a receipt item:

Enter the license number in the Lic # field in the Receipt Items table. Repeat as you like for other items.
Complete other receipt details.
Click Save or Save & Continue Editing to save the receipt.

To assign a license number to multiple receipt items at the same time:

Click the check boxes to the left of the receipt items to which you want to assign the same license number. (All the items you select must be on this page. You can repeat these steps on each page of the receipt if you have several pages of items.)
Select Assign Lic # up above. An Assign Lic # screen appears with a list of license numbers.
- If the license you want to assign is not in the list, you need to add it to the system. Click Cancel to close the Assign Lic # screen and see To add a license number and assign it to a receipt item, below.
Click the check box to the left of the license you want to assign to the item. Click OK. The Receipt screen appears and the license number is assigned to the receipt item.
Click Save or Save & Continue Editing below.

To add a license number and assign it to a receipt item:

Check the checkbox next to the receipt item to which you want to assign the new license number.
In the toolbar above the Receipt Items table, click Add New Lic #. An Add New Lic # screen appears where you can enter license number details.
- A default license number appears in the License # field. You can accept this number, or assign a unique number.
- Enter the License Reference (the owner of the license). (This is optional.)
- To place an item on hold: Select the On Hold? check box, then select a hold reason from the Hold type drop-down.
  To see how holds work, see License holds.
Click OK below. SmartTurn automatically applies the license to the selected receipt item.
Even if the receipt is cancelled, SmartTurn keeps the license number permanently added to the list of license numbers.

Change the license number assigned to a receipt item
To change the license number assigned to multiple receipt items:
1. Click the check boxes to the left of the receipt items. (All the items you select must be on this page. You can repeat these steps on each page of the receipt if you have several pages of items.)
2. Select Assign Lic # up above. An Assign Lic # screen appears with a list of license numbers.
3. Click the check box to the left of the new license you want to assign to the item.
4. Click OK below.
Remove a license number from a receipt item
To remove license numbers from multiple receipt items:
1. Click the check boxes to the left of the receipt items. (All the items you select must be on this page. You can repeat these steps on each page of the receipt if you have several pages of items.)
2. Select Remove Lic # Assignment up above.
3. Click Save or Save & Continue Editing below.
Putaway items to the same location
To putaway items to the same location:
1. Click the check boxes to the left of the items to which you want to assign the same putaway location. (All the items you select must be on this page. You can repeat these steps on each page of the document if you have several pages of items.)
2. Select Put to same loc... up above. A search screen appears with a list of locations.
  The locations listed in the Location finder are all able to receive goods. SmartTurn filters out locations from this list that are currently unable to receive goods (because they are at capacity, on hold, etc.).
3. Click the check box to the left of the location you want to assign to the items.
4. Click OK below. The location you chose is assigned to the receipt items you checked.
Split receipt items, or Split by Quantity
To split is to separate line items of the same item master. This is useful for instance if you need to enter different attributes, such as different serial numbers.

There are two ways to split the quantity in single line items:
- A basic Split splits the single line item into two line items. The first line has the original quantity and the second line has zero quantity. Adjust the quantities between the two lines.
- A Split by Qty splits the single line item into as many lines as there is quantity. For example, if the quantity is 10 ea, Split by Qty creates 10 lines that each have quantity 1 ea.
- On a receipt, you may need to put away different quantities of the same receipt item to different locations, assign serial numbers or different expire dates, etc.
To Split a receipt item or Split by Qty:
1. Select the check box on the far left of a row for an item you would like to split.
  - For a basic Split, select Split up above the receipt list. The screen refreshes, with the single line split into two rows, and the receipt still editable. The Received qty SmartTurn displays in the upper of the two rows is the original Received qty. The application sets the Received qty in the lower of the two rows as zero.
  - For a Split by Qty, select Split by Quantity in the toolbar above the receipt list. The screen refreshes, with the single line split into separate rows—each row has a Received qty of one.
    The unit of measure (UoM) for the split line(s) is always the same as the original line's receiving UoM, so if you split an item received in cases, the added line(s) will be in cases. You can always edit this when you key in the actual quantities.
2. For a basic Split, key in your adjusted Received qty for both rows. (For a Split by Qty, the Received qty is already 1 per line.)
  If you defined custom fields, the new (split) line has the same value for each custom field as the original line did. Important Note: This value is different than any defaults defined the Business Process Details if you edited the custom field value on the original line before splitting it.
  
  Tip: If you want to assign Serial numbers (or different putaway Locations, License #s, Lot #s, etc.) to some—but not all—of an item’s quantity, you can use the Split function to separate off single quantities. For instance, if you have an original Received qty of 5, and 2 of the quantity require serial numbers (or different putaway Locations, License #s, Lot #s, etc.), you could split a line, and then split it again. The result would be three rows of the same item.
3. When finished, select Receive to receive the items into inventory. A closed receipt appears.
  Or, select Save or Save & Continue Editing to save the receipt and receive it later.
  
  If you close the receipt, note that SmartTurn displays the Ordered qty on the rows you split as the original total ordered quantity.
  
  If the sum of the Received qtys in the split rows does not equal the original Received qty, SmartTurn does not prevent the receipt from closing. The PO, however, remains open until you receive all items, or manually close the PO.
Enter serial numbers for serial-controlled items

When finished, select Receive to receive right away, or Save or Save & Continue Editing to save the receipt.
- Selecting Receive receives the items in to inventory, and changes the status of the receipt to Closed. The receipt is no longer editable. It appears on the list at Receiving>View Receipts. The individual receipt items appear on the list at Receiving>Receipt Items List, each with a status of Closed.
- Selecting Save or Save & Continue Editing changes the status of the receipt to Saved. The receipt is still editable, and appears on both lists at Receiving>Expected Receipts and Receiving>View Receipts. The individual receipt items appear on the list at Receiving>Receipt Items List, each with a status of Saved.
  - It is good practice to choose Save & Continue Editing after you add items, before you start making edits to the lines.