Receive Items for Sites

After creating a TIPWeb-IT purchase order, receiving the item(s) from a vendor, and shipping those item(s) to a site, TIPWeb-IT allows the administrative level to receive those shipped items on behalf of the site.  A purchase order shipment to a site must be in the status of In Transit before items can be received to the respective site.

Receive Items for a Site via Scanning Tags

This process allows the administrative level to receive items to a room located on the respective site, assign the status of the item (available or in use), assign the tag to the item, and record any required custom field data.

1. Click on , on the top navigation bar.

2. Filter the Purchasing grid to locate the desired purchase order.

3. Click on the respective purchase order's row.

4. On the Products tab, locate the desired product to receive.

5. Click on Ship to Site.  The Shipping Management window opens.

6. Click on Scan Tags on the respective In Transit shipment row.  The Receive By Tag window opens.

7. Select the room, from the Room field's drop down menu, to which you wish to assign this product.

8. Select the status of the product from the Status drop down menu.
   
   Available - assigns this item to this room for the purpose of later issuing it to an individual or another room.
   
   In Use - assigns this item to this room and designates it is not available to issue to another room, staff, or student.

9. Locate the item's Tag and scan it into the Tag field.

10. If extra data is required, enter/scan the data into the respective field.

11. If applicable, continue to scan all tags until the entire quantity of this product has been received (the Room and Status field will default to last user selected setting).  

12. Once all items have been received, a success message will display to communicate receiving for this product is complete.  Click Done to close the Receive By Tag window.

13. If applicable, continue to receive items for all respective In Transit shipments respective to this purchase order's selected product by following steps 6 through 12.

14. Click Done to close the Shipping Management window.
    

Receive Items for a Site via Importing Tags

This process allows the administrative level to receive items to a room, student or staff member located on the respective site by importing an XLS or XLSX file into TIPWeb-IT.  The file must contain the data for required fields (respective to the product and product type) as this process also requires the assignment of the item status (available or in use), assignment of the tag to the item, and assignment of any required custom field data.

WARNING: The import process must contain the exact number of tags shipped to the respective site per product.

1. Click on , on the top navigation bar.

2. Filter the Purchasing grid to locate the desired purchase order.

3. Click on the respective purchase order's row.

4. On the Products tab, locate the desired product to receive.

5. Click on Ship to Site.  The Shipping Management window opens.

6. Click on Import Tags on the respective In Transit shipment row.  The Receive By Tag Import Manager window opens.

7. Review the Import Details box to verify the desired file contains data for each of the Required Fields and/or Optional Fields.

8. Browse and select the desired file by clicking on Browse (located in the Upload File box).

9. If the desired file does not contain a header row,deselect the My Table Has Headers box by clicking on the box.

10. Click on Import.  The window refreshes with the file's data.

11. Select the active spreadsheet by using the Active Sheet drop down menu (located in the Actions box).

12. From the Settings box click the down arrow and select the type of location to which the tags will be imported, Room, Staff, Student.

13. Assign the type of data located in each column to the respective product's required and/or optional fields, using the drop down menus located in the blue header bar.

14. Click on Validate.  This reviews the file for possible issues and reports those findings in the Validation box.

15. When the validation message displays "Validation Successful!", click on Finish.  The Confirm Import window appears.

16. The message "You are about to finish your import. This action cannot be undone. Are you sure you want to finish your import?" displays.  Click OK.

17. The import brings in the tags, closes the Receive by Tag Import Manager window, returns you to the Shipping Management window, and updates the respective site's Received Tags count and Status.

18. Click Done to close the Shipping Management window.
    
    

NOTE:

When applicable, Purchasing Tickets display additional information after a tag is received into a room within a site.  This includes: who received the tag to the room, when the tag was received, room the tag was received into, tag number assigned to the asset, and respective serial number of the asset. 

A Purchase Order will remain in the status of Open until the district level administrator changes the purchase order status to Closed.  

This means products can be added to an Open purchase order indefinitely.  A purchase order can be closed without processing all of the products within it.  This does not affect editing, receiving from a vendor, shipping, and/or receiving for a site for existing products in the closed purchase order.  It merely locks the purchase order, preventing the addition of additional products and removing the ability to edit the details of the purchase order.  

Once closed, a purchase order has to be reopened by the administrative level.