Receive Products

TIPWeb-IT allows newly acquired items to be assigned to your sites through the Purchasing page.  Receiving items to your site requires one or more products within a purchase order to be in the status of In Transit.  The district will send a Pick Ticket with the new items.  

Using the Purchasing Ticket, TIPWeb-IT allows site users 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 district created custom field data (such as serial number, image date, etc...).

Receive Items From a Purchase Order via Scanning Tags

Purchasing Tickets list one or more In Transit items available to receive from the respective purchase order.  You must have the purchase order number to receive items to your site.

HINT:  Use the purchasing ticket bar codes to scan the purchase order number and the product number for each In Transit product.

  1. Click on , on the top navigation bar.
  2. In the Order Number field, enter/scan the purchasing ticket barcode for the purchase order number.
  3. Click on the respective purchase order's row.
  4. On the Products tab, locate or scan the purchasing ticket barcode for the desired product to receive.
  5. Click on the respective product's row.
  6. Click on Scan Tag into Inventory 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(s).

  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.

Receive Items From a Purchase Order via Importing Tags

This process allows the site level to receive items to a room 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 the status of the item (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 or scan the purchasing ticket barcode for the desired product to receive.
  5. Click on the respective product's row.
  6. Click on Import Tags located in the Actions column.  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 (locates 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 Purchasing page, and updates the respective product's Received Tags count.
  18. Click Done to close the Shipping Management window.

NOTE:

If you do not have a Purchasing Ticket, re-print the purchasing ticket by clicking on Pick Ticket (located in the same Actions column as Scan Tag into Inventory).

A district created purchase order will remain in the status of Open until all items have been received or the district level administrator changes the purchase order status to Closed.  A site created Purchase Order will remain in the status of Open until all of the tags have been received to rooms or until the district level administrator changes the purchase order status to Closed.

A district created purchase order can be closed without processing all of the products within it.  This does not effect 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.