Receiving Stencils on a PO

Overview

All products received must be checked over to ensure that the items ordered on the PURCHASE ORDER are present and correct. This ensures, not only that we only pay for what we have received, but we get everything that we required.

This task outlines how to check and book in Screens

 

 

Receiving and Booking in Screens

Deliveries into the main TOT building present themselves at Unit 35.

Upon receipt of a delivery of new screens, Goods In staff will check the quantity of screens against the courier’s delivery note and sign it off

Using the related delivery paperwork, they will interrogate Strokeone to find the related purchase order, and electronically record acceptance of the delivery.

The screens and any related delivery paperwork are then delivered to the designated area in the screen room and Goods in staff send an email to advise the internal contact the stock has been received.


Checking the Quantity Received Against the Delivery Note/Purchase Order

When the Screen room are aware of the receipt of a delivery of screens, they must check the contents to ensure it ties up with the delivery note.

 

To reconcile the actual quantity of screens delivered against each order line item, separate them out into the various frame types/mesh counts and count them.

 

Administering The P/O

  1. Using an ipad, select Screen Management > Stencil Dept P/O's

  2. This will display all outstanding PO's for stencil department.


    Tip:  orders that have been received and booked in by the “goods in” department will have been acknowledged via email and the status light will have updated to yellow indicating the P/O is ready for checking.
  3. Identify the matching purchase order and from the P/O list and select Details. This will open the details dropdown on the Delivery tab which should contain the receipt details recorded by the Goods In Staff, incluiding an electronic copy of the delivery note

  4. Check the physical screens against the hard copy delivery note.
  5. There are two possibilities
    1. Everything is present & correct: In which case mark up the delivery note in a manner where somebody looking at it can clearly see it was correct.
    2. There are shortages, errors or damaged screens: Under these circumstances mark up the delivery note with your findings
  6. For both 5a) and 5b) ensure you have the portal selected and click Insert

  7. Clicking insert will invoke the camera function on the ipad - use this to take and upload a picture of the marked up delivery note  -select Post Check option to replace the original unchecked image of the delivery note

 

 

Booking in Screens Received

  1. Within the same record, click the Lines tab to show the line items on the order.

  2. For each received SKU :-
    1. click the corresponding Book In button
    2. In the quantity dialog box, record the quantity received.

    3. Rinse / Repeat until all the received screens (SKUs) are dealt with

 

Background Knowledge:
Booking in screen lines debits the expected and credits the available balances in Screens Control List
If lines are only part received and booked in, the status light will update to amber, signifying shortages - this allows more items to be booked in against this line when receiving back orders
The book in button disables/greys out when the full quantity has been received.

 

Checked In

 

  1. Click the Check in tab.


  2. Note the contents of the tab and how they work below:-

    # Details
    1 The status light for the whole order
    2 Staff member who checked and booked in this P/O
    3 The confidence level of the check (from the dropdown value list)
    4 The date checked field auto entered when 2. is populated
    5 The email the supplier button

    Note: this is to be used when there are shortages on an order, it will automatically create an email with the supplier contact (if entered when placing the P/O) and outlined the received quantity of items vs  ordered quantity.

    6

    		 The email acknowledgement status light. This will update to ‘green” when an email is actioned.

 

 

Locating Screens after they have been checked

Since screens move around the Screen Room it is not necessary to record a formal location.

Instead, sort them by Frame Type / Mesh Count and place them in a visible areas with other screens available for reclaim/degreasing.