Your store is a hub of activity, with products constantly coming and going. For the former, the Receiving page of your Admin Area is going to come in handy. 

You can use the receiving feature to process purchase orders from vendors, as well as returned merchandise. We’re not gonna sugarcoat it: It’s some dry stuff. So crack open your favorite beverage and we’ll break it down for you.


How To Access Your Receiving Page

You can start using your receiving feature in one of three ways:

  1. Go to your Admin Area, then to Inventory > Receiving
  2. Go to your Purchase Orders page and click on any PO ID on the POs: Receiving or PO items
  3. Go to Returns/RMAs and click on an RMA ID number for any unreceived RMA
    How to Receive Inventory from Vendor Purchase Orders

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:

  • PO - This column will list the product codes for all items 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. It’s derived from the product's vendor rules, but can be overwritten.
  • Vendor Part No - This is the vendor's product ID for the part.
  • Qty - This field contains the amount of product ordered through the initial purchase order; it can be manually overwritten. 
  • Qty Received - In this field, you'll define the number of units for each product received. If you receive 5 units of a product that you ordered 10 of, the PO will still be outstanding in your Admin Area and marked as Partially 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 all products on order (if the PO is only Partially Received, shipping cost will be recalculated). 

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After you enter product quantities, click Save. This will update the quantity of units you 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 according to the quantity of product you received. 


How to Process Returns (AKA RMAs)

Sometime customers need to make returns. 😞  Items may not fit, may not be as expected or may have been damaged in shipping. Whatever the reason for the return, shoppers value the process being as painless as possible. And you will, too. 

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 that will be used on the Receiving page for returns. It's the same as the original Order ID number.
  • Product Code - This column contains the product code for the items 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. 
  • Qty - This column will report the number of units 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 can be resold. This column will also display a number within each cell that indicates the 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 because it is defective, damaged or otherwise unusable. This column will also display a number within each cell that indicates the 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. So you can get back to moving that inventory! 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

Just like selling, receiving is also part of running a store. New products come in and sometimes they get returned. Your receiving feature helps you check in items and keeps your inventory organized. 

Keep in mind that the receiving feature relies on various other portions of the system to be properly configured. Before using the receiving feature, make sure you have a solid understanding of Products, Vendors, Purchase Orders and RMAs. Well-rounded knowledge of all aspects of your store will make for smooth selling! 🛳️

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