Overview
Scan checking is the most efficient and accurate method of receiving goods. At the point of receipt, you can scan each line on a receipt to check that the cartons contain the correct goods. This saves you having to count each product received, find the line on the receipt and adjust quantity as needed. As you scan lines, they start as light red in the system and become green when all of the correct goods have been scanned.
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- If scan checking is turned on for the workstation, when you click on the "Receive" button on purchase orders or open an existing purchase receipt. All the lines start off being displayed in red
- If the lines on the purchase receipt are not coloured, then purchase receipt scan checking has not yet been turned on for your workstation
- Start scanning the outer bar codes on the cartons containing your products. Some of your stock will be delivered in outer cartons that contain a number of individual items. Try to avoid openning cartons and scanning individual products for products that you stock individually. It is a lot faster to scan the outer bar codes on boxes and cartons
- You will need to capture the outer barcodes on the boxes. See creating alternate bar codes section of the product general tab section of the product user guide
- If the bar code you scan matches a product on the purchase receipt the colour of that product's line on the purchase receipt will change
- Each purchase receipt line has:
- A quantity expected, that shows how much we expect to receive. The quantity expected is the quantity still ourstanding on the purchase order line. It may be less than the quantity origionally ordered if a previous receipt has already supplied part of the line
- Quantity scanned is compared against quantity expected to work our if there is any variance on the line. Quantity scanned can be increased by scanning bar codes on products. Once you have scanned a barcode you can't unscan it. So you need manual adjustment to handle such situations
- Manual quantity scanned, you can type in the quantity into the quantity scanned column. If the manual quantity scanned field has anything in it, the system uses the manual quantity scanned for that line
- If there is too many items to scan, scan one of each to confirm you have the correct stock and use the manual scan override entry column to manually key in the actual number of products you actually are supplying that is on hand as of right at that moment and intended to scan. i.e. you are supplying 100 of product A. Scan product A to make sure it is the correct product, then knowing that you have the further 99 of the stock, manually key in 100 into the manual scan override field.
- Lines a red if the quantity scanned is zero, orange if the quantity scanned is greater than zero and less than the quantity expected, green if the quantity scanned is equal to the quantity expected and becomes red again if the quantity scanned is greater than the quantity expected
- If you scan in a bar code that does not exist on Readysell a purchase receipt line is created showing you the error
- If you scan in a barcode for a product that does exist in Readysell, but which is not on the purchase receipt, a new line is added to the purchase receipt
- If you are part way through the scan check, you can use the Save and Close button to save what you have done and pick up the job later on or the next day and finish when you are ready to.
- When you are finished scanning :
- Use the Accept Scan Variance button where the quantity scanned does not match the quantity on the purchase receipt before you hit the Finalise or Complete button.The quantity received will be adjusted to match the quantity scanned (or manual scanned). You can then process you receipt as normal.It .
If the receipt has a lot of lines say 100 and you only want to receive a few. Use Readysell standard selections like CTRL/A to select all lines. Then click the "Accept Variances" button to clear the quantity received out of the additional lines.
Warning Best practice is to use the Accept Scan Varinace button to clear quantities from receipt lines you do not need. There is no need to delete lines from a receipt simply because the quantity received for that purchase receipt line is zero.
If you get a scan check variance and you are sure it is due to lines on the purchase order that are not on this receipt. It is always safe to highlight all the lines on the purchase receipt, by pressing the then CTRL/A buttons at once when the cursor is in the list of receipt lines. Then click the "accept variance" button above the receipt lines, just in case there is a variance line that you have missed. Any lines you have not received will not need to be deleted. They will just have a quantity received of zero.
If the receipt has a lot of lines say 100 and you only want to receive a fewremove the lines you are not receipting. You can do this as well. It is not necessary to do so, as noted above, you can just use the accept variances button to set the quantity received on those extra lines to zero. So they will not have any effect on the receipt, even though the lines are still there.
If you do wnat to remove the lines that are not being received. You can do that as well. This is not recommended, as it is additional work for no particular benefit. But some sites line to clear the unused lines from the receipt. If you decide to do this anyway, dispite it not being best practice. Use Readysell standard selections like CTRL/A to sell lines then CTRL/Click to deselect the lines you want to keep. Once the lines you are not receipting are highlighted. Click the delete button just above the list of lines to delete them. That way you will not get a warning/error around the line you have not receipted still having a scan variance.
Warning You have
to scan the stock for the line, enter a manual quantity into the line or delete the line, otherwise you will get a scan variance error. Delete lines if you are only receipting a few lines out of many from the purchase order.deleted the lines instead of using the Accept Scan Variance button to just clear the quantities from those lines.
Expand 
Once you have accepted the variance (if any), select to either Finalise (delivery docket only affects stock on hand not invoice) or Complete (which affects both stock on hand and invoice) to finish the process.
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