Receiving Items

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Receiving a Material Item

Receiving a Partial Material Item Shipment

Receiving a Full or Complete Material Item Shipment

Receiving a Service

Receive a Material Item Using the Receiving Module

1.     A little preparation before actually receiving the part(s) in CMMS.

o   On the packing slip/invoice you receive add the following to it.

·        Put Acquisition Document number (AD#), Received Date, Full name of the employee receiving the item.

o   Scan to the S: drive in a PDF file format and store under the applicable folder for your site.   Save the scanned file as the AD#.

2.     After logging into CMMS select the Receiving Module from the expanded Purchasing selection.

3.     You automatically enter the module in a filter/query mode with 3 options available for your search.

o   You can enter in the AD number completely or a partial AD number with a wild card (e.g AMC062009% or AMC%).

Query with complete AD number.

Query with partial AD Number.

4.     If you know the Vendor, you can enter in the Vendor ID.

o   You also have the ability to search the Vendor field by selecting the magnifying glass  icon.  Here you can search by Vendor Name or partial name using a wild card function as well (e.g. FSI or Flight% or FlightSafety)

5.     If you know the Department, you can enter it in.  Your assigned Department will be entered by default when you access the Receiving module.  In most cases this will be adequate since the acquisition was setup for your department.  However you can receive items for other departments by resetting this to the applicable department designation.

o   You also have the option to search the Department field by selecting the magnifying glass  icon.  Clicking on department in the listing will enter that department in the Department field.

6.     Once you have one or more of these populated select the filter/query  icon to obtain the AD you need to receive.

Once you select the filter/query  icon the system will either retrieve the specifically designated AD for you, or provide a list of ADs based on your query criteria.  Notice the receive  icon now displays at the bottom right corner or the screen once either a specific AD or a listing of ADs is displayed.

NOTE: If an AD has or contains several items; the AD listing will display all of the items contained in that AD.

Query with specific AD#

Query with a partial AD# and wildcard (%) function.

Query by Department

NOTE:  Check that the item(s) being received from the vendor as contained in the receiving documentation are consistent with or match the part number and quantity on the AD.   If the part number is incorrect  and contact the ILS Dept.  If the quantity you’re receiving is GREATER than the Qty. Ordered  and contact the ILS Department.   If all items are correct see instructions below.

7.     You have two options available for receiving at this point.  You either receive all items for the line item on an AD, or you partially receive line items on an AD.

o   Partially Receive – Select the link Partial Shipment for help.

o   Receive All – Select the link Full Shipment for help.

Receiving Partial Shipment

NOTE: You can accomplish two different partial receiving of an AD line item.  First you can receive a quantity less than the quantity ordered or you can receive only some of the line items contained within an AD.  Regardless of which partial receiving you are accomplishing; the receiving work instructions / process outlined below is applicable.

1. To partially receive a line item with less than the quantity ordered or to completely receive an AD line item, select the applicable AD line item based on the part number of the item being received.  A popup window similar to the one below will display.

2. Enter in the Qty. to Receive, Receipt Document, and Document number.  See the example below.

o   Never receive a quantity greater than the Order Quantity or the Remaining Quantity On Order.  Contact the ILS department.

Note: When receiving always verify that the quantity being received is less than or equal to the Order Quantity less the Received Quantity.  The Order Quantity displays how many items were ordered while the Received Quantity will display if a partial receipt of the item has been previously accomplished.  The Qty. To Receive that you are entering should never be greater than Order Quantity less the previously Received Quantity.

o   The Receipt Document is the type of paperwork/document you received with the item.  i.e. packing slip, invoice, etc.

o   There is always a Document Number associated with the paperwork/document you received.  Enter that number into the Document Number field.

3. Then select the receive  icon.

o   If the item is NOT a new equipment item or if the item you’re receiving is a Service you’re DONE.

o   If the item is a NEW equipment item the popup below will display.

4. Model No. – Leave this field blank.

5. Status – Leave this field blank.

6. Use Equipment Auto-Number – Place a check in this box unless there is an LCN provided on the AD by under the T&C by the ILS group.

7. Equipment # - Leave this field blank, unless the LCN is provided on the AD under the T&C by the ILS group.

Note: If an LCN was provided in the AD; the ILS group will provide instructions on the use of this assigned LCN in the AD Terms & Conditions (T&C) segment of the AD.

8. Serial # - Add the serial number off the part to this field.

9. Select the receive  icon at the bottom of the page.

o   You should receive a message similar to the one below.

o   Material items will default to an ONSHELF status in the equipment module, and are automatically place it in the storeroom identified on the AD.  ILS will receive an automated update notice that the new item has been received and will update the equipment record with any remaining fields.

10. After virtually receiving the item in CMMS; you must physically file the receiving documentation (Packing Slip, etc.).

·        Write the Acquisition Document number (AD#) on the document if not already contained on the document,

·        Write the Received Date,

·        Write the Full name of the employee receiving the item

o   Scan the receiving document to the S: drive in a PDF file format and store under the applicable folder for your site.   Save the scanned file as the AD#.  If you are only receiving part of a shipment; enter a dash (-) and a sequential number (i.e. if this is the first partial shipment enter a -1; enter a -2 for a second partial shipment, etc.

11. Select Close and you’re DONE.

Receiving Full Shipment

1. To receive all items associated with a line place a check in the box to the left of the Acq. Doc. No. (AD#)  See example below.

2.     Next select the receive  icon at the bottom right corner of the page.

o   The Receiving Document and Document Number screen will follow.

3.     Enter in the Receipt Document and Document Number.  See example below.

o   The Receipt Document is the type of paperwork/document you received with the item.  i.e. packing slip, invoice, etc.

o   There is always a Document Number associated with the paperwork/document you received.  Enter that number into the field.

NOTE: Disregard the radio buttons for direct issue and staging area.  These are for a special receiving function used by ILS and engineering.

4.     Next select the receive  icon at the bottom of the page.

o   If the item is Not a new equipment item or if the item you’re receiving is a Service you’re DONE.

o   If the item is a New Serialized Managed or Replacement Serialized Managed Equipment Item and not a service the popup below will display.

5.     Model No. – Leave this field blank.

6.     Status – Leave this field blank.

7.     Use Equipment Auto-Number – Place a check in this box unless it is a Replacement item.  If the item is a replacement item; the AD will reflect the LCN you should receive the item in on and enter as the Equipment #.

8.     Equipment # - Leave this field blank if the Use Equipment Auto-Number is checked or enter the LCN provided in the AD by the ILS group per the instructions contained in the AD.

9.     Serial # - Add the serial number off the part to this field.

10.                        Select the receive  icon at the bottom of the page.

o   You should receive a message similar to the one below.

o   Material items will default to an ONSHELF status in the equipment module, and automatically place it in the storeroom identified on the AD.  ILS will receive an automatic notification to update the equipment record with any remaining fields.

11.                         After virtually receiving the item in CMMS; you must physically file the receiving documentation (Packing Slip, etc.).

o   On the packing slip/invoice you receive add the following to it.

·        Write the Acquisition Document number (AD#) on the document if not already contained on the document,

·        Write the Received Date,

·        Write the Full name of the employee receiving the item

o   Scan the receiving document to the S: drive in a PDF file format and store under the applicable folder for your site.   Save the scanned file as the AD#.

12. Select Close and you’re Done.

Editing a Receipt

NOTE: Editing receipts is only accomplished by ILS personnel and is used to correct costs / pricing issues.  It is not used to correct quantity receiving issues.

1. After logging into CMMS select the Receiving Module from the expanded Purchasing selection.  The display below is default.

When editing a receipt the only field the database looks for is the Acq. Doc. No. or AD#

2.     Enter the Acquisition Document Number into the field and select the Edit Receipt  icon.  See example below.

You may need to remove any Department designator in order to query correctly.

3.     The line items for that AD will display.

o   Select the line item that you need to edit and double click that line item.  Once the AD line item is selected; the popup below will display.

o   At this point you have the ability to update the cost data.

4.     Make the necessary adjustment(s) and select the save  icon.

Receive a Service using the Receiving Module

NOTE:  This should rarely happen; services should be received on a Work Order.  If you should be receiving a service onto a work order select WO Receiving for help.

1.     After logging into CMMS select the Receiving Module from the expanded Purchasing selection.

2.     You automatically enter the module in a filter/query mode with 3 options available for your search.

o   You can enter in the AD number completely or a partial AD number with a wild card (e.g AMC062009% or AMC%).

Query with complete AD number.

Query with partial AD Number.

3.     If you know the Vendor, you can enter in the Vendor ID.

o   You also have the ability to search the Vendor field by selecting the magnifying glass  icon.  Here you can search by Vendor Name or partial name using a wild card function as well (e.g. FSI or Flight% or FlightSafety)

4.     If you know the Department, you can enter it in.  Your assigned Department will be entered by default when you access the Receiving module.  In most cases this will be adequate since the acquisition was setup for your department.  However you can receive items for other departments by resetting this to the applicable department designation.

o   You also have the option to search the Department field by selecting the magnifying glass  icon.  Clicking on department in the listing will enter that department in the Department field.

5.     Once you have one or more of these data elements populated select the filter/query  icon to obtain the AD you need to receive.

Once you select the filter/query  icon the system will either retrieve the specifically designated AD for you, or provide a list of ADs based on your query criteria.  Notice the receive  icon now displays at the bottom right corner or the screen once either a specific AD or a listing of ADs is displayed.

NOTE: If an AD has or contains several items; the AD listing will display all of the items contained in that AD.

Query with specific AD#

Query with a partial AD# and wildcard (%) function.

Query by Department

NOTE: Check the part number or Service Code Number of the item(s) being received from the vendor for consistency and ensure that the AD part number and quantity match the receiving document information.  If the part number / Service Code Number contained on the receiving documentation is incorrect  and contact the ILS Dept.  If the quantity you’re receiving is GREATER than the Qty. Ordered  and contact the ILS Department.   If all items are correct see instructions below.

6.     You have two options available for receiving at this point.  You either receive the service completely on an AD, or you can partially receive the service contained on an AD.  Typically a service would be received completely.  Therefore the Work Instructions for Receiving All – Full Shipment should normally be used when receiving in a service.

§  Partially Receive – Select the link Partial Shipment for help.

§  Receive All – Select the link Full Shipment for help.