What are incoming item details

Incoming item details will allow you to add the allocations to the purchase order and view the required information and status of the incoming item. 

Note! The newly received or created incoming item status will be labelled as NEW. 

To view details about a specific incoming item, go to the Finance module and click the Incoming Center module.

Click on a specific incoming channel to view the incoming items.  

Find the incoming item you wish to see details for and click on the number of that item.  

You will be navigated to the Details tab of the specific incoming item.   

The next step is to verify all the data. Once the data is verified, click Change Status and set the status to Verify. 

A Change Incoming Items Status modal window pops up. You can either verify the document or cancel the document.   

Verify the document and click Save. The status of the document is now changed. 

How to add an allocation to an incoming item

An allocation can only be added to an incoming item if the document is in the verified stage. Click the Allocations tab to add an allocation. 

Click … and Add allocation.   

An Add Purchase Order Allocations modal window pops up. The allocations can be single or multiple. Choose a purchase order from the dropdown menu and click Add. The purchase order listed in the dropdown menu are specific to the vendor and the status of the purchase order should be 'Ready for Release' and above.

How to manually add an allocation

To manually add an allocation, click Add Item. In order to add the allocation, you will need to fill out required fields such as ITEM DESCRIPTION, QTY, and RATE. 

To add an allocation, click Add Allocation below the Item Description field. This will allow to add required information such as the purchase order line items and date. Click Save to confirm the allocation.  

How to send a document for approval 

To send a document with a verified status for approval, click the Change Status tab in top right corner of the screen. 

A Change Incoming Items Status modal window pops up. Select one of the options and click Save.  

If you choose 'Pending Approval', it will send the incoming item/document to the decision center for approval. The status of the document will change from 'Verified' to 'Pending Approval'.  After approval from the decision center, the status of the incoming item will change from 'Pending Approval' to 'Ready for Payment'. 

To close a document in the with a Ready for Payment status, open the specific incoming item/document. 

Click the Change Status tab.

A Change Incoming Items Status modal window pops up. Choose one of the the options from dropdown menu, add a comment, and click Save. 

Based on the option you select, the status of the incoming item will change from 'Ready for Payment' to 'Close as Canceled' or 'Closed as Processed'.