You can book incoming items in several different ways, e.g. using the plentymarkets app, the data import, or the New incoming items menu. This menu offers you the most extensive options because in addition to booking in stock, you also can specify other data such as procurement costs.
Assigning user rights for back end users
Users of the type Back end can only access limited areas and menus in the plentymarkets back end. Thus, their access to the system is limited. If users of this type should be able to see incoming items in the Stock » Incoming items and Stock » New incoming items menus, a user of the type Admin has to assign the rights listed in Table 5 to those users.
Assigning user rights for back end users:
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Go to Setup » Settings » User » Rights » User.
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Use the search function () and open the user account that should be edited.
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In the Authorisations area, activate the rights as listed in Table 5.
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Save () the settings.
Table 5. Assigning rights for incoming items
Setting |
Explanation |
Stock > Incoming items > Show |
Authorises the back end user to see incoming items that have been created in the app, via import or in the New incoming items menu. |
Stock > New incoming items > Show |
Authorises the back end user to see incoming items that were booked in the New incoming items menu. |
6.1. Recording incoming items
The recording of incoming items is carried out in 2 steps. At first you need to enter general information such as the supplier and the currency. In the second step the variations and the delivered quantities are registered.
You need to have at least one warehouse and supplier before you can register incoming items.
Suppliers are created in the same way as customers and then assigned to the customer type Supplier.
In addition, at least one user has to be activated as owner of incoming items so that the incoming items can be assigned to an owner.
It is not possible to record incoming items without an owner.
The owners are sorted by ID.
If the user that is currently logged in can be set as owner, this user is selected by default.
Registering general incoming items information:
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Go to Stock » New incoming items.
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Click on New incoming items ().
→ A new tab will open.
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Enter a supplier.
→ Click on the down arrow to see a list of all suppliers or enter a supplier’s name to see matching results. The results are displayed once 3 or more letters have been entered.
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Select a warehouse.
→ If a main warehouse is defined for the variation, this main warehouse will be pre-selected.
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Select an owner.
→ If you were activated as an owner of incoming items, you will be selected by default since you are currently logged in.
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Carry out further optional settings.
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Save () the settings to create an incoming items data record.
→ The incoming items data record opens in a new tab. It will have an ID and will be given the status Created. Click on the small plus that is on the far left side of the header to see additional information about the incoming items data record.
All of the recorded information can be edited. Finalise the incoming items data record by adding items and procurement costs.
6.1.2. Adding items to the incoming items data record
You can add variations individually or several at once. It is only possible to add variations that already exist as data records in your system. First create a new item and the corresponding variations, if a completely new item is delivered.
When you first open the list of items and variations, all variations from all suppliers are listed. Use the search to display items of a particular supplier.
If you entered a purchase price for a variation, it will automatically be displayed here and can be used. Click on the item ID to open and edit the item data record. Proceed as described below to add the delivered items to the incoming items data record.
Adding an individual variation
Add an individual variation as described below. Information such as the purchase price and the storage location are not mandatory. If you do not want to enter these entries, skip the corresponding steps in the description.
Adding an individual variation:
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Go to Stock » New incoming items.
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Open an incoming items data record.
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Click on Add item ().
→ A new window for searching and selecting items opens.
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Enter search terms and select filter options. Pay attention to the information given in Table 6.
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Click on Search ().
→ The items that match the search criteria are listed.
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Enter the Purchase price (optional).
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Enter the Quantity (mandatory field).
→ The variation is selected automatically when a quantity is entered.
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Select a Storage location from the drop-down list.
→ If you have not yet assigned a storage location to a variation, you can assign a storage location here as well. To do so, click on Search. The standard storage location is only a placeholder location and is used if you have not assigned an individual storage location yet.
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Enter the RRP (optional).
→ The RRP will be applied to the variation data record once the incoming items data record is approved.
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In the Procedure tab, click on Add items ().
→ The variation is added to the data record.
Table 6. Item filters
Setting |
Explanation |
Item data |
Searches item name 1 and the item’s meta keywords. |
Barcode |
Filters barcodes such as EAN, UPC or ISBN depending on the barcode type that you set up. |
Reset |
Resets all filter settings, so that all items are displayed regardless of supplier. After the reset, click on search to update the list. |
Click on Back to incoming items to return to the overview of the incoming items data record.
Adding several variations at once
If you want to add several variations at the same time, enter the quantities and purchase prices. However, the purchase price is not a mandatory field. You can also use the tab key to switch to the next entry field. You can only add variations that are displayed on the current page. If you switch to a new page, your system will load the entries for the new page and discard the entries on the previous page.
Adding several variations:
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Go to Stock » New incoming items.
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Open an incoming items data record.
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Click on Add item ().
→ A new window for searching and selecting items opens.
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Enter search terms and select filter options. Pay attention to the information given in Table 6.
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Click on Search.
→ The variations that match the search criteria are listed.
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Enter the Purchase price (optional).
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Enter the Quantity (mandatory field).
→ The variation is selected automatically when a quantity is entered.
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Enter the RRP (optional).
→ The RRP that you booked will be transferred to the item data record.
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Enter the Quantity, the Purchase price and the RRP for any additional variations.
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Click on the Add button that is displayed above the item list.
→ The variations are added to the incoming items data record.
Click on Back to incoming items to return to the overview of the incoming items data record.
If you add another quantity of the same variation and you do not change the purchase price or storage location, this new quantity will be added to the existing quantity. If the purchase price or storage location are different, the variation will be listed a second time.
6.2. Incoming items with a best before date and/or batch information
You can book in variations with best before dates and/or batch information. To save best before dates and/or batch information for a variation, the option Best before date and/or Batch has to be activated for the warehouse in the Warehouse tab of the variation. The chapter Linking a variation to a storage location contains information on this setting.
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Receiving variations with best before dates and batch information
By default, you can only book one best before date/batch per storage location and variation. We recommend that you do not change this setting. Booking more than one best before date/batch to the same storage location may result in problems during order picking. You can carry out this setting in the Setup » Stock » Stock » Incoming items menu via the option Limit storage location to batches/BBD when receiving incoming items.
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Adding a variation with a best before date and/or batch information:
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Go to Stock » New incoming items.
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Open an incoming items data record.
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Click on Add item ().
→ A new window for searching and selecting items opens.
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Enter search terms and select filter options. Pay attention to the information given in Table 6.
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Click on Search.
→ The variations that match the search criteria are listed.
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Enter the Purchase price (optional).
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Enter the Quantity (mandatory field).
→ The variation is selected automatically when a quantity is entered.
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Enter a value for Best before date/batch.
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Enter the RRP (optional).
→ The RRP will be applied to the item data once the incoming items data record is approved.
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Enter the Quantity, the Purchase price and the RRP for any additional variations.
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Click on the Add button that is displayed above the item list.
→ The variations are added to the incoming items data record.
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Click on Back to incoming items to return to the overview of the incoming items data record.
6.3. Adding procurement costs
Add procurement costs, e.g. the freight, packaging and customs charges that are incurred when acquiring new items.
Adding procurement costs:
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Go to Stock » New incoming items.
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Open the incoming items data record.
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Click on the small plus icon to expand the header.
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Click on the coins.
→ A new window opens.
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Enter your costs.
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Save () the settings to save your costs.
6.4. Changing and understanding the status
Incoming items data records receive the status Created as soon as they are created. Any status changes are saved in the Status history. Open the Status history by clicking on the symbol to the right of the drop-down list. The history includes information about each status change. It lists the user, date and referrer, e.g. Client.
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Go to Stock » New incoming items.
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Open an incoming items data record.
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Select a status from the drop-down list.
→ You can choose between the statuses In review, Error, Cancelled and Approved.
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Save () the status.
Table 7. Possible statuses
Status |
Explanation |
Created |
Incoming items data records automatically receive this status when they are created. |
In review |
It makes sense to select this status once all of the delivered items have been recorded and the data record in plentymarkets is checked for accuracy against the delivery note. |
Error |
Indicates that the data record includes an error. |
Cancelled |
Indicates that the data record should no longer be used. It is not possible to delete incoming items data records. Therefore, it makes sense to use this status for faulty data records. |
Approved |
Adds the incoming items to the stock. In other words, this status makes the new incoming items available for outstanding orders, new listings, etc. The incoming items data record is locked and can no longer be edited. |
Correction |
Unlocks certain entries such as the supplier, the delivery note number etc. for editing. However, the purchase price remains locked and cannot be edited. |
6.5. Adding stock to a variation
Approve the incoming items data record to actually add the stock to a variation and to apply the RRP from the incoming items data record to the variation data. If there are several different RRPs for the same variation, the highest RRP will be applied to the variation data.
It is no longer possible to change a variation or add further variations once an incoming items data record is switched to the status Approved. Other data e.g. the supplier also remain locked when the incoming items data record has the status Approved.
You can see a variation’s stock under tab: Stock » tab: Stock. The tab Item movement lists all of the item movements. For example, this tab shows you when the purchase price was changed in the incoming items data record. All changes that are made to the item quantity or purchase price are recorded as item movements. The changes are recorded regardless of which status the incoming item data record has.
Open the menu Stock » Stocks to see the stock of all items and variations.
6.6. Adding a note
Use notes to save additional information. For example, to save a message for other colleagues who will also edit the data record at a later time. Notes can neither be edited nor deleted.
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Go to Stock » New incoming items.
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Open an incoming items data record.
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Click on Notes, i.e. the small paper icon on the far right of the header.
→ A new window opens.
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Enter the text you want to display.
→ Format the note as desired.
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Save () the note.
→ Previously saved notes are displayed on the left side of the window.
6.7. Changing and correcting an incoming items data record
Incoming items data records can only be changed if they have a certain status. Data records can be changed if they have the status Created, In review, Error or Cancelled. Information such as the supplier, the delivery note number and the quantity can be changed. A note is automatically saved when changing sensitive data such as the purchase price or the item quantity. The user who made this change is automatically saved as the author of the note. It is not possible to change data records that have already been approved. When using the status Correction, some data becomes editable again.
6.8. Exporting an incoming items data record
Data is exported in CSV format. Proceed as described below to export an incoming items data record.
Exporting an incoming items data record:
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Go to Stock » New incoming items.
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Open the incoming items data record.
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Click on the small plus icon to expand the header.
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Click on Export ().
→ The file is downloaded.
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Select semicolon as separator when opening the file.
6.9. Creating a PDF receipt
It is only possible to create a PDF receipt when the status Approved is selected.
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Go to Stock » New incoming items.
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Open the incoming items data record.
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Click on the small plus icon to expand the header.
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Click on Create receipt.
→ The PDF file is downloaded.