Window RECEIVE PRODUCT

General Description

The window Receive Product is a special pop-up window that is invoked from different parts of the program whenever merchandise needs to be received. It is not a window that is accessed directly from a menu, but rather it appears automatically when the user needs to formalize the receipt of products in various operational contexts.

This window centralizes the receiving process, guaranteeing that regardless of the origin of the receipt (purchase order, loan, consignment, production order, etc.), the receiving procedure is uniform, validated and traceable.

Usage Contexts

The Receive Product window opens automatically in the following situations:

Receipt of Purchase Orders

When merchandise is received from a supplier against a previously approved purchase order.

Receipt of Loans and Consignments

When merchandise is received that was sent under a loan or consignment arrangement.

Receipt of Production Orders

When the finished product resulting from a manufacturing process is received.

Other inbound processes

Any other operational flow in the system that requires the formal receipt of products into inventory.

In all these cases, the window appears as a mandatory step within the process, guaranteeing that every entry of merchandise into inventory is duly recorded and validated.

Window Structure

The window has a simple and direct organization, without context menus or hidden options. Everything you need to receive products is visible in the interface.

Upper Zone - Party Information

At the top, the information of the parties involved in the transaction is shown:

  • Supplier code and name: Identification of who delivers the merchandise.
  • Code and name of the requester: Identification of the person or area that originated the receipt request.

This information is referential and helps confirm that the correct merchandise is being received from the correct supplier.

Central Zone - Reception Grid

The heart of the window is a grid with the following columns:

  • Product Code: Unique identifier of each product to be received.
  • Units Ordered: Total quantity originally requested.
  • Units Received: Quantity that has already been received previously (if applicable for partial receipts).
  • Receive: Editable column where the units to be received at this moment are entered.

Lower Zone - Documentation Fields

Below the grid are the fields for documenting the receipt:

  • Inbound reference (required): Field for writing the motive, reason or circumstance for which the receipt is being made. It must indicate the number of the document it refers to (purchase order number, production number, etc.). This field is mandatory.
  • Date: Field to record the inbound date.
  • Notes (optional): Field for adding additional observations about the receipt. This field is not mandatory.

Final Button - Receive

At the bottom is the button Receive, which finalizes the receiving process and processes the entry of the products into inventory.

Automatic System Validations

The Receive Product window implements strict validations that prevent errors during the receiving process:

Maximum quantity control

The system does not allow receiving more units than were originally ordered. If the ordered units are ten, it is impossible to enter eleven or more in the "Receive" column. This validation prevents excessive entries that unbalance the inventory.

Partial receipt control

If some units have already been received previously (partial receipt), the system automatically calculates the pending balance and only allows receiving that balance. For example, if ten units were ordered and eight have already been received, the system will only allow receiving two more units. There is no risk of receiving duplicate or excess units.

Impossibility of quantity errors

Thanks to these automatic validations, the user cannot make mistakes when entering quantities. The system restricts the entry to the strictly permitted values, guaranteeing the integrity of the receiving process.

Receipt of Products with Serial Numbers

When a product that has the use of serial numbers configured is received, the behavior of the window changes to guarantee the individual traceability of each unit:

Behavior change

When clicking the "Receive" column of a product with serial numbers, the system does not allow entering the quantity directly. Instead, it automatically opens the serial number selection window.

Mandatory serial number selection

If five units of a product with serial numbers are to be received, the user must select exactly five serial numbers from the available list. It is not possible to receive the quantity without specifying which serial numbers correspond to each unit.

Automatic linkage

The selected serial numbers are linked to the received units, guaranteeing individual traceability from the moment of receipt. Each unit is uniquely identified by its serial number.

Uniqueness validation

The system validates that the selected serial numbers are not duplicated and that they effectively belong to the product being received.

Required and Optional Fields

To successfully complete the receipt process, the window distinguishes between required and optional fields:

Mandatory fields:

  • Inbound reference: The reason or document supporting the receipt must be indicated. Without this information, the system does not allow completing the process.
  • Units to receive: At least one unit must be entered in the "Receive" column for some product.
  • Serial Numbers (if applicable): If the product uses serial numbers, selecting the corresponding serial numbers is required.

Optional fields:

  • Notes: Free field for additional remarks. It is not required, but its use is recommended to document incidents or particularities of the receipt.
  • Date: It is generally filled in automatically with the current date, but it can be adjusted if necessary.

Workflow in the Window

Verification of upper information

When the window opens, the first thing to do is confirm that the supplier and requester shown at the top correspond to the transaction to be carried out.

Review of the grid

The listed products are reviewed, verifying the ordered units and those already received (if it is a partial receipt).

Entry of quantities

In the "Receive" column, enter the units to be received at this moment. The system automatically validates that the permitted limits are not exceeded.

Selection of serial numbers (if applicable)

If the products use serial numbers, clicking the "Receive" column opens the serial number selection window, where the specific serial numbers of the received units are chosen.

Documentation of the inbound

The receipt reference field is filled in, indicating the reason or document number supporting the receipt. Optionally, notes can be added.

Date confirmation

The receipt date is verified or adjusted if necessary.

Completion

Click the "Receive" button to process the receipt. The system automatically updates the inventory and generates the corresponding records in the Kardex.

Absence of Context Menus

It is important to note that this window does not have context menus. There are no options on right-click, there are no hidden functions or additional configurations accessible from the interface.

Everything the user needs to receive products is visible and directly accessible in the window. This simplicity is intentional: being a window that is invoked from multiple contexts, it is deliberately kept minimalist so that its use is consistent regardless of where it was called from.

Usage Recommendations

Always verify the upper information

Before starting the receipt, confirm that the supplier and requester shown are correct. This prevents assignment errors.

Review the units ordered

Compare the ordered units with what you are physically receiving. If there are differences, document the situation in the notes.

Complete the inbound reference

Be specific in the reference field. Clearly indicate the document number (purchase order, production order, etc.) supporting the receipt. This information is crucial for audits and traceability.

Use the notes for issues

If the merchandise arrives in poor condition, with damaged packaging, or with any particularity, use the notes field to document it. This information will be valuable for claims or later analysis.

Capture the serial numbers carefully

If the products use serial numbers, verify that the captured serial numbers physically correspond to the received units. An error at this stage can cause future traceability problems.

Do not exceed the allowed quantities

The system will prevent you from receiving more than what was ordered. If you physically received more merchandise, do not try to force the system; contact the corresponding area to regularize the situation before processing the receipt.

Process partial receipts when necessary

If not all the merchandise has arrived, you can partially receive what is available. The system will keep the pending balance for future receipts.

Use the Receive button only when everything is correct

Once the button is pressed, the receipt is processed and affects the inventory. Make sure all the information is correct before finishing.

Kardex Tauro - Professional Inventory Management System

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