Receiving the items from a Preliminary Receiving session into iMerchant

• At the Preliminary Receiving Find screen, run a search to display the Preliminary Receiving session(s) you want.
• Or scan the label on the EDI carton
• iMerchant will automatically highlight the appropriate session on the grid.
• Or highlight the desired session manually.
  • Once the desired session is highlighted
  • Click on the Receive From File icon in Task Bar.
  • This opens the Receive From File window.
  • This is where you will receive the items from the Preliminary Receiving session into your system.

The items on this session will appear in the grid at the lower portion of the screen.

Notice in the grid, the items are compared to the PO they are on, and the information is provided for you here.

Items that do not match the PO information, or that are missing from the PO, will be highlighted.

You can receive items in four different ways, each method represented by the four tabs at the upper left portion of the screen below the Task Bar.

• Receive All Items: does just what it says. It will receive all items from the Preliminary Session into iMerchant.
• Receive Items Where Quantity Matches: will only receive the items listed that match the concomitant information on the PO.
  • Any of the items that do not match, or are not found on the PO, will not be received.
• Receive Selected Items: allows you to go through the list and highlight the items, one by one, that you wish to receive.
• Receive in Detail: allows you to receive a selected item using the Receiving Detail screen.
  • This is useful when handling damaged items or items with discrepancies.

Choose whichever method makes the most sense to you.

The Select Carton button allows you to key in a specific carton number.

• Once you key the number in and click on Select Carton all items from that carton will be highlighted on the list.

You can set default values for Problem Codes here as well.

They are split up into Over and Short fields, so you can set default values for both over- and short-shipped items.

In If New Receive Price is different from current dropdown, you can select one of several options.

• Choose the selection you want, and the product will be received in and the appropriate pricing change will be updated on the inventory file.

Invoice Number: The field will fill in with the current date, but you can change it if desired.

Receive Shipment (optional): either select an existing Receive Shipment record, or, more likely, create a new Receive Shipment record.

Within the Label Printing Settings section:

Update Label Settings button opens the Settings for printing labels window.

• Label printing mode: Click on the arrow at the right of the field.
  • Choose Print now or Save to batch
  • Customer Order labels only check-box
    • Checked = only Customer Order labels will be created.
    • Unchecked = all labels will be created.
  • In the other fields
    • Select the printer you will use to print the labels
    • Key in the number of copies,
    • Select the label stock to use.
  • Click on the Apply button to accept the changes (or Cancel out of the window).

Print batched labels button is used if you chose Save to batch:

• When you are ready to print the batch:
• Click on the Print Batched Labels button
• The Printer Selections window appears.
• Review the information
  • which printer to print to, how many copies of each label to print, which label stock to use, and within the label stock field, how many individual labels exist within the batch) to see if it is correct.
  • Make any necessary changes.
• When you are ready to print the labels
  • Click on the Print button  
• If you want to preview the label before printing it
  • Click on the Preview button.

This is all there is to receiving items in from a Preliminary Receiving session.

Repeat the process as needed for different sessions.

Back at the Preliminary Receiving Find screen, you can also create Preliminary Receiving sessions via a file import or manually.

To import a session from a file, at the Preliminary Receiving Find screen:

• Click on the Import File button in the Task Bar.
• The Preliminary Receiving Import window appears.
• Click in the File Import field to select the desired file through standard Windows procedures.
• Once you select the file, the file pathname will display in the field.
• In the Input File Format field
  • Select whether the imported file is a Delimited File, Scanpal File, or Transfer Process.
  • If you are importing a Delimited file
    • Check the Header Record is Included box if the file you are importing has column headers and you want iMerchant to read and match them.
    • In Delimiter Used click on the down arrow and select the delimiter used in the imported file
      • For example, if a .csv file, the delimiter would be a comma
  • Once everything is set, click on the Apply button at the bottom of the window.
    • Clicking on Close will exit you out of the window without proceeding
  • This calls up the Preliminary Receiving Properties screen.
  • The screen accessed after importing a file is identical to the Properties screen as accessed through an EDI ASN file. With one significant exception--the Products tab does not initially display. But a Match Fields tab does.
  • Once you have set the Header fields
  • Click on the Match Fields tab.
    • Matching fields allows you to map the input file data to iMerchant.
  • At the left of the window, there is a column called Field Name
  • The values underneath this are the iMerchant header names.
  • Matching fields allows you to match the headers from the imported file with their iMerchant equivalents.
  • The rows under the Field in File column represent the header names in your imported file.
    • They will all have a down arrow to the right of them.
    • Click on this arrow, and from the list, select the name that best matches the iMerchant equivalent to the left
  • The Use Default Only selection is an option for the following three rows: PO Number, Invoice Number, and Invoice Date.
    • It refers to the third column Default
    • Whatever you select under Default for each of the three applicable rows will be that row's default value for every item imported from the file.
      • For example, for Invoice Number you key in a default value of 001.
      • This means that every item from the import file will have a concomitant invoice number of 001, if you select Use Default Only for this row.

Once you've matched the fields, click on the Import Task Bar icon to fill in the product data from the import file.

• Note that, after doing this, the Products tab now appears.
• If any errors occurred during the import, a message will appear, letting you know.
• To view the errors, click on the Errors button.

• At this point, click on Save in the Task Bar
• The session is now saved, and can be accessed at any time through the Finder.

The last (and very unlikely) way to create a session is by using the New tab at the Preliminary Receiving Find screen.

• When you click on New, the New Preliminary Receiving window appears, where you can key in a bit of information in the fields provided.
• To proceed, click Next, and you will be taken to the Properties screen, where you will need to manually add items to the session.