Let's take a closer look now at the other selections under the Manage saved queries button

Two choices allow you either to view the list of queries saved only by you or the list of queries saved by everyone on the system.

This is user-definable and up to you. You can switch back and forth anytime you like, but the system will always default to the way you left it the last time you were in the Query window.

These two selections have a direct impact on:

Using saved query: Click on the arrow and a dropdown menu displays, listing all of the saved (existing) queries you can choose from.

• When you select one, that query's criteria will display in the window.
• At that point, you can run the query.

Delete the current query: Clicking on this will call up a dialogue box asking you if you want to delete the query that's displayed.

• If you do, Click on Yes.
• The query will be deleted.

Include inactive (deleted) records that meet the selection criteria:

• Checked = records that have been deleted from iMerchant will be included in the search.
• Unchecked = these records will not be included, even if they fall under the query's criteria ranges.

To run the query

• Click on the Submit the query button
• or Click on Exit without searching if you do not wish to run the query

Once a query is run, a list of matching products displays back in the lower portion of the Receiving screen.

These are the products you will wish to receive.

Take note of the Status column.

• The status of each product will either be:
  • Pending: meaning the product has not yet been received
  • Complete: meaning it has been received.

Also take note of the Retail Order and Retail Product columns.

• If the product in any row is still Pending and the Retail Product Price is different from the Retail Order Price
• The price listed under both the Retail Order and Retail Product column will be highlighted in red

To handle the bulk receiving of products with such a price discrepancy use If New Receive price is different from current:

• There is a drop-down menu.
• Select the option you want applied to all products you will receive in bulk that have a price discrepancy.
• The selections here work the same way as they do in the Detail window.
• The only difference is, when you receive such products in bulk, this setting only applies to Pending products
  • in the Detail form, both Pending and Complete products can be altered.

Before receiving any products, you can key in the invoice number and invoice date under the Default Receiving Settings

• The date, if left blank, will default to the current day's date.

Discount (optional): If you leave it blank, whatever discount specified on the PO for the product(s) in question will be applied.

• If you enter a value here, at this point, it will override the discount from the PO.

Problem Code: can be assigned to multiple selected products simultaneously (or just one selected product) if there is an issue (i.e., short-shipped, damaged merchandise, etc).

• To assign a Problem Code at this screen:
  • Highlight the products for which you want a specific Problem Code to be assigned.
  • Check the box to the left of the Problem Code field and select the appropriate Problem Code.
  • When you later receive these products in bulk, the Problem Code selected here will be assigned to them.
• If you need to assign a different Problem Code to a different product or group of products
  • Repeat the procedure above.

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

Label printing settings: you determine whether or not you want to batch the labels (or print them now), and you can print the labels here, as well.

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

Whatever you selected in the Label printing mode field will display to the right of Mode on the Receiving screen.

If you chose Save to Batch, the Print batched labels button will call up the Label Printer Selections window.

iMerchant Tip: Make sure you select a default Customer Order label type in Store Maintenance. If you do not, no Customer Order labels will print. Customer Order labels are created for each individual product that is received to fulfill a Customer Order.

The upper left of the Receiving screen contains the Receiving Summary box

• This details data for products received on the invoice you're working on.
• When you first call up a list, the information will generally be all zeroes.
• After receiving items, the applicable data will fill in.

Now, it is time to actually receive the products into your store.

You can receive as many products as you want in bulk, simultaneously.

• Highlight all of the products you want to receive..
• Click on the Receive Selected Task Bar icon at the top of the screen
• The Confirm Receiving window displays, detailing the number of different products you are about to receive along with the total quantity and invoice number and date.
• Click on OKin the Confirm Receiving window.
  • Clicking on Cancel backs you out without receiving the products.
• The system will process the received products, the Receive Remaining column on the Receiving screen will be zeroed out for the just-received products
• The Just Received column will fill in with the quantity just received for each applicable product  
• The rows for all products just received will turn yellow.
• The Products Received box in the upper left corner will also update.

To print the labels for the products you have received (If you haven't already printed labels in the Label printing settings)

• Click on the Labels Task Bar icon  
• The Printer Selections window appears.
• Review the information
• Make any necessary changes.
• When you are ready, click on the Printbutton
  • If you want to preview the label before printing it, simply click on the Preview button.

You can also print label batches later:

Select Reports > Print Labels from the Menu Bar

You can also add products to a PO using this screen as a navigation tool :

• Highlight a product from the Receiving screen.
  • You can only select one product at a time from the list for this process.
• Click Add to This PO on the Task Bar
• This will call up the properties screen for the PO that includes the just-selected product.
  • Whatever discount you have defined from the Receiving screen will carry over to the PO.
• From here, you can change any information on the PO, or you can add a new product to the PO.
• Anything you do here in PO Properties will work the same as usual, except
  • when you click on the Receive, Apply to PO, or Add to PO buttons, you will be returned to the Receiving screen
• If you added a new product in PO Properties, it will now be listed on the Receiving screen, along with all of the other products originally called up after you ran your query.

To see more detail and receive a product by itself:

• Highlight (or scan) the product you want to receive
• Click on the Receive Detail toolbar icon at the top of the Receiving screen.
• The Receiving Detail screen opens for the just-highlighted product.

The Receiving Detail screen is divided into two basic sections: a work screen and a grid at the bottom of the screen.

When you access the Receiving Detail screen, the information listed is just for the one product you had highlighted at the Receiving screen.

At the top of the Receiving Detail screen, the PO number, vendor the product was ordered from, and store it was ordered for display.

Just below that, product information displays.

All of this is for your information.

At the bottom of the screen, there is a grid.

Any previous orders for the selected product (including the current order) are listed at the top of the grid.

• These are grayed out (not changeable) and provided for your information.

The work screen (above the grid) is where you actually receive the item.

The cursor defaults to the Quantity field, which automatically fills in with the ordered amount (determined on the PO).

• Generally, you will likely not need to change this amount, but if you do, simply key in the new amount.

Change the Unit Cost, Total Cost, Retail Recvd, and Discount % fields only if necessary.

The price in the Retail Recvd field will fill in automatically based on the value of the PO Retail Price field in the PO you are receiving against.

• You can change this value here, if you wish.
• If you do change the value in the Retail Recvdfield
  • When you click on the Receive button, a dialogue box will appear.
  • This will ask you which price in the product's inventory file (Product Properties) you want the change to be applied to: both MSRP and Retail price; Retail price only; Buying price only; or Buying price, Retail price, and MSRP.
  • There is also a selection that allows you not to have any of the pricing updated in the inventory file.
  • Choose the selection you want, and the product will be received in and the appropriate pricing change will be updated on the inventory file.
    • This dialogue box will also appear automatically if the price in the Retail Recvd field is different from the retail price for the item in Product Properties.
• If you change the Buyingprice
  • the new Buying price will be impacted depending on whether the received item is using the List price or the Net price.
• If you don't explicitly change an item's List or Net Price value to Net Price, it will always default to List Price.
  • If you choose List, when you change the retail price in Receiving
    • The buying price will be updated with the retail price.
  • If you choose Net, then when you change the retail price in Receiving
    • The buying price will be updated with the received cost value of the item in question.

Please note, if the Unit Cost here in Receiving is different from the item's Buying price in Product Properties

• The price change dialogue box will appear, allowing you to adjust the price.
• If you choose to update the unit cost, the item's Buying price in Product Peoperties will be updated with the unit cost value here in Receiving.

The Problem Code field is used if there is an issue receiving the item.

• For example, if the Unit Cost has changed, you may want to attach a Problem Code.
• Problem Codes are optional unless the Quantityfield has been altered in Receiving.
  • If the Quantity received does not match the Quantity ordered (i.e., either shortshipped or overshipped), or if the received Quantity is entered as zero, then you must enter a Problem Code.

To enter a known Problem Code:

• Key in the appropriate Problem Code and press Enter.
• The Problem Code field is filled in.

To enter an unkown Problem Code:

• Click on the binoculars icon at the right of the Problem Code field
• This takes you to the Find Problem Code screen.
• Select the Problem Code you want.

If you have assigned a Problem Code, the Available Date field becomes active

• Enter an appropriate date in this field, if applicable.
• Available Date is grayed out if no Problem Code is assigned

If you have not yet filled in the Invoice Number and Invoice Date back on the Receiving screen:

Key them in now in the applicable fields.

In the Invoice Date you can click on the arrow at the right of the field and choose the date from the mini calendar

To the right of the work screen, there is the Product Pricing box.

• The MSRP, Retail, and Buying prices are listed for the selected product.
• If you need to change any of these prices here, you can.

If the rows in question have already been exported to Accounting, you cannot change them.

The last column in the grid at the bottom of the screen lets you know if the item in question has been exported.

Once everything is in order on the Receiving work screen

• Click on the Receive
• The product is received, and your system inventory records are automatically updated.

Once you receive a product, a new row appears in the grid at the bottom of the Receiving Detail screen.

• This is the Just Received row, it reflects the action you just took.
• The product you just received is listed in this row, and the Quantity column fills in with the Quantity you received in the work screen.

If you need to change something after you have received the item:

• Change what you need to back in the work screen
• Click on the Receive button again.
• The Just Received row will be updated with the changes you made in the work screen.

If you want to Unreceive (cancel) an item after clicking on the Receive button:

• Click on the UnDo Task Bar button

If you have not yet checked the Save Labels to Batch field back on the general Receiving screen

• You can do it here. It is located to the right of the Invoice Date field.

You can print labels here, too.

• Click on the Print Labels

Once you have received the item, close the Receiving Detail screen by clicking on the Close button in the Task Bar

You are returned to the Receiving screen.

The product you just received will now have its Receive Remaining and Just Received columns updated in the selection grid at the bottom of the Receiving Properties screen, and its row will now be yellow.

If, at any time in the process, you need to go back to the Receiving Detail screen for any product on the Receiving screen

• Highlight the product
• Click on the Receive Detail Task Bar button.
• At that point, if needed, you can change information for the product.

- Call up the receiving detail screen and click on the incorrect line.
- This will bring the information to the top where it can be edited.
- Change the quantity to zero and apply a problem code saying the item is still coming.
- The receiving line will still be there but received with a zero quantity.