📥 Receiving
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      Receiving Cheat Sheet

      Receiving Cheatsheet for EZ Process Pro

      Quick Reference Steps

      1. Look up a list of POs that have not yet been received
      2. Set ETA for PO
      3. Record Shiplist #, Container #, and Ship Date
      4. Print Barcodes or Price Tags in Advance of Receiving the PO
      5. Pre Pay PO
      6. Receive Items from Purchase Order
        1. Partially Receive PO
        2. Receive Multiple POs at the same time
        3. Receive Single PO and Closeout when Finished
      7. Void PO

      1. Look up a list of POs that have not yet been received

      • View Non-Received Purchase Orders
      • Go to Ordering > Purchase Orders > Non-received Purchase Orders. This will show you a list of all purchase orders that have been generated but not yet received. 
      • From this list, you have a couple of options available to you. You can view the existing PO, see the date the purchase order was placed, and which user ordered the PO. You also have the ability to set the ETA for the PO, void the PO, or even print price tags or barcodes in advance of receiving the PO.

      2. Set ETA for PO

      • Enter current ETA information for your PO
        • One thing you are going to want to do is set the Estimated Time of Arrival for your POs. Whenever you vendor provides you with that information you will want to add it to your EZ Process Pro system. Here is how:
        • Go to Ordering > Purchase Orders > Non-received Purchase Orders and then click on the ETA link for whichever PO you would like to set the ETA for.

        • This will open up a screen that allows you to select the PO arrival date, and let’s you record the name of the representative of the vendor that provided you with that information. You will select the PO arrival date, enter the rep’s name, write any additional comments and then click Submit to save the ETA date for the PO.

        • Now you will see a date where the ETA link used to be.

        • If you click on that date you can change the PO arrival date or even click on the Add ETA for EAch Item on the PO option to enter a different PO arrival date for each item listed on the PO.

        • To enter a different PO date for any of the items on the PO you just click in the Item ETA field and select a date.



      3. Record Shiplist #, Container #, and Ship Date

      • Entering the Ship Date, Shiplist #, and Container # helps streamline inventory tracking and logistics:
        • Ship Date – Tracks when the order was shipped from the supplier, helping estimate arrival times and manage receiving schedules
        • Shiplist # – A reference number provided by the supplier that helps verify the shipment details against the purchase order.
        • Container # – Used for shipments arriving via freight or containers, allowing businesses to track and identify specific shipments, especially for international or large orders.
      • If you go to Ordering > Purchase Orders > Non-Received Purchase Orders, you will see a “Shiplist #” link that you are able to click on.

      • If click on the Shiplist # link it will open up a screen that allows you to enter the date of the shipment, Shiplist #, and Container #.

      • Once you enter that information you can click Submit to save.

      4. Print Barcodes or Price Tags in Advance of Receiving the PO

      • You have the ability to print out barcodes or price tags in advance of receiving the PO. Depending on whichever option you choose, the system will then print out either barcodes or price tags for every item that is on the purchase order, in the exact quantity the item was ordered.
      • To do this, you will go to Ordering > Purchase Orders > Non-Received Purchase Orders and then click on the Shiplist # link for the PO you would like to print either barcodes or price tags.
      • This will open up a screen that will show you all of the items that you ordered with that purchase order. You will click either Print Barcode or Print Price Tag to print barcodes or price tags for each of the items listed on the purchase order.



      5. Pre Pay PO

      • You have the option of paying for a purchase order in advance of receiving the PO. If this is how you pay your vendor for your goods, then you are going to follow the following steps.
      • Go to Ordering > Purchase Orders > Non-Received Purchase Orders. Here you will see a list of all of your purchase orders that you are waiting to receive. 

      • Click on Pre Pay this PO to record payment in advance of receiving the PO.
      • This will take you to a screen to enter in the amount you would like to pay for the purchase order. Enter the amount you wish to pay and click Continue.

      • You will then be taken to a page that asks if you are making that payment by check or by credit card. Make that selection now.

      • You will then be taken to a page that lists all of your accounts that you have for your bank or your credit card. You will then select Use This Card or Process by Check, Debit, ACH depending on which option you selected in the previous step.


      • The software will then confirm that you do in fact want to pay for the invoice and after you confirm the invoice will be paid in advance with whichever amount you decided to use.


      6. Receive Items from Purchase Order

      • You now have three different ways to receive a purchase order. You can choose to partially receive a Purchase Order. This means the vendor has only shipped you some but not all of the items on the purchase order. You are going to receive just the items that were shipped for you but keep all of the remaining items still open in that purchase order so that when those items are shipped to you at later date you are able to receive those items at that point.

      • The next option you have is to receive multiple purchase orders all at the same time. This option would be used if your vendor likes to pack their truck with multiple purchase orders and ship you all of the items at the same time using one invoice.
      • The final option you have is to receive a single purchase order and when you are finished the purchase order will be fully closed out. This means if there are items on that purchase order that you do not receive, those items will go back to Items for PO, so that you can add those items to a new purchase order. The purchase order itself will be fully closed out. When you use this option you are basically telling the system that any items you do not receive you are not expecting for them to be shipped by your vendor, so any items that are not received need to go to Item for PO which is the list of items you need to order for customer sales.

      6a. Partially Receive PO

        • Go to Ordering > Purchase Orders > Receive all from List - All POs
      • First, select the Vendor

        • Next, check the box for All open items for the selected Vendor and then click Submit

        • This will now show you a list of all the items you are waiting to receive across all POs for the vendor that you selected.

        • For example, let’s say I only received the 2x of 141BED - Queen Bed from PO #262. I would select my “Check in to Location” (which is the location where I am receiving the items). I would then enter in the Invoice #, Invoice Date, and who received this invoice.
        • I would then check the boxes next to both of the 141BED - Queen Bed from PO #262. Make sure my cost of each item is correct, enter any adjustments, freight rate etc. and then click Submit.

      • Now if I go back and run through these steps again, I will see that PO #262 only shows one item remaining to be received. When I receive the shipment for that item I can do these same steps to receive that item.

      6b. Receive Multiple POs at the same time

      • Go to Ordering > Purchase Orders > Receive all from List - All POs
        • First, select the Vendor

          • Next, check the box for All open items for the selected Vendor and then click Submit

          • This will now show you a list of all the items you are waiting to receive across all POs for the vendor that you selected.

        • Let’s say in this example my vendor shipped me both PO # 231 and PO #265 in the same truck and provided me with one invoice that included all of the items from both of those POs.
        • I would start by selecting my “Check in to Location” (which is the location where I am receiving the items). I would then enter the Invoice #, Invoice Date, and who received this invoice.
        • I would then check the boxes for each of the items on PO # 262 and check the boxes for each of the items on PO #265.
        • I would then make sure my Cost/Item is correct for each of my items, make any adjustments, add in freight rate, make sure the QTY received is correct, mark any items as damaged, and then click Submit.

        • That will then receive multiple POs into my inventory. If I go back run through the above steps you will see that only one item from one PO now remains to be received.

        6c. Receive Single PO and Closeout when Finished

        • Go to Ordering > Purchase Orders > Non-Received Purchase Orders
        • This will show you a list of purchase orders that you are waiting to receive. Click on the Invoice # link for the purchase order you would like to receive.

        • This will now display all of the items that are on that purchase order. QTY Received will automatically be set as the amount that was ordered. If you didn’t receive any items or if any of the items are damaged make those changes now.
        • You will then enter the Invoice #, Invoice Date, who received the purchase order, and which location where you are receiving the items.

        • Make sure the Cost/Item is correct. Make any adjustments, add in the freight rate, and then click Submit.
        • All of the items on this purchase order will now be received into your inventory, and the purchase order will be fully closed out. Any items you said you did not receive will then go back to Items for PO if they were tied to a customer sale.


        7. Void PO

        • If you made a mistake with a purchase order, or receive word from your vendor that your purchase order is being canceled for any reason, you have the ability to void a purchase order. When you void the purchase order it will no longer exist in your system. Any items on that purchase order, once voided, will go back to Items for PO so that you can add them to a new purchase order. 
        • To Void a PO you will go to Ordering > Purchase Orders > Non-Received Purchase Orders.
        • You will then click the Void PO button.