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Potential Receiving Issues - Office Exceptions
(under development)
This exception report helps detect issues that can arise when receiving deliveries. Most orders rely on electronically created and transferred orders, shipping notices, and invoices. Sometimes these processes are imperfect, and if the issue is large enough, it can cause major quantity-on-hand accuracy problems in your store. Sometimes smaller issues can help stores spot procedural issues or receiving-related theft.
You will want to look at the report's Last Receipt column to indicate the day (RRP date) the issue was created and there may be many more SKUs affected than what is listed: the purpose of this report is to point out a potential issue with a delivery containing the listed SKUs (and likely more) received into your computer system on the specified Last Receipt date.
There are two receiving issues this report looks for:
When shrink equals the number of units purchased for many SKUs in the same order then it can point to a wider problem:
If shrink is an order multiple (OM) of units purchased for many items in the same order then it can signify that an order (or part of an order) was received more than once.
For many of you, investigating these sorts of things is right up your alley and you already know how to resolve these issues. If that's you then you are awesome and are a gift to your store. However, if you are new to this role and have limited knowledge of your system's and/or organization's receiving processes, then it will be a daunting task at first. If you do find a large receiving issue (like an order received twice, or other large issues affecting hundreds of SKUs) then you will need to get the Ace Retailer Care Center (800) 777-6797 involved so they can bring in the appropriate resources to help resolve your issue quickly.
Determine your issue.
This points to your store errantly receiving an order (or part of an order) into your computer multiple times.
This points to a possible missing container.
There's a lot that goes into creating, transmitting, reconciling, and receiving an order. Ace and Epicor both have resources to help you understand and resolve your issues. We at Mango can help, but to a limited degree as we do not have the ability to re-spool ASNs or fix communication settings, etc. However, if you are new to this process then take a few minutes to read over the acronyms and order flow below as this understanding can help you investigate and resolve issues easier.
ASN - Advanced Shipping Notice: this is an electronic document made by Ace and picked up electronically via your Eagle system (during its ERP process). This document details what is being sent on your delivery. Once its processed, it is deleted. If the ASN is "re-spooled" again for some reason, then it is possible for your computer to receive the entire order again!
ERP - Enterprise Resource Planning: this is an electronic communication process that transmits and processes receiving documents.
MSP - Maintain Spooler Pages: this is a screen in your Eagle system where you can view historical reports, including your RSO, ERP, and RRP receiving reports. You launch this window by typing in "MSP" into the launch bar of you Eagle Browser.
RRP - Report Receiving Report: this Eagle function finalizes (when used with option F) a purchase order (created in MPO/RSO) and updates your quantity-on-hands, and can update various costs.
RSO - Report Suggested Orders: RSOs are generally run to be made into a PO that is eventually transmitted to the vendor.
PO/MPO - Purchase Order: a PO is a record of what was ordered and when reconciled with an ASN (via ERP) is a record of what was delivered. After reconciliation, the PO can be finalized via RRP and your system quantity-on-hands updated.
Putting it all together:
RSO -> PO -> transmit to vendor -> ASN -> ERP -> RRP
Your store makes and transmits a PO. When inventory is shipped, an electronic document (ASN) is reconciled into your PO (this is the ERP process). Your PO will now be updated with items that were not included in your shipment, along with items that were additionally included (special orders, bulletins, etc.).
In Eagle, you can view your POs in MPO, and use MSP to view ERP and RRP activity. You will use Acenet -> Find and Order Product -> Management & Receiving Documents to find ASNs and delivery container information.
Some stores have this entire process automated on a schedule, some are semi-automated, and some are manually run at each stage.
Refer to Ace's online documentation regarding Purchasing and Receiving.