How to Create and Finalize Item Receipts Video:
Creating an Item Receipt
Follow these steps each time a shipment arrives at your practice, to ensure your stock levels are updated in your PIMS:
Locate the Order: Navigate to Orders > Order History. You may use the Filter button in the upper right to search by supplier or order number & find the specific shipment that arrived.
Start the Receipt: Click into the order details and select Create Item Receipt on the right-hand side.
Enter Quantities: In the pop-up window, enter the quantity for each item that physically arrived.
If an item has not arrived yet, leave the quantity as "0" or enter the partial quantity amount that was received. For items that arrive in a later shipment, you'll have the opportunity to create a new item receipt for the remainder of the order.
Please note that items marked as cancelled or backordered are not eligible for receiving.
Add Shipment Details (Optional): You may optionally upload a packing slip or add an internal message for your records. Once ready to proceed, click Create, to open the full receipt page.
Review and Finalize: On the receipt page, you can optionally add lot numbers or expiration dates to items. Once all information is accurate, click the blue Finalize button. Your quantities will then transmit to your PIMS!
Note: Once a receipt is Finalized, it cannot be edited. If you realize an error was made after finalizing, you must make adjustments directly within your PIMS.
Receipt Statuses
You can track the progress of your shipments directly from the Order History page by filtering for specific receipt statuses:
"No Receipts": This status will label any orders with receivable items that do not have any receipts created.
"In Progress": This status will label any orders that have an existing but un-finalized receipt. Be sure to finalize your receipts once completed!
"Partially Received": This status will label any orders with at least 1 finalized receipt, and with remaining receivable items.
"Fully Received": This status will label any orders that are comprised of receivable items, that have all been fully received and finalized.
"Not Receivable": This status will label orders that have no receivable items. This includes orders that only have all backordered, cancelled, or returned items, as well as orders where all items have been marked as "not receivable".
"Incomplete": This status will label orders that have some items that have been received, and some items that are not receivable, whether they are backordered, cancelled, or marked as "not receivable".
Troubleshooting & Tips
Split Shipments
Split Shipments
If a vendor sends your order in multiple shipments over several days, create and finalize a receipt for only the items already received. When the rest of the items arrive, Vetcove will give you the option to create a new receipt for the remaining items, at a later time.
Inventory Not Updating
Inventory Not Updating
If your PIMS counts aren't changing, or are changing by incorrect amounts, after you finalize a receipt, we recommend checking the following:
Linking: Only linked items will translate to your PIMS. Ensure the PIMS product is linked to the corresponding Vetcove item on your PIMS Products page.
Units of Measure: If the quantity is wrong, verify that your Vetcove Unit of Measure matches your PIMS tracking unit.
Item Receipts Summary Page
Item Receipts Summary Page
For an overview of all your receiving activity, go to Orders > Item Receipts. This page lists every receipt created, allowing you to quickly jump back into unfinalized receipts or audit finalized ones.