Purpose Statement

The Receiving Inventory Items feature allows Fire/EMS personnel to receive incoming inventory and add quantities to designated inventory locations within First Due.

This process supports accurate inventory tracking, reduces manual entry errors through SKU and barcode scanning, and helps departments maintain accurate records of supplies received and distributed across their organization.

Background Information

Receiving inventory is the process of adding physical quantities of existing inventory items into First Due. This process is separate from creating an inventory item in the system.

First Due supports four methods for receiving inventory:

1. Bulk Receiving Through Inventory Management: Receive one or more inventory items through Assets → Inventory Management → Receive Log → Receive.
2. Bulk Receiving From the Inventory List: Access the bulk receiving workflow through Assets → Setup → Inventory → Inventory List → Actions → Receive.
3. Individual Item Receiving: Receive inventory directly from an existing item record in Setup → Inventory → Inventory List.
4. Purchase Order Receiving: Receive inventory while updating a Purchase Order's status to Delivered.

Receiving Configuration

Depending on your agency's configuration, additional receiving information may be required.

• Vendor Requirement: When the Require Vendor when Receiving Inventory setting is enabled, users must enter a vendor during the receiving process.
• Purchase Order Number: When receiving inventory through a Purchase Order, the Purchase Order Number automatically populates.
• Current Price Per Unit Visibility: Agencies can configure First Due to display an inventory item's current Price Per Unit during receiving.

For the Current Price Per Unit to display:

• The applicable setting must be enabled in Assets → Setup → Settings.
• A Current Price Per Unit must already be defined on the inventory item.

If either condition is not met, the Current Price Per Unit will not display during receiving.

Required Permissions

Users must have the appropriate permissions assigned to their First Due role to access the applicable inventory receiving workflows.

Depending on the receiving method, access may be required for:

• Assets: Access to the Assets module.
• Inventory Management: Access to inventory receiving functions and the Receive Log.
• Inventory List: Permission to view or modify inventory item records.
• Receiving Inventory: Permission to perform inventory receiving actions.
• Purchase Orders: Access to view and update Purchase Orders when receiving inventory through a PO.

Video

Step-by-Step Guide

Method 1: Bulk Receiving Through Inventory Management

Use this method when receiving multiple inventory items within a single receiving workflow.

1. Open the Receive Inventory Workflow

• Navigate to Assets → Inventory Management.
• Select the Receive Log tab.
• Click Receive to open the receiving workflow.

2. Enter a Vendor (If Required)

• Locate the Vendor field.
• Select the appropriate vendor if your agency requires vendor information.
• If the Require Vendor when Receiving Inventory setting is disabled, the field may be optional.

3. Review the Purchase Order Number and Order Number

• Review the Purchase Order Number field, if applicable.
• If receiving inventory from a Purchase Order, confirm that the Purchase Order Number automatically populated.
• Enter an Order Number, if applicable.

4. Apply a Global Destination (Optional)

• Locate the Global Destination field.
• Select the destination location if all items being received will be assigned to the same location.
• If inventory items need to be received into different locations, specify the appropriate location for each item instead.

Global Destination can reduce repetitive data entry when multiple items are received into the same location.

5. Enter or Scan the SKU/Barcode

• Locate the SKU field.
• Enter the item's SKU manually or scan the barcode using an available scanning method.
• To scan using the device camera, select the Barcode icon.
• To use an external barcode scanner, place the cursor in the SKU field before scanning.
• Verify that the correct inventory item is identified.

6. Search by Inventory Name (Alternative Method)

If a SKU is unavailable or does not return the expected inventory item:

• Locate the Inventory Name field.
• Begin typing the inventory item's name.
• Select the correct inventory item from the search results.
• Confirm that the inventory name appears at the top of the item tile.

7. Complete the Receiving Details

• Enter the quantity of inventory being received.
• Select the destination location.
• Complete any additional required fields based on your agency's configuration.

These fields include:

• Quantity
• Location
• Lot #
• Expiration Date
• Price Per Unit
• Packaging

8. Confirm the Inventory Item Information

• Review the selected inventory item and all receiving details.
• Verify the quantity, location, pricing, and any applicable lot or expiration information.
• Select the Confirmation Check Mark to confirm the item details before saving.

9. Add Additional Inventory Items (Optional)

• Click Add Inventory.
• Enter or scan the next inventory item.
• Complete the receiving details for the additional item.
• Repeat the process for each additional item being received.

10. Save the Receiving Transaction

• Review all inventory items included in the receiving transaction.
• Confirm that each item has the correct quantity and destination location.
• Click Save to complete the receiving process and add the received quantities to inventory.

Method 2: Bulk Receiving From the Inventory List in Setup

Use this method to initiate the bulk receiving workflow directly from the Inventory List in Setup. This provides an alternative entry point for receiving multiple inventory items without navigating to Inventory Management.

1. Open the Inventory List

• Navigate to Assets → Setup → Inventory → Inventory List.
• The Inventory List will display existing inventory items configured in First Due.

2. Open the Actions Menu

• Locate Actions within the Inventory List.
• Select Actions to display the available inventory management options.

3. Select Receive

• From the Actions menu, select Receive.
• The bulk inventory receiving workflow will open.

4. Complete the Bulk Receiving Process

• Follow Method 1, Steps 2–10 to complete the receiving process.
• Enter any required vendor or order information.
• Add inventory items using their SKU, barcode, or inventory name.
• Enter the quantities, destination locations, and any additional receiving details.
• Review the information and click Save to complete the receiving transaction.

Method 3: Receive an Individual Item from the Inventory List

Use this method when receiving inventory directly from an existing inventory item record.

1. Open the Inventory List

• Navigate to Setup → Inventory → Inventory List.
• Locate the inventory item you want to receive.

2. Select the Inventory Item

• Find the appropriate inventory item in the list.
• Select the Edit (Pencil) icon to open the existing inventory item record.

3. Open the Orders Tab

• Within the inventory item record, select the Orders tab.
• Locate the receiving options associated with the inventory item.

4. Start the Receive Process

• Click Receive.
• The receiving window will open for the selected inventory item.

5. Review the Prefilled Inventory Information

• Review the Inventory Name.
• Confirm that the associated SKU is correct.
• Verify that the selected item matches the physical inventory being received.

6. Enter the Receiving Details

• Enter the quantity being received.
• Select the appropriate destination location.
• Complete any additional required fields.

Depending on your agency's configuration, these may include:

• Vendor
• Quantity
• Location
• Lot #
• Expiration Date
• Price Per Unit
• Packaging

7. Add Additional Locations (Optional)

If the received quantity needs to be distributed across multiple locations:

• Locate Add Location.
• Select the Plus (+) icon.
• Select the additional destination location.
• Enter the quantity being received at that location.
• Repeat as needed for additional locations.
• Verify that the quantities entered reflect the total quantity physically received.

8. Review and Save the Receiving Details

• Review the receiving information for accuracy.
• Confirm that the correct inventory item, quantities, and locations are selected.
• Click Save to complete the receiving process for the inventory item.

9. Upload Receipts or Invoices (Optional)

• After completing the receiving process, select the Attachments tab within the inventory item record.
• Upload the applicable PDF files or images of receipts and invoices associated with the shipment.
• Verify that the attachments were added successfully.
• Click Save in the Update Inventory workflow to preserve the uploaded attachments and any remaining changes.

Method 4: Receive Inventory While Closing a Purchase Order

Use this method when inventory is being received as part of a Purchase Order delivery.

1. Open the Purchase Order

• Navigate to the applicable Purchase Orders list.
• Locate the Purchase Order associated with the incoming inventory.
• Select the Edit (Pencil) icon to open the Purchase Order.

2. Mark the Purchase Order as Delivered

• Locate the Status field.
• Change the Purchase Order status to Delivered.
• Save the status change.

3. Choose Whether to Receive Inventory

After marking the Purchase Order as Delivered, First Due will prompt you to choose how to proceed.

• Select Receive to begin receiving the inventory associated with the Purchase Order.
• Alternatively, select Change Status Only to update the Purchase Order status without initiating inventory receiving.

4. Review the Purchase Order Information

• Confirm that the Purchase Order Number automatically populated.
• Review the inventory items associated with the Purchase Order.
• Verify that the correct items are included in the receiving workflow.
• If additional inventory items need to be included, select Add Inventory and enter the applicable item information.

5. Complete the Receiving Details

• Enter the actual quantity of each inventory item being received.
• Select the appropriate destination location.
• Complete any additional required receiving information.

These fields may include:

• Quantity
• Location
• Lot #
• Expiration Date
• Price Per Unit
• Packaging, if applicable

6. Confirm and Save the Receiving Transaction

• Review all receiving information.
• Confirm that the correct inventory items, quantities, and locations are entered.
• Select the Confirmation Check Mark to confirm the receiving details.
• Click Save to complete the inventory receiving process associated with the Purchase Order.

Best Practices

• Create inventory items before receiving: Verify that each item exists in the Inventory List before beginning the receiving process.
• Choose the appropriate receiving method: Use either bulk receiving entry point for multiple items, individual item receiving for a specific record, or Purchase Order receiving for ordered supplies.
• Use barcode scanning when available: Scanning SKUs and barcodes can reduce manual entry errors and improve receiving efficiency.
• Verify physical quantities: Enter the actual quantity received rather than assuming the delivered quantity matches the quantity ordered.
• Confirm destination locations: Ensure each inventory item is assigned to the correct location, especially when receiving into multiple locations.
• Use Global Destination appropriately: Apply a global location only when all applicable inventory items are being received into the same location.
• Maintain accurate pricing information: Keep the current Price Per Unit updated on inventory items and enable price visibility when appropriate for your agency.
• Record lot numbers and expiration dates: Enter applicable tracking information to support inventory accuracy and supply management.
• Use Purchase Orders when applicable: Receiving through an existing Purchase Order helps maintain the relationship between ordered and received inventory.
• Attach supporting documentation: Upload receipts and invoices when applicable, and save the inventory record after uploading.
• Review before saving: Verify item names, quantities, pricing, and locations to avoid incorrect inventory counts.

Troubleshooting & FAQs

Why don't I see the current Price Per Unit during receiving?

Verify that the applicable Price Per Unit visibility setting is enabled in Assets → Setup → Settings and that a current Price Per Unit is defined on the inventory item. Both conditions must be met for the price to display.

Why can't I find an inventory item when attempting to receive it?

Confirm that the inventory item already exists in Setup → Inventory → Inventory List. If the item has not been created, it must be added before inventory quantities can be received.

Why is the Vendor field required?

Your agency may have enabled the Require Vendor when Receiving Inventory setting. When enabled, a vendor must be entered during the receiving process.

What is the difference between bulk receiving from Inventory Management and the Inventory List?

Both methods open the same bulk receiving workflow. The difference is the starting location:

• Method 1: Assets → Inventory Management → Receive Log → Receive
• Method 2: Assets → Setup → Inventory → Inventory List → Actions → Receive

Why does the Purchase Order Number automatically populate?

When receiving is initiated from a Purchase Order, First Due automatically associates the Purchase Order Number with the receiving workflow to support order tracking.

Can I update a Purchase Order to Delivered without receiving inventory?

Yes. When prompted after updating the Purchase Order status, select Change Status Only. This updates the Purchase Order status without initiating the receiving workflow.

What should I do if a SKU or barcode does not return the correct inventory item?

Verify that the SKU or barcode matches the information associated with the inventory item record. If necessary, search by Inventory Name and select the correct item.

Can I receive inventory into multiple locations?

Yes. When receiving an individual inventory item, use Add Location to enter additional destination locations and their corresponding quantities. For bulk receiving, specify individual item locations when a single Global Destination is not appropriate.

Why aren't my uploaded receipts or invoices appearing on the inventory item?

Verify that the attachments were uploaded and that you clicked Save in the Update Inventory workflow after uploading them. Unsaved changes may not be retained.

What is the difference between creating an inventory item and receiving inventory?

Creating an inventory item establishes the item record in First Due. Receiving inventory adds actual quantities of that existing item to the selected inventory location.