Purpose Statement

This feature enables Fire/EMS personnel to efficiently receive and process incoming inventory items within the First Due system by adding actual quantities to designated locations. It supports accurate inventory tracking, reduces manual entry errors through barcode and SKU-based workflows, and ensures supplies are properly distributed and documented across the department.

Background Information

Receiving inventory is the process of adding physical quantities of existing inventory items into the system. This is separate from creating the inventory item itself.

First Due supports three methods for receiving inventory:

• Bulk receiving through Assets → Inventory Management → Receive Log → Receive
• Individual item receiving through Setup → Inventory → Inventory List
• Receiving during Purchase Order completion when marking a PO as Delivered

Vendor entry may be required depending on whether the Require Vendor when Receiving Inventory toggle is enabled in Setup.

If receiving inventory from a Purchase Order, the Purchase Order Number will auto-populate during the receive process.

Current Price Per Unit Visibility:
A configurable setting allows agencies to display the current Price Per Unit for an inventory item during the receiving process. When enabled, this provides additional context for users entering pricing data and helps maintain consistency in cost tracking.

For this feature to function:

• The setting toggle must be enabled in Setup
• A current Price Per Unit must already be defined on the inventory item

If either condition is not met, the price will not display during receiving.

Required Permissions

Users typically need permission to:

• Access the Assets module
• Access Inventory Management
• View and edit Inventory List
• Receive inventory items
• Access Purchase Orders

Video

Step-by-Step Guide

Method 1: Bulk Receiving via Inventory Management

1. Open the Receive Inventory Workflow

• Navigate to Assets → Inventory Management

• Select Receive Log and click Receive. 

• This opens the main receiving workflow used for processing multiple inventory items at one time.

2. Enter a Vendor (If Required)

• If your agency has enabled the Require Vendor when Receiving Inventory setting in Setup, enter a Vendor before continuing. 

• If that setting is not enabled, this field may be optional.

3. Review the Purchase Order Number and Order Number

• If the receive process was launched from a Purchase Order, the Purchase Order Number will automatically populate. 

• Input an Order Number, if applicable.

• This helps connect the receiving record back to the original order.

4. Apply a Global Destination (Optional)

• Use Global Destination if all inventory items being received should be assigned to the same location.

  • This is optional, but it can save time and reduce repetitive data entry when multiple items are going to one destination.

5. Enter or Scan the SKU/Barcode

• Type the SKU directly into the SKU field, or use barcode scanning if available. 

• Users can scan with the device camera by selecting the barcode icon, or use an external scanner by placing the cursor in the SKU field before scanning.

6. Search by Inventory Name

• If the SKU is not available or does not return the item, begin typing the Inventory Name to search the database and select the correct inventory item from the list.

• The inventory name will populate at the top of the tile for reference.

7. Complete the Receiving Details

• Fill out all required fields for each item as directed by your agency. 

• These fields may include:

  • Quantity 

  • Location 

  • Lot # 

  • Expiration Date 

  • Price Per Unit 

  • Packaging

8. Confirm the Inventory Item Information

• Select the confirmation check mark to verify the receiving details are correct before saving. 

• This serves as a final review step prior to updating inventory counts.

9. Add Additional Inventory

• Click Add Inventory to add additional inventory items. 

• Complete Steps 5-8 for each additional inventory item.

9. Save the Receive Action

• Click Save to complete the receive process and add the quantities to inventory.

Method 2: Receive an Individual Item from Inventory List in Setup

1. Open the Inventory List

• Navigate to Setup → Inventory → Inventory List. 

• This method is helpful when you are already working from a specific inventory item record and want to receive that item directly.

2. Select the Inventory Item

• Locate the inventory item you want to receive. 

• From here, you can do the following:

  • Open an existing item using the Edit pencil

  • Select New Inventory if you are creating a new item record before receiving it

3. Go to the Orders Tab

• Within the inventory item record, select the Orders tab. 

• This is where order-related actions, including receiving, are managed for that specific inventory item.

4. Start the Receive Process

• Click Receive to open the receiving modal for that item.

5. Review the Prefilled Item Information

• The Inventory Name and SKU will already be associated with the selected inventory item. 

• Confirm that the correct item is displayed before entering the remaining receiving details.

6. Enter the Remaining Receive Details

• Complete all required fields based on your agency’s workflow. 

• Depending on configuration, this may include: 

  • Vendor 

  • Quantity 

  • Location 

  • Lot # 

  • Expiration Date 

  • Price Per Unit 

  • Packaging

7. Add Additional Locations (Optional)

• If the received quantity needs to be split across more than one location, select Plus icon next to Add Location and enter the additional location and quantity information as needed.

8. Review and Save

• Once all applicable information has been entered, review the details for accuracy. 

• Click Save to complete the receive process for that inventory item.

9. Select Attachments to Upload Receipts and Invoices

• Once the receive process is complete, select the Attachments tab above to upload PDF copies or images of receipts and invoices associated to the receiving shipment.

Method 3: Receive Inventory While Closing a Purchase Order

1. Open the Purchase Order

• Navigate to the appropriate Purchase Order and open the order you are ready to complete. 

• Select the Edit pencil next to the appropriate purchase order to update the status.

2. Mark the Purchase Order as Delivered

• Update the Status of the Purchase Order to Delivered. 

• When saved, the system recognizes that the ordered items have physically arrived.

3. Mark as Delivered to Receive Inventory

• After marking the PO as Delivered, a prompt will appear asking whether you want to proceed to the receive process. 

  • Selecting Receive will begin the Receive process

  • Selecting Change Status Only will simply update the status of the PO

4. Review the Purchase Order Details

• When the receiving workflow opens from the Purchase Order, the Purchase Order Number will already be populated and the related inventory items will be associated with the receive process. 

• This reduces manual entry and helps preserve order-to-receipt tracking.

• Select Add Inventory to add additional items as part of the PO receive process.

5. Complete the receiving details

• Enter all required receiving information for the items being added into inventory. 

• This may include: 

  • Quantity 

  • Location 

  • Lot #

  • Expiration Date 

  • Price Per Unit

6. Confirm and save

• Select the confirmation check mark to verify the receiving details. 

• Click Save to complete the receive process and finalize inventory receipt from the Purchase Order.

Best Practices

• Ensure inventory items exist in Inventory List before receiving
• Enable the Price Per Unit visibility setting to improve pricing consistency
• Maintain up-to-date Price Per Unit values on inventory items
• Use barcode scanning to improve speed and accuracy
• Apply Global Destination when appropriate
• Use Purchase Orders to streamline receiving workflows
• Always verify quantities, locations, and expiration dates before saving

Troubleshooting & FAQs

Why don’t I see the current Price Per Unit?
Ensure the pricing visibility setting is enabled in Setup and that a Price Per Unit is entered on the inventory item.

Why can’t I receive an inventory item?
The inventory item must already exist in Setup → Inventory → Inventory List.

Why is the Vendor field required for some users?
This depends on whether the Require Vendor when Receiving Inventory toggle is enabled.

What happens if I receive from a Purchase Order?
The Purchase Order Number will auto-populate and associated items will carry over.

Can I skip receiving during PO completion?
Yes, select Cancel or Change status only.

What if the SKU does not return the correct item?
Verify that the SKU was entered correctly on the inventory item record.