Inventory Management: Receiving Inventory Items
Purpose Statement
This feature enables Fire/EMS personnel to efficiently receive and process incoming inventory items within the First Due system, adding actual quantities to specific locations and updating inventory levels across the department. By providing streamlined receiving workflows with barcode scanning capabilities and automated data population, departments can maintain accurate inventory records, reduce manual data entry errors, and ensure proper distribution of supplies to designated locations.
Background Information
Receiving inventory items is the process of adding actual quantities of previously created inventory items to specific locations within the First Due system. This process is separate from creating inventory item definitions and represents the physical receipt and placement of supplies into compartments, storages, or other designated locations.
The receiving process supports multiple identification methods including manual SKU entry, barcode scanning with device cameras, and external scanner integration. When SKU numbers are properly configured during inventory item creation, the system automatically populates item information, reducing data entry requirements and improving accuracy.
The system provides two primary receiving methods: bulk receiving through the main receiving interface for processing multiple items simultaneously, and individual item receiving through the inventory list for single-item transactions. Vendor selection capabilities integrate with the inventory item's default vendor settings while allowing flexibility to choose alternative vendors when needed. This supports accurate cost tracking and maintains vendor relationship records for procurement analysis and reporting.
Video
Step-by-Step Guide
Method 1: Bulk Receiving Process
1. Click on Inventory Management within the Assets Module.
2. Click on Inventory List.
3. Click on Receive in the Actions Dropdown.
This will open the Receive Inventory Page
4. Vendors may be selected form the dropdown.
5. SKU #s may be typed in.
6. SKU#s may also be scanned by selecting the barcode icon.
The barcode icon will open the device camera to scan.
To use an external scanner, place your cursor in the SKU# field, select inside, then scan with the eternal scanner.
7. SKU#s associated with Inventory items will automatically fill in the Inventory Name.
The SKU# must have been entered when the inventory item was created for the association to be made.
8. If there is not an associated SKU#, users will need to begin typing the inventory name, then select the needed item from the list.
9. Enter all other fields as directed by your agency.
- Lot # - If applicable, this field allows entry of the Lot # for the item being received.
- Price Per Unit - This field allows tracking for the current price of the item.
- Expiration Date - If applicable, allows users to specify an expiration date associated with the inventory.
- Quantity - Enter the number of items received.
- Location - Select the storage location the items are being received into.
- Packaging - Select from the packaging types that are available. (Packaging types are managed in Assets > Setup > Inventory > Packaging)
10. To receive other inventory items, click on Add Inventory to open a new card.
11. When finished, click on Save.
Method 2: Individual Item Receiving
12. Individual items may also be received by accessing the Inventory List, finding the item to receive then, click the edit pencil.
13. Select the Orders tab and then click the Receive button.
14. The Receive Inventory Modal will already have the Inventory Name and SKU#, users will need to fill out the additional fields as directed by their agency.
15. Additional Locations and Quantities may be added by selecting the Add Location button.
16. Once all applicable information has been entered, click the Save button.
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