Locate Purchase Order Shipment

Purchase Order Shipments can be located by either scanning a QR Code sticker associated with the order or by grouping Purchase Orders by Project or by Supplier. Shipments display on the Receiving data table after the supplier responds to a Purchase Order Request in GTP Connect.

Scan QR Code

If a Supplier has included a QR Code with the shipment the QR Code can be scanned by either a handheld scanner attached to a computer running STRATUS or by a phone or tablet device that is running STRATUS that has a camera and a QR Code scan application.

To Scan a QR Code to highlight the Purchase Order:

On the Receiving POs page, click the scan button.
The Capture an Image dialog displays.
Scan the QR Code. The Received PO dialog will display. Note: If using a tablet, click the Capture Image button in the scan dialog.
1. If scanned PO has not been changed to Receive Shipment, then the Receive Shipment button will display.
2. If the status of the scanned PO has already been Receive Shipment, then the Receive Line Items button will display.
See the Shipments section for more information.

Group by Project

When Group by is set to Project, the POs table will display projects based on the Project drop-down (either a selected project or ALL PROJECTS).
1. Project - The Project Name.
2. Pending Items - The total number of Purchase Orders Pending Shipment action.
3. Required - The Required delivery date set when the Order was created.
Expand a Project to display all of the Purchase Orders for a Project that have received a response from a supplier. Note: The table can be sorted on most columns.
1. Purchase Order - Displays all of the Purchase Order numbers for the project. Each Purchase Order number includes a link to the Order Details page.
2. Supplier PO Response # - Displays the Supplier PO Response # from the request that was made.
3. Model - Links to the Models Viewer page associated with the Purchase Order.
4. Required - The Required delivery date set when the Order was created.
5. Line Items - Displays the total number of line items in the Order.
6. Status - Displays the status of the shipment. As actions are taken on a shipment, a unique Status will display which can include the following:
  1. Purchase Order Response Received - The Purchase Order Response Received status indicates that a supplier has received and responded to a Purchase Order Request. This is the first Purchase Order notification that will display on the Receiving page. The items have not yet been Shipped.
  2. Shipped - The Shipped status indicates that the supplier has shipped the shipment.
  3. Partially Shipped - The Partially Shipped status indicates that the supplier has shipped some but not all of the items needed for the shipment.
  4. Delivered - The Delivered status indicates the entire shipment has been statused as Receive Shipment and Receive Line Items.
  5. Partially Delivered - The Partially Delivered status indicates the entire shipment has been statused as Receive Shipment but at least one line item had an issue when it was Received.
  6. Supplier - Displays the name of the Supplier who is sending the Shipment.
Expand a Purchase Order to view Shipments. See the Shipments section for more information.

Group by Supplier

When Group by is set to Supplier, the POs table will display projects based on the Project drop-down (either a selected project or ALL PROJECTS).
1. Supplier - The name of the Supplier who shipped the Purchase Order shipment.
2. Pending Items - The total number of Purchase Orders Pending Shipment action.
3. Required - The Required delivery date set when the Order was created.
Expand a Supplier to display all of the Purchase Orders that a Supplier has responded to. Note: The table can be sorted on most columns.
1. Purchase Order - Displays all of the Purchase Order numbers for the project. Each Purchase Order number includes a link to the Order Details page.
2. Supplier PO Response # - Displays the Supplier PO Response # from the request that was made.
3. Model - Links to the Models Viewer page associated with the Purchase Order.
4. Project - The name of the Project from which the Shipment was derived.
5. Required - The Required delivery date set when the Order was created.
6. Line Items - Displays the total number of line items in the Order.
7. Status - Displays the status of the shipment. As actions are taken on a shipment, a unique Status will display which can include the following:
  1. Purchase Order Response Received - The Purchase Order Response Received status indicates that a supplier has received and responded to a Purchase Order Request. This is the first Purchase Order notification that will display the Purchase Order on the Receiving page. The items have not yet been Shipped items.
  2. Shipped - The Shipped status indicates that the supplier has shipped the shipment.
  3. Partially Shipped - The Partially Shipped status indicates that the supplier has shipped some but not all of the items needed for the shipment.
  4. Delivered - The Delivered status indicates the entire shipment has been statused as Receive Shipment and Receive Line Items.
  5. Partially Delivered - The Partially Delivered status indicates the entire shipment has been statused as Receive Shipment but at least one line item had an issue when it was Received.
Expand a Purchase Order to view Shipments. See the Shipments section for more information.

Shipments

Shipments display for each Purchase Order. Shipment information and status are included for each shipment.

Locate the Shipment by one of the methods in the Locate Purchase Order Shipment section.
Expand the Purchase Order to display the list of Shipments
Click a shipment row to display the shipment line items and Properties.

Shipment Row
1. Shipment - The Shipment is a unique Response Number entered by the Supplier when filling out the shipment.
2. Ship Date - The date the shipment was shipped from the supplier.
3. Actions - See the Shipment Actions section for more information.
4. Status - The Status of the shipment can be one of the following:
  1. Unspecified - A Unspecified status indicates that the Shipment status is unknown or has not yet been filled out by the supplier.
  2. Pending - A Pending status indicates that the Shipment has not yet been statused as Receive Shipment. For example, when a shipment is in transit from a supplier or on the dock.
  3. Receive Shipment - A Receive Shipment status indicates that a receiver has scanned the shipment, but has not inspected it or fully received it yet.
  4. Partial Received - A Partial Received status indicates that a receiver has inspected the shipment and confirmed receiving some of the items, but some of the items were not received or had issues and were not accepted.
  5. Received - A Received status indicates that a receiver inspected and confirmed that all the items were received in the correct quantity and in acceptable condition.
5. Status Date - Once the status of a shipment has changed, the Status Date column will refresh to display the latest user who changed the status and the timestamp for this action.
  
  Properties
  1. Shipment Number- The shipment number.
  2. Carrier - The carrier delivering the shipment.
  3. Tracking - The Tracking number.
  4. Net Weight - The Net Weight of the shipment.
  5. Gross Weight - The Gross Weight of the shipment.
  6. Vendor - The supplier.
Expand a Shipment to view the line items included in the shipment.
1. Needed - The quantity Needed is derived from the Package BOM.
2. Shipped - Quantity shipped by the Supplier.
3. UoM - The Unit of Measure (UoM) is derived from the Package BOM.
4. Product Code - The Product Code is derived from the Package BOM or overridden when the Request was created.
5. Description - The Description is derived from the Package BOM.
6. Manufacturer - The Manufacturer is derived from the Package BOM.
7. Material - The Material is derived from the Package BOM.
8. Length - The Length is derived from the Package BOM.
9. Width- The Width is derived from the Package BOM.
10. Size - The Size is derived from the Package BOM.
11. Diameter- The Diameter is derived from the Package BOM.
12. Additional Info - Additional Info can be a Manual or Property Override applied to a part template in either in the Package BOM > Property Overrides or under Admin > Company > Part Templates > BOM Line Item Mapping.

Shipment Actions

Receiving is the process of acknowledging and inspecting a shipment and setting the status of the shipment to either Receive Shipment and/or Receive Line Items. A shipment can be received and inspected in one step by using the Receive Line Items option. It depends on how you want to status the receiving process.

Receive Shipment - The Receive Shipment status indicates that the shipment has arrived at the site.
Receive Line Items - The Receive Line Items status is applied after a shipment is inspected and it is determined that the shipment has been received in the correct quantity and in acceptable condition. If Receive Line Items is clicked before Receive Shipment, it will be assumed that the shipment was received.

Receive Shipment

The Receive Shipment status indicates that the shipment has arrived. It does not indicate that it has been inspected or fully received. This status can be skipped if you would like to jump right to the Receive Line Items actions.

To Receive Shipment:

Click the Shipment’s 3-dot Actions button. The Actions dialog will display.
Click the Receive Shipment button. Clicking the Receive Shipment button confirms that the shipment has arrived, but does not indicate that it has been inspected or fully received. As a result, the Shipment status will change to Receive Shipment.
1. Note: Once a shipment’s status is Receive Shipment, it can be undone by clicking the Unreceive Shipment button. See the Receive Shipment section for more information.

Receive Line Items

To Receive Line Items for a shipment indicates that the shipment has been inspected, the quantity shipped is correct, and that the items received are in Acceptable condition.

To Receive Line Items for a shipment:

If your workflow is to first Receive Shipment, then see the Receive Shipment section for more information.
Click the 3-dot button in the Actions column.
One of the following Actions dialogs will display:
1. Previously Receive Shipment - If you had previously statused the shipment to Receive Shipment, then the following Actions dialog will display. Note: Unreceive Shipment will set the Purchase Order status to Shipped.
2. Not Receive Shipment - If you have not statused the shipment to Receive Shipment, then the following Actions dialog will display.
Click the Receive Shipment option.
A Receive PO dialog similar to the following will display. When initially opened, the all Items checkbox will be checked, the Condition for all items will be Accepted, and the action button will be set to Receive Line Items. Note: Clicking Receive Line Items button indicates that the quantity shipped was correct and that none of the items had an Issue.
1. Items - Check items when multiple items need to be changed to the same Condition, Container, Notes. Once items have been selected, select the Condition, Container, and/or enter Notes for any item and all selected items will change.
2. Received - Verify that the number of items shipped is the number of items received. If fewer items were received than Shipped, edit the Received value. As a result, the shipment will be in the Partial Shipped status.
3. Condition - The condition of an item is either Acceptable or has an Issue.
  1. Issue - If the item has an issue:
    1. Select the issue that best describes the issue.
    2. For any issue selected for any item in the shipment, the status will be Partial Shipped.
  2. Acceptable - The item received is acceptable.
When any Item is checked, the Partial Receive Line Item button highlights green. When all Item's have been checked the button label changes to Receive Line Items. If any Item’s Received value is edited or the Condition value is not Accepted, the action button will change to Partial Receive Line Items.
Once done, click either the Finish Later, Receive, or Partial Receive button.
1. Finish Later - Click the Finish Later option to save your changes for later. The shipment status will remain Shipped.
2. Receive Line Items - The status will be Receive Line Items indicating that the quantity Received for all items is correct and that all items are Accepted.
3. Partial Receive Line Items - The status will be Partial Received Line Items if the quantity of any item shipped was not correct or if any item had an Issue.
The Receiving page will refresh and the Purchase Order status will be updated depending on the previous selection.
1. Finish Later - When an order is Finish Later the Purchase Order status will not change.
2. Receive Line Items - When an order status is Received Line Items the Purchase Order status will be Completed.
3. Partial Receive - When an order is Partial Received Line Items the Purchase Order status will be Partial Received.
Once a shipment has been received, the 3-dot Actions menu includes the Unreceive Line Items option which provides the ability to edit the shipment.
After clicking the Unreceive Line Items button, the Purchase Order status returns to Shipped, the shipment status changes to Received Shipment, and the 3-dot Actions includes Unreceive Shipment and Receive Line Items.
1. Unreceive Shipment - Click Unreceive Shipment button to set the Purchase Order status to Shipped and the shipment status to Pending. This is the same setting as when the order is in transit.
2. Receive Line Items - Click Receive Line Items button to open the Receive PO dialog. See the Receive Line Items section for more information.