The following screen shots detail the receiving process using Invata’s FastTrak® receiving software.

The receiving process will show screen shots from a FastTrak Purchase Order (PO) Receipt Monitor workstation as well as a FastTrak RF Terminal handheld device as they are used to receive incoming items into an omni-channel distribution center or warehouse setting.

Scroll down the page to view a step-by-step demonstration of the receiving process using FastTrak receiving software as part of the FastTrak Warehouse Execution System.  Click on any image to view it in a full size display. Once full size, click on the X in the lower right of the screen to close full size image display and come back to this page.

FastTrak Receiving Process

Screen 1: Splash Screen

This is the first screen an authorized user will see when they open the FastTrak Administration application:

FastTrak Administrative Application Splash Screen

Screen 2: Log On Access Screen 

To log onto the system the user chooses Log On from the drop down menu:

FastTrak Log On Access Screen

Screen 3: Log On Screen – User Name and Password

The user keys in his user name and password.

Note: System users are consolidated into groups based on user permissions.  Depending upon a user’s group, certain permissions, access to information, and the ability to perform certain transactions may or may not be granted.  In the example, the user has permission to access the full FastTrak system and perform all transactions:

FastTrak Log On Screen

Screen 4: View Drop Down Menu

This drop down menu shows a list of the FastTrak monitors and transactions available to this user.  In order to receive items, the PO Receipt Monitor is selected.

FastTrak View Drop Down Menu


Screen 5: PO Receipt Monitor

The initial PO Receipt Monitor screen displays the number of purchase orders currently in the system, categorizing them by their status (upper left corner of screen) into five groupings:

  • Pending – Downloaded from the host ERP, but not received.
  • In-Process – Receiving is in-process.
  • Received – Physical receiving is completed for all cases in the purchase order.
  • Confirmed – All cases have been processed and any discrepancies reconciled (by uploading to the host).
  • Released – Incoming shipment has been approved and released to become part of inventory. Receiving data has been uploaded to the host.

By checking a box or boxes in the Status window, the user can pull up all the purchases orders within a particular status group or groupings.

PO Receipt Monitor - Landing

Screen 6: PO Receipt Monitor – Pending Purchase Orders

To receive incoming items, the user choses the purchase orders that have a status of pending.  This brings up a list of all POs that have been downloaded from the host ERP to FastTrak, but not yet received.  In listing the pending POs, FastTrak displays the following information for each:

  • PO Number
  • Status – of that PO within the FastTrak system (Pending, In-Process, Received, Confirmed, Released)
  • Division – the company brand associated with that item
  • In Warehouse Date  – the date(s) items are expected to be received
  • ASNs – the number of Advanced Shipping Notifications associated with this purchase order
  • Comment – any comments that may pertain to this shipment, such as special handling requirements

This user choses to view information pertaining to PO number 10000091, which appears highlighted in blue.

PO Receipt Monitor - Pending Purchase Orders

Screen 7: PO Receipt Monitor – Purchase Order Information

Double clicking on a particular purchase order number will bring up the following information windows associated with that purchase order:

  • PO Info – Detailing general information pertaining to that PO.
  • ASNs – Detailing the Advanced Shipping Notices associated with that PO.
  • Cases – Detailing all the cases associated with a particular ASN.
  • SKUs – Detailing the SKU identification code information associated with a particular case within the ASN.

For this selection, there is one ASN that includes 20 cases.  The user has highlighted the first case in the ASN, which contains two SKUs as shown in the SKU window.

PO Receipt Monitor - Purchase Order Information

Screen 8: PO Receipt Monitor – Purchase Order Functions

Right clicking a selected purchase order will bring up a menu of available functions one can perform on that purchase order.  Available functions include:

  • DPL – Flagging items for assignment to a dynamic pick line.
  • Place/Release Hold – Placing a PO on hold or releasing one from being held. Affects only items that have not already been picked for shipping.
  • Print ASN Labels – Printing labels for items associated with an Advance Shipping Notification.
  • Print PO Sheet – Print the information pertaining this purchase order.
  • Recall – Recalling the items associated with a particular purchase order.
  • Re-work – Flagging the items in a particular PO for re-work.
  • View/Edit Comment – Viewing, editing, or adding comments that will be associated with the items in this PO (handle with care, etc.).
  • View in RI Monitor – The Receiving Inspection Monitor  shows cases needing to be inspected for a PO.
  • Audit Trail – Run an audit trail for this purchase order.
  • Refresh – Refresh the information pertaining to this PO.
  • Search – Search for a PO, case, or SKU.

PO Receipt Monitor - Purchase Order Functions

Screen 9: PO Receipt Monitor – Open Receipt Function for PO – Part 1

When a truck arrives with a shipment, the user chooses the Open Receipt option (right-clicks) for the invoice associated with the ASN for that shipment. This begins the receiving process.

PO Receipt Monitor - Open Receipt Function for PO

Screen 10: PO Receipt Monitor – Open Receipt Function – Part 2

Choosing the Open Receipt option prompts the user to choose  a location into which the incoming items will be received.  This allows FastTrak to place the incoming items into FastTrak inventory.

User keys in “Rec1” as the receiving location.

PO Receipt Monitor - Open Receipt Function - Part 2

Screen 11: PO Receipt Monitor – Open Receipt Function – Part 3

Having chosen a receiving location, the status of the this purchase order is automatically updated via FastTrak from Pending to In-Process. This information is reflected in a variety of locations as shown below.

NOTE: Both Pending and In-Process POs are showing on this screen, because both boxes have been checked in the upper left hand corner of the screen in the Status window, enabling the software to filter for both statuses of POs.

PO Receipt Monitor - Open Receipt Function - Part 3

Now, the physical process of receiving items into the warehouse against the chosen ASN can begin via a variety of paperless technologies, including:

  • In-motion scanning
  • Light-directed receiving (i.e. Put-to-Light)
  • Radio Frequency (RF) device receiving
  • Receipt-specific screens

In this example, we will show receipt via an RF Receipts Terminal.

Screen 12: RF Receipts Terminal – Log on

This is the Log On screen for the FastTrak Radio Frequency (RF) Receipts Terminal. Receiving can be done via a single RF Terminal or multiple terminals at the same time.  In this example, receiving will be done via a single RF device.

User keys in User Name and Password and touches the Log On button.  NOTE:  This user is part of a group that has been granted permission to perform every transaction.  Users can be grouped via permission levels in FastTrak.

RF Receipts Terminal - Log On Screen

Screen 13: RF Receipts Terminal – Main Menu

This screen shows the Main Menu for the RF Terminal.  User selects Inbound to begin the process of receiving items via the RF gun.

RF Receipts Terminal - Main Menu

Screen 14: RF Receipts Terminal – Inbound Menu

Options on the FastTrak Inbound Menu include:

  • PO Receive
  • Pallet Build
  • Pallet Putaway
  • Main Menu

User selects PO Receive on the Inbound Menu to receive items pertaining to a particular purchase order.

RF Receipts Terminal - Inbound Menu

Screen 15: RF Receipts Terminal – PO Selection Screen

This screen shows all purchase orders that have been opened and given a status of In-Process.  User scrolls through the PO numbers to select PO 10000091, then selects the Next button to receive cartons against the ASN associated with this PO.

RF Receipts Terminal - PO Selection Screen

Screen 16: RF Receipts Terminal – Case Scan Screen

Screen shows selected PO number, accompanying Invoice number, and the number of cases or cartons to be received. User is prompted to scan the bar code on a case label.  User scans label. Information appears in highlighted window. User selects Next button.

RF Receipts Terminal - Case Scan

Screen 17: RF Receipts Terminal – UPC Scan Screen

For this client, a receiving requirement for quality control purposes is that the receiver must validate that the first case selected for receiving in this PO has the correct UPC and that the UPC has the correct price on it.

User is prompted to scan the UPC bar code of one of the SKUs inside the case.  User opens case, scans item UPC, which registers in the highlighted UPC window.  User selects Next button.

RF Terminal Monitor - UPC Scan Screen

Screen 18: RF Receipts Terminal – Verify Price Screen

To ensure incoming items are accurately labeled, FastTrak prompts user to validate the price of the scanned UPC for this client.  If the price is accurate, the items can be received normally.  If the price is inaccurate, this case and the others in this PO will be flagged for re-work. In this case it will be re-ticketed before put-away.

User verifies a correct price on the item by selecting the Yes button, then the Next button.

RF Receipts Terminal - Verify Price Screen

Screen 19: RF Receipts Terminal – Case Disposition Screen

Each case being received is assigned a disposition code, which determines the handling for the incoming item. Dispostition codes are configured based on the capacities and requirements of each client’s operation.  Types of dispositions for which codes are assigned include:

  • Pallet Storage  (based on a FastTrak put-away algorithm)
  • ASRS Storage   (based on a FastTrak put-away algorithm)
  • Receiving Inspection   (based on a FastTrak receiving inspection sampling algorithm)
  • Damaged Items  (based on the condition of incoming items)
  • Re-working  (based on specific circumstances like re-ticketing, splitting or combining cases, special handling for fragile items, etc.)
  • Cross-Docking   (based on a format code associate with the initial PO. For cross-dock items, FastTrak does not prompt  user to open cases and scan UPC bar codes.  Cross-dock items are generally not subject to inspection.)

For this client Disposition Q means the carton should be sent to Receiving Inspection.

RF Receipts Terminal - Case Disposition Screen

Screen 20: RF Receipts Terminal – Case Disposition Screen – Progress

In this example, the user has received 4 case out of 20.  This screen shows there are 16 cases remaining to be receiving against the ASN.  The disposition code of “X” for this case is instructing the user to place the case on a pallet for storage.

RF Receipts Terminal - Case Disposition Screen - 2

The RF receiving process will continue until all cases have been received against the ASN.

Screen 21: PO Receipt Monitor – Updated Status

As each item is received, FastTrak updates the database to reflect the current status of items received against the open purchase order.  This can be seen in the following FastTrak PO Monitor screen.  In the PO Info window, it shows four cases received against an expected 20 cases.  And in the Cases window, it shows which cases have been received, their disposition and condition, who received them, the number of SKUs and pieces per case, and the receiving location.

PO Receipt Monitor - Updated Status

Screen 22: RF Receipts Terminal –  Receiving Complete Confirmation – part 1

When the user receives the final case for this PO, FastTrak requires that the user confirms that receiving is complete.  This is done through both the RF Receipts Terminal and the PO Monitor.  This screen show the RF Terminal confirmation.  The screen following shows the PO monitor.

RF Receipts Terminal - Receiving Complete Confirmation

Screen 23: PO Receipt Monitor – Confirm Receipt of Items – part 2

FastTrak requires that the user confirms that receiving is complete.  This is done in the event that less or more the expected number of cases were received.  To confirm that the physical receiving process is complete, the user clicks on the invoice in the ASN window of the PO Monitor and selects Confirm Receipt from the drop down menu.

PO Receipt Monitor - Confirm Receipt of Goods 

Screen 24: PO Receipt Monitor – Confirm PO Receipt – part 3

Once the user selects Confirm Receipt, a Confirm PO Receipt window pops up.  This enables the input of any comments that will accompany the items into inventory (or shows any comments already in the system). It also confirms that in this instance, no cases were missing from the shipment.  Had there been missing cases the license plate number (bar code) for those case would appear below the LPN header.

User adds a comment about special handling, then selects the Confirm button.

PO Receipt Monitor - Confirm PO Receipt - part 3

Screen 25: PO Receipt Monitor –  PO Receipt Confirmed

Once user has confirmed the receipt of items against the ASN, FastTrak updates the status of that PO, which is indicated in the screen below, now being filter to show Pending, In-Process, and Confirmed purchase orders.  PO 10000091 now appears with a status of confirmed and the number of POs with a confirmed status (upper left hand corner of screen) has changed from 37 to 38.

PO Receipt Monitor - PO Receipt Confirmed


Screen 26: PO Receipt Monitor –  Release Receipt 

Once a PO is confirmed, it can be released to inventory.  The number of  Releasing received items notifies the host ERP that these items can now be allocated against incoming orders. To do this, the user selects Release Receipt from the drop down menu that appears by right-clicking on the invoice number.

PO Receipt Monitor - Release Receipt

Screen 27: PO Receipt Monitor – PO Released Status

Checking an additional filter in the upper left Status window for Released POs reveals PO 10000091 as now having the status of Released, meaning the receiving process is complete and the items are now available to be allocated against incoming orders.

PO Receipt Monitor - PO Released Status


To learn more about what Invata receiving software can do to improve your omni-channel distribution operation, contact us, and we’ll be happy to share more about our deep experience of employing receiving software and warehouse automation technologies to enhance operational productivity.

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