Receiving shipments with a barcode scanner

Shipping and Receiving

To properly leverage a barcode scanning solution in the warehouse, the first step to receiving shipments with a barcode scanner.  Efficient shipping and receiving is key to your ability to deliver on your promises to customers. When you have systems in place to manage shipping and receiving in an accountable, transparent way, you’re well-positioned to grow.

Finale Inventory is a cloud-based, scalable shipping and receiving software platform. Our product is suitable for use in single store operations and multi-warehouse facilities alike — it integrates seamlessly with a wide range of enterprise software and manages data in real time for viewing from any computer or mobile device.

Choosing Finale Inventory as your shipping and receiving software will help you leverage your data to make more informed business decisions. You’ll also enjoy improved productivity from your team, less rework and fewer quality control issues. Ultimately, this change will help you run a more sustainable, streamlined operation.

Leveraging the integrated wireless barcode soliution, Finale Inventory is a turnkey solution that installs quickly — save the time and expense of working with an integration consultant, and enjoy world-class customer support from our team.

How It Helps

Finale Inventory provides comprehensive shipping and receiving support. Our product can:

  • Track inventory in multiple locations from a centralized database, giving you a real-time overview of your stock counts from any computer or mobile device
  • Record products by batches, lots or serial number — Finale Inventory creates a traceable record of product data from receiving to shipping that makes it easy to meet any regulatory compliance requirements
  • Generate detailed stock history reports for incident reporting or investigative purposes, making your operation more accountable
  • Run distinct packing and shipping operations, monitoring your inventory as it moves through the boxing, packing and shipment stages

To learn more about what makes Finale Inventory one of the best shipping and receiving management software platforms on the market today, keep exploring our website or contact a representative directly.

receiving shipments with a barcode scanner

Receiving the shipment with a mobile barcode scanner

This video illustrates end-to-end how you would create the purchase order in Finale and illustrate the process of receiving shipments with a barcode scanner

To receive shipments with a scanner, The scanners work in “data collector” mode and automatically syncs with Finale Inventory via WiFI or when the scanner is docked with the computer.  If the warehouse does not have not WiFi or the WiFi is spotty, the data can able also be transferred by docking the scanner and syncing via USB cable.

The purchase orders for incoming shipments and picks lists for outgoing shipments are automatically downloaded to the scanner’s memory. The scanner is then used ‘offline’ to perform the standard warehouse procedures. After the picking or receiving process is complete, the scanner is docked, and the data is transferred from the scanner’s memory to Finale Inventory.

Below is a typical example of receiving shipments with a barcode scanner:

  1. Scan the bar code on the purchase order or key in the purchase order in the scanner. The scanner will list the expected products in the shipment.
  2. Scan each product in the shipment
  3. Once receiving is complete, save the operation in the scanner. Data is then stored in the memory of the scanner.
  4. Sync the data via WiFi

Of course, unplanned events can and are likely to occur with receiving shipments with a scanner. The scanner software is designed to be flexible and will address many unexpected use cases similar to the ones below:

    • Wrong product scanned – Scanner will give visual and audio alerts which an item not on the packing slip is scanned.
    • Missing products – Scanner will alert user which products are missing in the purchase order.
    • Wrong items contained to shipment – Scan the product anyways. Inaccurate items in the purchase order will be downloaded to Finale Inventory.
  • Missing documentation – Create a temporary shipment order with the scanner and then scan the items. The conciliation will be done within Finale inventory.

Video Transcription

Hello, Mike Kroeger here, Finale Inventory. This is going be a quick overview of receiving shipments with a barcode scanner. I’m not really gonna go into great detail on actually doing a receive, but I wanna give you a really quick overview of what’s available on Finale, how do we achieve the success rate in receiving your items into the inventory with the use of a mobile scanner. So, let’s get started.

So, I’m gonna pull up our Finale Inventory here, and at the same time I’ll pull up a view of my scanner here shortly. So, let’s talk about receiving purchase orders. So, Finale does have a purchase order module. You go to the PO, Purchase Order screen. This is where you can add and create new purchase orders. You can see that the screen is kind of laid out. You can see the status of the purchase orders. I’ve got some editable ones, some committed ones. I can see some that are fully received, some that are not received, some that are partially received. How does all this play with the mobile scanner?

So, the scanner is extremely intelligent. So, let’s pull the scanner up here, so you can see what would go on. Now, you’re gonna use a mobile scanner, meaning an Android-based type scanner, and download our application to it. So, once you download the application you’re going to sync it. So, it’s a synchronization process. So, as I bring up my Android scanner I would do a sync. This sync process is gonna log into your cloud account and download the latest information from your account to the scanner, so that now you can basically go anywhere you want to in your business in the warehouse.

You don’t have to have Wi-Fi in the warehouse at this moment in time, that’s what’s nice about this way. We get on the Wi-Fi, we download the information from your Finale Inventory cloud, and then we get off the Wi-Fi. Now, you can go out and you can do your receiving shipments with a barcode scanner without having to have Wi-Fi. So, that’s kind of the next step is you would go and then go after the purchase orders you want to receive. So, if you notice you would do a receive operation, it’s gonna ask you for an order ID. The order ID that you would use is gonna be coming from this order ID that’s in Finale.

Now, we have all kinds of ways to assist you with receiving shipments with a barcode scanner. You would be able to take an order ID and you would be able to print it. So, let me show you, you would be Action menu, you can print purchase orders with bar codes. And if I showed you how that comes out, you can see that there would be a way that we print documents to assist you in receiving. So, this document has an order ID at the top, which is your purchase order. It even has helper bar codes on the line items. If your items don’t come in with labels, we can still give you a bar code to be able to receive. Not only that, in the receiving process you might need to label your objects. So, you can always label your objects. You would get those labels from the shipment page. We have videos that show you how to do this. But effectively, you go to the Action menu and you would print Receiving Labels. You could have more than one type of receiving label, even. When you print these they will generate labels, either labels for thermal labels like this where I’ve got individual labels I can peel off. Or I might print them to an Avery label style. So, in combination with us pre-printing labels or labels for your products, or you can just use the printed paper and receive things in, you’re goining use these things to do receiving shipments with a barcode scanner.

So, now that you’ve seen a little bit of information there, the other thing let’s point out is that all these purchase orders are on the screen. Now, a lot of them are received. You can see see the statuses here. Some are partially received. These all won’t show up in the scanner. So, if I pull this scanner back…let’s see if I can get my scanner showed up. If I touch the screen it kinda just shows me I only have three purchase orders. And you might say, “There’s a lot more than three purchase orders here on this screen.” That’s because Finale is very intelligent. We’re not gonna download purchase orders that you’ve already received. So, if you look here, I’ve only got these two are not received, and this one’s not received, and this one. And this one is partial. Well, I’m still only getting three. But we only download committed ones. So, if I was to get rid of the editable from my view here, then I’m shrinking down. And then, if you notice, these are fully received so it’s not gonna download it. So, it’s gonna download this one, this one, and this partially received one down here. So, you can see that one, that’s number 10. See, there’s only one item left to be received on this. This is how we’re gonna help you do receiving shipments with a barcode scanner.

So, you could either choose one from this screen or you could scan the barcode off of this piece of paper, and then you begin the receiving process. That’s how you achieve using the scanner to receive. So, I could select this purchase order, then I would scan a location in my warehouse. So, we help you produce the labels to put on your shelves, your racks, your base, and your bin. And you would scan that barcode to let the scanner know where you are. And just to show you that, you would find those in your Reports section. Go to Labels, and over here on the side where it says, “Other Labels,” I can print out my warehouse labels. So, this is just an example in this test account here, where I could print out labels to stick on my shelves. So, now you can see the whole thing coming together. I’ve got barcodes I would peel off and stick on my shelves, or bins, or areas. And I would choose one of those. So, I could scan these labels or I can click on the screen and choose I want it to go into A3. From this point forward, you’re scanning barcodes and you’re actually doing the receiving. The scanner is going to guide you and validate you at each step.

Now, once you do the receiving shipments with a barcode scanner, you can also check your progress while you scan, and you can see how the scanner has everything that is in this Purchase Order. So, if I was to go back here, we’ve got a lot of things in this Purchase Order. And you can see the quantities over here on the side. So, we’ve got a blue polo large that’s in here somewhere, and I’m expecting three of them. So, every item that’s on this PO is showing up on the screen here. There may be more, so I can page through the items and review my progress. When I’m done, you’re going to be exiting the receiving operation, and then you’re going to do a sync. Now, you must do the sync to send it back up here to the cloud. So, it ends after you do the entire receiving process, you will sync the scanner again and it will transmit up what you did in the receiving process, and you are through.

And that’s a very quick overview of some of the capabilities that are enatiled with receiving shipments with a barcode scanner. Check out our other videos on how to actually do detailed different types of operations in scanning for receiving.

(Videos: See the complete list of available videos)