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Incoming Goods Web App Documentation

Documentation: Incoming Goods Web App

Introduction
    Basic Concepts
User Interface Incoming Goods Web App
    Header Menu
    Navigation
    Main Work Area
    Preview Area
Incoming Goods Function Areas
Notification
    Main Work Area
    ASN Functions
        "Edit Classifications..." function
            "Types" Section:
            "Classification(s)" section:
        "New..." function:
            Text/Label*:
                Number*:
                Type*:
                Tenant
                Description
                Note
                Classifications
            Status/Time*:
            Party/ Measure:
            Identifiers
            User Area:
            Consignee:
            Customs:
        "Edit..." function:
        "Positions..." function:
        "Upload File..." function:
        "Print..." function:
        "Release..." function:
        "Cancel..." Function
Receive Delivery
    Main Work Area
    Goods Receipt Functions
        "New..." Function
            Text/tag*:
                Number*:
                Description
                Note
            Master Data*:
                Tenant:
                Ship from:
                Warehouse:
                Notifocation of dispatch:
            Status/Time:
            Information:
        "Edit..." Function
        "Delete..." function
        "Take Goods Receipt..." Function
            Maintaining handling units for a goods receipt
                Create/Edit Handling Unit
                Delete Handling Unit
                Copy Handling Unit
                Printing a Handling Unit
                Filling a handling Unit with Goods -- Create/Edit/Remove Line Items
                Setting Up and Assigning Locks
Returns

Introduction

With the Incoming Goods Web App, you can register delivered goods in the warehouse for further processing. The web app allows you to create, edit, delete, and review goods receipts. Goods receipts can be recorded either manually or against an advanced shipping notice for ordered goods. Once the expected goods have been registered in the Incoming Goods Web App, they can be processed either in the web app or directly in the Incoming Goods Mobile App.

Basic Concepts

In the Incoming Goods Web App, expected deliveries of new goods are created and released for actual goods receipt. Through the web app or the mobile app, incoming deliveries can be registered in the system at the receiving area. During this process, the deliveries are matched against the announced notices and checked accordingly. Goods receipts can also be recorded without a prior notice.

During goods registration, the received goods are assigned to one or more handling units (HUs). A handling unit is the identifier under which the goods are managed in the system from that point on, making them traceable at any time and available for subsequent warehouse processes. All further processing steps are then linked to this handling unit number.

User Interface Incoming Goods Web App

The Incoming Goods Web App uses the standard Bitergo WMS web app user interface. For details, see the chapter on User Interface and User Experience.

Header Menu

The menu icon on the right side of the header gives you access to the following general functions:

  • Navigation Visible: Toggles the navigation pane on and off.
  • Preview Visible: Toggles the preview area on and off.
  • Import Shipment: This dialog allows you to import a CSV file containing goods receipts into Bitergo WMS. You can download a CSV template via the Download Template button and use it to prepare your import file. In the Character Set field, select the appropriate encoding for your CSV file; the available options are ISO-8859-15 and UTF-8. Then click Select File to choose the file and confirm your selection with OK. The selected file name will appear in the dialog. Finally, click Upload to import the file. Once the upload has finished, the imported entries will appear in the ASN table.
  • Change Language: Use this option to switch the interface language between German, English or Spanish. A dialog window opens after clicking the button, allowing you to choose your preferred language. Click OK to confirm or Cancel to discard your selection.
  • Excel Export: Exports the table currently displayed in the workspace to an Excel file. After clicking the option, a dialog opens where you can choose the save location for the file. Confirm the selection with OK to save the Excel file to the specified location.
  • Log Out: Signs you out of Bitergo WMS and closes the application.

The navigation panel allows you to switch between the categories "ASN," "Receive Delivery," and "Return" to view and edit them in the main workspace of the screen. The "Return" category requires integration with a higher-level system, such as an ERP system, and is therefore not covered further in this documentation. Please contact the Bitergo Support Team for more information.

Main Work Area

The main workspace in the center of the screen displays the data for the category selected in the navigation panel in tabular form. The function buttons below the table let you perform actions either on all displayed records or on selected rows only.

Preview Area

The preview area is located to the right of the table. It displays the detailed information for the element selected in the main work area, usually the currently selected row in the table.

Incoming Goods Function Areas

You can access the following functional areas via the navigation:

  • ASN:
    An advanced shipping notice provides preliminary information about an incoming goods receipt and is sent by the supplier to the recipient. Shipping notices can be transferred from an ERP or merchandise management system via an interface, which is the standard in most cases, imported as an Excel or CSV file, or created manually. In this functional area, you can create, edit, import, approve, and cancel shipping notices for further processing in Goods Receipt.
  • Receive Delivery:
    In the Goods Receipt module, you can process and record approved goods receipts, create new goods receipts, and close them.
  • Returns:
    The Returns module requires integration with a higher-level software system (e.g., ERP) and is therefore not covered further in this documentation. Please consult the Bitergo Support Team for more information.

Notification

Main Work Area

The table displays all created or imported delivery notifications for incoming deliveries. Each row contains all information related to a delivery notification, organized across different columns.

You can define which columns are displayed in the table using the gear icon in the upper-right corner of the table. Filters can be applied in the upper-left corner above the table to display only specific delivery notices. You can also create and save different table layouts. For more information, see the chapter on User Interface and User Guidance.

By clicking on a row, you can select a delivery notice. After selection,

  • all detailed information about the selected notice appears in the preview area, and
  • the corresponding function buttons located below the table are activated.

ASN Functions

Below the ASN table, you'll find the following function buttons:

  • "Edit classifications"
  • "New"
  • "Edit..."
  • "Positions..."
  • "File Upload..."
  • "Print..."
  • "ASN take goods Receipt..."
  • "Release..."
  • "Cancel..."

Some function buttons are only active if the status of the selected ASN in the table allows for that function.

"Edit Classifications..." function

The "Classification" function button allows you to create and select ASN classifications. These classifications affect parameters and processes in Bitergo WMS and cannot be set up without the assistance of the Bitergo WMS Support Team. Please contact the Bitergo Support Team if needed.

Clicking the "Edit classifications" button opens the "Classifications" window. On the left side of the window is a table listing the existing classifications. The table consists of two columns: the first column displays the "Type," and the second displays the "Code." Each row represents a classification; a classification always consists of a "Type" and a "Code." The "Code" is the name of the classification, and the "Type" is a group of one or more "Codes." The name or "Code" must always be unique within a "Type," meaning each "Code" must have a different name.

On the right side of the window, there are two sections one below the other. The upper section is called "Types" and contains two buttons for creating ("New...") and "Deleting" "Types." The lower section is called "Classification(s)" and contains three buttons for creating ("New..."), "Editing," and "Deleting" "classifications."

"Types" Section:

You can create a new "Type" using the "New..." button. After clicking "New...," the "Save Classification Type" window opens, displaying the "Name*" field and the "OK" and "Cancel" buttons. Enter the name for the new "Type" here. Clicking "OK" creates the new type; clicking "Cancel" cancels the operation.

"Classification(s)" section:

Use the "Classification" button to create a new classification for a previously created type. After clicking "New...," the "Save Classification" window opens, displaying the "Type*" dropdown menu, the "Code*" field, and the "OK" and "Cancel" buttons. In the "Type*" dropdown, you can select a previously created classification type. You can then enter a name for the "Classification" in the "Code" field. Clicking "OK" creates the new classification; clicking "Cancel" cancels the process. After confirming with "OK," the window closes and a new row appears in the table on the left-hand side with the newly created classification....

The "Classifications" window can be closed using the "Close" icon in the title bar or the "Close" button.

"New..." function:

You can use the "New..." button to manually create a new shipment notification with its associated properties. In this dialog box, all properties for the shipment notification are defined and then appear in

  • the corresponding columns in the table in the main work area
  • the preview area on the right side of the screen.

After the delivery notice is created via this dialog box or imported through a file upload, it can be edited using the "Edit" button.

Clicking "New..." opens the "Shipment" dialog box. In the upper section of the window, there are several tabs that can be used to enter the various data for the new delivery notice. The asterisk at the end of a tab's name indicates that the corresponding tab contains fields that are required to create a new delivery notice.

You can exit the "Shipment" window by clicking the "OK" or "Cancel" buttons. Clicking "OK" creates the new delivery notice, while clicking "Cancel" closes the dialog box without creating a new delivery notice. In this case, all entries will be lost. If not all required fields are filled in, a new delivery notice cannot be created. In this case, the following error message appears: Required field(s): Information is missing or incorrect for: "Field Name," which indicates which fields have not been filled in.

The "Shipment" dialog box contains the following tabs:

  • Text/label*
  • Status/time
  • Party/ Measure
  • Identifiers
  • User Area
  • Consignee
  • Customs
Text/Label*:

The following fields/properties are displayed on the Text/Label* tab:

Number*:

(Required field)
The unique, internal notification number. Bitergo WMS provides a number with the following format: "LIEFER-000000000". You can use this number or enter your own.

Type*:

(Required field, Type: Dropdown)
The following shipping notices types are available:

  • ASN: Advanced Shipping Notice -- For shipments for which new stock unit numbers are generated.
  • ASN-NVE: Advanced Shipping notice with SSCC -- For notified deliveries that already have a shipping unit number (NVE), which is transferred.
  • Return: For shipments, that previously left the warehouse and are returned
  • Return with handling units: For returns, that allready have a handling uni number.
Tenant

(Dropdown) Here you can assign the shipment to a previously created tenant (see Master Data). Select a tenant from the list.

Description

The description is a "descriptive" name for the shipment.

Note

A comment on the delivery notice; this can be a description or additional information about the delivery notice in text form.
(Required field, Type: Text field)

Classifications

Here, you can select one or more previously created classifications that affect further processes for the delivery. These classifications influence parameters and processes in Bitergo WMS and cannot be set up without the assistance of the Bitergo WMS Support Team. Please contact the Bitergo Support Team if necessary.... Clicking the icon to the left of the field opens the "Edit Classification" dialog. The dialog consists of two lists. The left list is labeled "Available" and the right list is labeled "Chosen." The left list contains all available classifications to choose from, while the right list contains the classifications selected for the shipment. Between the two lists are two buttons stacked one above the other with arrows; the top arrow points to the right and the bottom arrow points to the left. These buttons allow you to assign classifications to either the left or right list. To do this, select a classification by clicking on it and then click one of the arrows to move it, for example, from "Available" to "Chosen." After clicking the arrow, the classification moves to the selected list and is no longer available in the previous one.


You can exit the dialog by clicking the "OK" or "Cancel" buttons. Clicking "OK" confirms the changes.

Status/Time*:

The following time-related attributes of the shipment are displayed under the Status/Time tab:

  • Status: This dropdown displays the delivery's status, either "Pending" or "Approved."
  • Creation Date: The creation date is set by the system when the shipping notice is created.
  • Position-Count: Shows how many line items the delivery consists of.
  • Modification Date: This is the date of the last modification. It is set automatically by the system.
  • Date of Shipment: Indicates when the shipment was sent to your warehouse. (This requires...)
  • Estimated Delivery Date time: Indicates when the shipment is expected to arrive at your warehouse.
Party/ Measure:

Under the Party/ Measure tab, you can specify which parties are involved in shipping the delivery and what the weight and volume of the delivery are.

The following options are available:

  • Freight Carrier: (Dropdown) Here, you can select a carrier previously created in the master data.
  • Consignor: (Dropdown) Here, you can select a consignor previously created in the master data.
  • Supplier Rating: You can specify a rating for the supplier here. Please contact the Bitergo Support Team for more information.
  • Gross Weight: The gross weight of the shipment can be specified in the following units: mg, g, kg, t
  • Net Weight: The net weight of the shipment can be specified in the following units: mg, g, kg, t
  • Volume: The volume of the shipment can be specified in the following units:
Identifiers

Please contact the Bitergo Support Team regarding this tab.

User Area:

Please contact the Bitergo Support Team regarding this tab.

Consignee:

On this tab, you can select the previously created consignee (recipient) of the shipment from a drop-down menu.

Customs:

On this tab, you can enter customs information for the shipment. The following fields are available here:

  • Customs Type: (Dropdown) Choose from:
    • bonded
    • unbonded
  • MRN NCTS: (text field)
  • MRN AGS: (text field)... MRN (Master Reference Number) is the unique 18-digit customs registration number for procedures such as transit (NCTS), export (AES), or import (EAS), which is assigned by the electronic ATLAS system and is used for shipment tracking; the second-to-last letter indicates the procedure, such as 'M' for an opened transit procedure (NCTS) or 'A' for one yet to be opened (AGS---office of departure).

"Edit..." function:

Clicking the "Edit..." function button allows you to edit the properties of the selected ASN. The "Shipment" dialog box opens, which is described in detail in the previous section.

You can exit the "Shipment" dialog box using the "OK" or "Cancel" buttons. Clicking "OK" applies the changes, and clicking "Cancel" closes the dialog box without applying the changes.

"Positions..." function:

Clicking the "Positions..." function button opens the "Positions" dialog box. Here, you can add items from the product master to the delivery and specify settings for the selected positions, such as quantity, batch, serial number, expiration date, and more.

The "Positions" window is structured as follows: The table on the left side of the screen displays the entire item master. As soon as an item is selected here, settings for the item can be configured in the middle section. The following fields are available here:

  • Note: A note on the item
  • Lot: The batch can be specified here
  • Serial Number: If an item is tracked by serial number, this field is enabled and the item's serial number can be entered
  • Expiration Date: If an item is tracked by expiration date, this field is enabled and the date can be entered here.
  • "QA-secured" checkbox: For items subject to quality assurance
  • Quantity: The delivery quantity of the item must be entered here.... Below that is the "Add" button. Clicking the "Add" button adds the line item to the shipping notice, and it appears in the "ASN Lines " table on the right side of the window.

Proceed as follows to add one or more items to the shipping notice: Select the desired item in the left column, set the quantity, quantity type, and any other required settings, and click the "Add" button to add this item to the shipping notice. Repeat this process for additional items if necessary. After you have added all items, exit the "Positions" window by clicking the "Done" button in the lower-left corner of the window.

"Upload File..." function:

This function allows you to upload a file containing deliveries. The required file format is CSV.

The "Print" function allows you to print all information about a delivery notice. In the dialog box, you can select the printer and specify the number of copies. Clicking the "Print Selected" button prints the delivery notices selected in the table. Click "Cancel" to close the dialog box.

"Release..." function:

Before a shipment notification can be processed in Incoming Goods, it must be released. Once released, it cannot be edited further. The shipment notification will only appear in the Incoming Goods mobile app after it has been released.

Click the "Release" button to release the notification for goods receipt entry. As soon as a notification has been released, its status in the corresponding column changes from "pending" to "released".

"Cancel..." Function

You can use the "Cancel" function button to cancel the selected notification and thereby remove it from the table.

Receive Delivery

Main Work Area

The table displays all created goods receipts. Each row contains all information related to a goods receipt, organized across different columns.

Filters can be applied in the upper-left corner above the table to display only specific goods receipts. The "Completed" checkbox allows you to display all completed goods receipts. You can also create and save different table layouts. For more information, see the chapter on User Interface and User Guidance.

By clicking on a row, you can select a goods receipt. After selection,

  • all detailed information about the selected goods receipt appears in the preview area, and
  • the corresponding function buttons located below the table are activated.

Goods Receipt Functions

Below the goods receipt table, you'll find the following function buttons:

  • "New"
  • "Edit..."
  • "Delete..."
  • "Take Goods Receipt..."
  • "Close Receive Delivery..."
  • "Details..."

Some function buttons are only active if the status of the selected goods receipt in the table allows for that function.

"New..." Function

Clicking the "New..." function button allows you to create a new goods receipt.

The "New Receive Delivery" dialog box opens with the following tabs:

  • Text/tag
  • Master Data*: (required)
  • Status/Time
  • Information
Text/tag*:

The following fields/properties are displayed on the "Text/Label" tab:

Number*:

(Required field)
The unique, internal goods receipt number. Bitergo WMS provides a number with the following format: "WE-000000000". You can use this number or enter your own.

Description

The description is a "descriptive" name for this goods receipt.

Note

A note regarding the goods receipt; this can be a description or additional information in text form.

Master Data*:

The following fields/properties are displayed on the "Master Data*" tab:

Tenant:

(dropdown, optional)
Select a tenant from the dropdown menu.

Ship from:

(Dropdown, optional)
Select a sender from the dropdown menu....

Warehouse:

(Dropdown, required field)
Select the warehouse, in which the shipment will arrive.

Notifocation of dispatch:

(Text field)
The corresponding notification is displayed here.

Status/Time:

The following fields/properties are displayed on the "Status/Time" tab:

  • Delivery Note: The name/number of the delivery note is displayed here.
  • Status: This dropdown displays the delivery status: "Pending" or "Approved."
  • Creation Date: The system sets the creation date when the shipping notice is generated.
  • Modification Date: This is the date of the last modification. It is set automatically by the system.
  • Shipment Date Time: Indicates when the shipment was sent to your warehouse.
  • Actual Delivery Date Time: Indicates the date the shipment was delivered to the warehouse.
Information:

The following fields/properties are displayed on the "Information" tab:

  • Container No.
  • Seal No.
  • Truck Arrival
  • Unloading Start
  • Unloading End
  • Truck departure
  • Rating

"Edit..." Function

By clicking the "Edit..." function button, you can edit the properties of the selected goods receipt. The "Edit Receive Delivery" dialog box opens, which is described in detail in the previous section.

"Delete..." function

Clicking the "Delete..." function button deletes the selected goods receipt.

"Take Goods Receipt..." Function

Clicking the "Take Goods Receipt..." function button allows you to enter the selected goods receipt into the system. The "Receive Delivery" window opens.

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The "Receive Delivery" window is similar in structure and process to the "Positions" window in the "ASN" function area.

  1. The current goods receipt is displayed in the center.
  2. The table on the left displays all item master records that are eligible for manual goods receipt. If the goods receipt is assigned to a tenant, only item master records from that same tenant are displayed here.
  3. On the right, you can see all storage units and their items assigned to the current goods receipt, including quantity, lot numbers, and best-before dates, as well as any applicable locks.
  4. The central input form allows you to load goods (on the left) by specifying a quantity (and, if applicable, a lot number, etc.) onto an existing handling unit (on the right), with or without restrictions.
  5. Here, new handling units can be created, and existing storage units can be edited, deleted, copied, and printed.
  6. Once the user has finished entering the goods, they can navigate directly back to the goods receipt overview.

The upper dialog box contains three key functions:

  • Maintaining handling units for a goods receipt
  • Filling a handling unit with goods
  • Creating and assigning locks
Maintaining handling units for a goods receipt
Create/Edit Handling Unit

You can create and maintain as many handling units as you like for the selected goods receipt.

Clicking the "New..." button (or selecting an existing handling unit and clicking "Edit...") opens the "Handling Unit" dialog box, where you can enter the individual values for the new handling unit. If a current goods receipt location and/or a loading aid master record was previously specified (1), this dialog box will automatically populate the relevant fields with the information from those records (the "Loadsupport" and "More information" tabs).

Clicking OK creates the new handling unit and closes the dialog.

The new handling unit will appear in the handling unit table.

Delete Handling Unit

To delete a handling unit, select the appropriate handling unit in the right-hand window and click the "Delete..." button

A simple confirmation window will appear. Clicking OK will delete the handling unit and close the dialog. All handling unit items associated with the deleted handling unit will also be removed.

Copy Handling Unit

To duplicate a handling unit, select the relevant handling unit in the right-hand window and click the "Copy..." button

A simple confirmation window appears. Click OK to copy the handling unit, and the dialog closes. The copy is assigned an automatically generated ID. All items in the original handling unit are also duplicated.

Printing a Handling Unit

To print the information for a handling unit, select the relevant handling unit in the right-hand window and click the "Print..." button

A dialog box appears where you can select the target printer from a drop-down menu. You can now print all handling units information from the current goods receipt (Print All) or only the currently selected entries (Print Selected). The data for each item is also printed for each handling unit.

Filling a handling Unit with Goods -- Create/Edit/Remove Line Items

To receive goods, the user "moves" the goods "from left to right." This requires that a handling unit already exists for the current goods receipt.

  1. Select a destination handling unit in the right-hand table. This makes the left-hand table interactive. You can now select an item master.
  2. Select an item master. The selected item master is displayed in the central input form.
  3. You must now enter the quantity. In addition, all fields that are required according to the item master must be filled in (for example, goods for a batch-managed item master must always have a batch number, etc.).
  4. Clicking "Add" generates a new stock unit item and places it on the selected handling unit.

To edit or remove existing handling unit items, the user can select the desired item on the right-hand side. The central input form then switches to an edit dialog.

  1. Select a target handling unit item in the table on the right. The selected item is now displayed in the central input form.
  2. The desired changes can be applied by clicking "Change." "Remove" deletes the selected item.
Setting Up and Assigning Locks

Each creation of a handling unit item can be combined with the creation and use of locks.

  1. Select a target handling unit in the right-hand table. This makes the left-hand table interactive. You can now select an item master.
  2. Select an item master. The selected item master is displayed in the central input form.
  3. You must now enter the quantity. In addition, all fields that are required according to the item master must be filled in (for example, goods for a lot-managed item master must always have a lot number, etc.).
  4. Clicking "Add with Lock(s)" opens a new input window. Here you can see all currently existing locks and whether a lock is active for the current handling unit item.
    1. Click "New..." to create a new lock.
    2. Existing locks can be selected in the table and then assigned to the current handling unit item by selecting or deselecting them.
    3. Only after clicking "Close" and "Save" will all changes for the current handling unit position be applied, and the dialog box will close.
  1. After adding it, the new handling unit position appears in the table on the right. All added locks are also visible.

Similarly, restrictions can be edited for an existing handling unit position.

  1. Select a destination handling unit location from the table on the right. The selected location will now be displayed in the central input form.
  2. You can select lock options (as described above) using "Change/Lock."

Returns

The Returns section displays and processes returns from the warehouse back to suppliers. The Returns section requires integration with a higher-level software system (e.g., ERP) and is therefore not covered further in this documentation. Please consult the Bitergo Support Team for more information.