Inventory Restaurants Mobile: Receiving App – Fourth & HotSchedules Customer Success Portal

Overview

The Fourth Receiving app allows users to easily manage the process of receiving deliveries. Crucially, it enables the process to be carried out on a mobile device, away from a back office environment. Receiving can be accessed via the main Fourth app on a mobile device or through a web browser on a desktop/laptop computer.

This article contains screenshots taken on a phone but the general look, feel, and functionality remains the same regardless of whether using a mobile device or web browser.

Please Note: This article is for using the Receiving App with Inventory (formerly known as R9). For using it with Fourth's Purchasing & Inventory product, please see Purchasing & Inventory - Receiving App

Also see - Receiving app Video

Accessing Receiving

Log into the Fourth app on a mobile device or go to https://secure.fourth.com/ (or https://secure.na1.fourth.com/ for the US Fourth Platform) in a web browser
Select Receiving from the left side menu

Fig.1 - Accessing Receiving on the left side menu

A new window will open. Where users have access to more than one, there will be a prompt to select a location.

Fig.2 - Selecting a location

Delivery List for Location

A list of outstanding deliveries for the selected location will display.

Deliveries are grouped by the following:

Past Deliveries
Deliveries Due Today/Future date

By default, the group for past deliveries is collapsed.

Tap anywhere on the bar to expand the list

Fig.3 - Expanding the list for past deliveries

Deliveries which are due today or any other date in the future are listed below the past deliveries group. They are ordered and grouped by date.

Fig.4 - List of deliveries

Search for Specific Deliveries

Search for specific deliveries by selecting the magnifying glass. Searches can be done with supplier names or purchase order numbers

Fig.5 - Magnifying glass search icon

Fig.6 - Search results

Whether using search results or the deliveries displayed by default, select a delivery to view its content

Receiving a Delivery

Search for a Line

Search for specific line by selecting the magnifying glass. Searches can be done with product descriptions or product codes

Fig.7 - Search for a line

Sorting Delivery Lines

When viewing a delivery, individual delivery lines can be sorted/ordered by the following:

Purchase order line number
Product Code
Product Description

To sort, select the sorting value from the Sort by drop-down, as shown in Fig.8
To reverse the direction of the sort, (ascending/descending) use the directional button, also shown in Fig.8

Fig.8 - Sorting delivery lines

Adding a Delivery Note Reference to a Delivery

This section is only valid if the supplier hasn't sent an electronic delivery note.

Once a delivery has been selected, a message will appear to prompt the user to provide a delivery note reference.

Use the Delivery note reference field provided

Fig.9 - Prompt for delivery note reference

Best practice is to use the unique delivery note reference number provided by the supplier on the actual delivery. Refrain from entering a generic reference that might be re-used in the future.

Fig.10 - Entering a delivery note reference

The delivery note will be automatically saved when exiting the field.

Accepting/Editing/Rejecting Lines

Each delivery line can be Accepted, Rejected, or Edited.

Select a delivery line to see the edit options:
- Green - Accept delivery line as per the purchase order line (delivered as expected)
- Amber – Edit the values for a delivery line (delivered, but not as expected)
- Red – Reject a delivery line (was not delivered)

Fig.11 - Accept, Edit, and Reject options

Use either the green or red buttons to Accept or Reject the delivery line
Use the amber button to Edit the delivery line - see below.

When a delivery line is rejected the quantity for the line is automatically set to 0.

Accept/Reject All Unchanged Lines

There is an option to accept or reject multiple lines allocated on the bottom of the line list. If selected, it will be applied to all lines in the delivery which have not been processed yet. They have a grey bar on the right.

Fig.12 - Accept/Reject all unchanged lines option

Fig.13 - Accept/Reject all unchanged lines buttons

Editing a Delivery Line

When editing a delivery line, it is possible to change its quantity and unit price values.

Use the - or + buttons to alter the values accordingly or select the field to enter a more precise value with the keyboard
Use the Save button once finished

Fig.14 - Changing the quantity value of a delivery line and save

It is not possible to enter negative values. Where a zero quantity is input, the state of the line will default to ‘Rejected’. Users must have the correct permissions to edit delivery lines to carry out this task.

Adding Lines to Delivery

This would most likely be used in the event of a product being delivered that was not expected.

Use the + Add Line button, which is always visible when processing a delivery

Fig.15 - The + Add Line button

Search by product name or code, as shown in Fig.16
Products which were already added to the delivery are marked with 'Existing line'. See Fig.16
Select the + button against the required product, as shown in Fig.16

Fig.16 - Searching for a product and adding it

The unit price will display automatically

Enter the Quantity of the product, as shown in Fig.17
Select the Add A New Line button, as shown in Fig.17

Fig.17 - Adjusting Quantity and the Add A New Line button

Any added lines will appear flagged with an 'Added Line' tag. See Fig.18.

Fig.18 - The Added Line tag

Manually Adding a New Line

This option is controlled by a setting and might not be available to all users.

It is always best practice to use the search functionality when adding a line, but it may be necessary to manually input product information.

To manually add a new product line:

Use the + Add Line button, which is always visible when processing a delivery
Select Add a new line manually

Fig.19 - Adding a new line manually

Add details for the product, as shown in Fig.20
When finished, use the Add a New Line button

Fig.20 - Manually adding a product's details

As before, manually added lines will flagged with an 'Added Line' tag.

Submitting a Delivery

An action must be taken against each product line before the delivery can be submitted - be it Accepted, Rejected, or Edited.