Who is this article for?

Supplier Portal users who need to complete a receiving record.

Edit access to the receiving record is required.

Your customer might ask you to complete tests on your shipment in the form of a receiving record.

In other cases, your customer might provide you with view-only access to a record they complete on your behalf. This allows you to view the checks they have performed on your shipments. 

This article explains where you can complete this process for records you're responsible for.

1. Accessing review records

1.1. Email alert

To access receiving records, click the View Record button in the email alert.

1.2. Main dashboard

To access receiving records, switch to the My Actions tab on the main dashboard.

• Purchase Order - Enter the purchase order of the shipment. 
• Supplier - Displays your company name. This is not editable by you. 
• Delivery Checks - If your customer requires you to complete checks on your delivery, you will see the list of tests here. These tests may require you to add a file, select from a response dropdown, enter a free text response, or click a timestamp.
• Add File - Attach a document if your customer has requested you submit one or you would like to provide additional evidence.

It will take up to 30 seconds before you can preview a document added to the test. This is due to the system scanning the document for potential viruses.

If your customer has made text mandatory, you will see this text appear in a red box if not completed. You will not be able to save and submit the workflow stage until this test is completed.

• Ingredient/Material Checks - If your customer requires you to complete checks on your materials, you will see the list of tests here. These tests may require you to add a file, select from a response dropdown, enter a free text response, or click a timestamp.

Only materials linked to your company will appear here. If any are missing or you have questions, please contact the main customer representative.

• Remove - Remove the row. 
• Add Line - Add more rows. 
• Report - Detail any overall or additional comments.
• Save - Save your progress to keep the information entered without advancing to the next workflow section. You can return later to review and complete it. If you leave without saving, all entered information will be lost.
• Save & Submit - Save and submit the workflow section once completed. This will close the section, and you will need to edit it again to make any changes.
• Cancel - Discard the changes made. 

2.2. Retest

Your customer may review your receiving record workflow stage and decide that you must perform a Retest. They will open the Retest workflow stage for you to complete for any tests that have failed.

2.3. Result

You customer will use the Result workflow stage to review the tests you have created and complete this final workflow stage for you. You will not see the workflow stage buttons or have access to the fields.

3. Adding a shipment

You might see an Add Shipment button in the Shipments module if your customer has granted access to complete parts of the receiving record. However, you can only use it if your customer has created a receiving programme for you.

3.1. No access

Clicking the Add Shipment button opens the pop-up shown below.

To close it, click Cancel. Clicking Create leads to a receiving program creation page, but you won't have access to save it. Your customer will create the receiving program if necessary.

3.2. Access

If your customer has created a receiving program for you, clicking the Add Shipment button opens the pop-up shown below.

This pop-up with allow you to select from the receiving program you would like to open a record from. Once you have selected the receiving program, click Create to open a record.