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TEXAS COMMODITY SYSTEM USER GUIDE
NPS RECEIPT MAINTENANCE
TABLE OF CONTENTS
Background Information .......................................................................................................... 1
Accessing the NPS Receipt Maintenance Module .................................................................... 7
Search ................................................................................................................................... 7
Example Search - Existing Records ...................................................................................... 12
List View .......................................................................................................................... 13
Detail View ....................................................................................................................... 15
Entering New NPS Receipts ................................................................................................. 26
NPS Receipt Wizard ......................................................................................................... 27
List View .......................................................................................................................... 29
Detail View ....................................................................................................................... 31
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Background Information
The NPS (Notice of Processed Shipment) Receipt Maintenance module maintains receipt
records of processed commodities. When a warehouse receives a shipment of a processed
product, a warehouse user enters an NPS Receipt in NPS Receipt Maintenance. The online
NPS Maintenance and NPS Receipt modules replace the paper forms previously used to
track shipments and receipts of processed commodities.
Relationship between NPS Maintenance and NPS Receipt Maintenance Modules
The system generates the NPS Number when the NPS Maintenance record is saved.
The NPS Number carries over to the NPS Receipt.
All commodities listed on the NPS Maintenance record automatically appear on the NPS
Receipt unless commodities are added to the NPS Maintenance record after the receipt
has already been saved.
Commodities added to the NPS Maintenance record after the receipt has been saved will
appear on the receipt only if the Refresh Orders button on the NPS Receipt is clicked.
Receipt Status is linked to Ship Status on the NPS Maintenance record. When the
receipt is saved, the Ship Status (NPS Maintenance) changes to the same status as the
Receipt Status (NPS Receipt).
Ship Status on the NPS Maintenance record cannot be changed once a receipt has been
entered, but the Receipt Status can be changed on the receipt.
Units Ordered (on NPS Maintenance) equal units Exp (on NPS Receipt). Updates to
Ordered are reflected in the Exp field.
Units Received (NPS Maintenance) equal units Accp (NPS Receipt). Updates to Accp
(NPS Receipt) are reflected in the Received field (NPS Maintenance).
Units accepted (Accp) can be greater or less than Ordered on the NPS Maintenance
record. The user will receive a warning message if Accp is greater than Ordered, but the
record will be saved.
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Background Information
Revising/Updating Receipts
Saved rows in the End Products window cannot be removed, but the units can be
changed until the commodity is allocated. Units can be set to zero to deactivate a row
before allocation.
The Updated By field records only those updates made to the NPS Receipt Summary
and Comments windows. Updated By does not record updates to the End Product
Quantities window. The Audit Log keeps a history of all updates made to the entire
record.
Once a receipt is entered and saved, the number of units accepted increases the
available inventory and can be viewed in the Inventory Browse module.
Entering a Receipt During an Allocation Process
Receipts can be entered during the allocation process. Units received during an allocation go
into pending inventory. Once the allocation process is complete, the pending units
automatically move to available inventory and can be allocated in the next allocation process
(if the Alloc? checkbox is selected for that commodity).
User Groups
A user's security group determines whether the user can view, update, and enter a new NPS
Receipt record.
Central Users -- authorized Central users can view, update, and enter new NPS Receipts.
Other Central users can view all of the NPS Receipts, but cannot update or enter new NPS
Receipts. Central users can search for any NPS Receipt; therefore, none of the search fields
are completed automatically.
School/Co-ops – School and Co-op coordinators can view only the NPS Receipts for their
own school or co-op. The School/Co-op fields will be completed automatically for these
users.
Processors – Processors can search only for their own records. The Processor fields will be
completed automatically for these users.
Destination Warehouses – Warehouse users can view, update, or create new NPS
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Background Information
Receipts for their warehouse. The Destination fields will be completed automatically for these
users.
NPS Ship Statuses (Selected on NPS Maintenance screen only)
New (N) - Notifies the warehouse of the expected shipment.
Shipped (S) - The order has been shipped to the warehouse.
Terminated (T) - Terminated is usually used when there is an error on the original NPS
Maintenance record.
NPS Receipt Statuses
New receipts can be entered only for NPS Maintenance records with a ship status of
New, Shipped, or Partial.
The Receipt Status can be set to either Partial or Complete.
Partial (P) - The warehouse has received a partial order.
Completed (C) - The warehouse has received the complete order.
Complete w/ Credit (R) - Warehouse received less than the quantity listed on NPS
Maintenance and the processor credited school(s) for the shortage.
End Product Quantities
Alloc?
Central Processing staff places a check in the Alloc? checkbox in the End Product
Quantities window to select commodities for allocation. The system will allocate only
those commodities that have the Alloc? checkbox selected. Only authorized Central
users can select or deselect the Alloc? checkbox.
Once the Alloc? checkbox is selected, no one can change the units received. If
changes are necessary, call SNP Central Processing and request assistance.
When the allocation is running, the Alloc? check box will be unavailable (grayed out).
Once a product has been allocated, no one can make changes.
Unsaved rows can be removed using the Remove button located below End
Product Quantities. Or you may leave zeroes in the Ship, Accp, Over, Shrt, and
Dmgd boxes and the system will remove the rows.
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Background Information
Saved rows cannot be removed. If incorrect data is entered into the Ship, Accp,
Over, Shrt, or Dmgd and saved, you can correct the data until the allocation is
run. For assistance with errors, contact SNP Processing.
The Lot Nbr must be unique for each warehouse and end product. The Lot Nbr can be
changed as long as there has been no change to the FIFO record, such as an allocation
or an inventory adjustment. If a product has been assigned different lot numbers, enter a
separate row for each lot number in the End Product Quantities window. Rows may be
added to End Product Quantities for any commodity listed on the NPS Maintenance
record. Click the Add button below the End Product Quantities window and enter the
receipt information.
Units receipted in each row must balance according to the following formula:
Accp = Ship + Over - Shrt - Dmgd
Units cannot be saved in both the Over and Shrt fields on the same row.
Units are allowed in both Over and Dmgd on the same row.
Units in Accp will go into available inventory or pending inventory if the allocation is
running.
Refresh Orders Button
Commodity shipments added to the NPS Maintenance record after the receipt has been
saved will appear on the receipt only if you click the Refresh Orders button on the NPS
Receipt.
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Background Information
Summary of Shipping and Receiving Process for Processed Commodities
1. Recipient agencies that want to receive processed commodities place a request with the
Processing Unit for the raw commodities that are used to make the end products.
2. Central users enter requests for the raw commodities in the USDA Order Maintenance
module.
3. The raw commodities are shipped to the processor. A central user enters a receipt in the
USDA Receipt Maintenance record when the processor receives the raw commodities.
4. The processor makes processed products from the raw commodities.
5. The processor enters a NPS Maintenance record for processed commodities that are
ready to be shipped. This notifies warehouse users of the expected shipment.
6. Warehouse users record receipt of the processed commodities in NPS Receipt
Maintenance.
Navigation
The Navigation Window includes the following links:
Go to NPS Maintenance - Opens the NPS Maintenance List View, which contains the
corresponding NPS Maintenance record. Likewise, NPS Receipt Maintenance can be
accessed for NPS Maintenance by using the Navigation function.
Audit Log - Opens the Audit Log, which keeps a history of all changes made to the
record. For more information about the Audit Log, refer to the Introduction section of
this manual.
View Printable Page - Opens the NPS Receipt in a printable form.
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Background Information
Technical Notes
To be displayed in the drop-down lists, processing schools/co-ops must have:
an active record in the Warehouse Maintenance module, with the warehouse type S
designation
an NPS Co-op Maintenance record.
The Select a New Contract window includes agencies with an active contract for the
specific program year, with Processing =Y (Contract Maintenance).
An inventory record must exist for the product, warehouse, and year before a receipt can
be entered.
Updated By records updates only to the parent tables (NPS Receipt Summary and
Comments windows). The system records the user's name, date, and time of the last
update on the NPS Summary or Comments windows. If there have been no updates to
the NPS Summary or Comments windows, Updated By will be the same as Created By.
Updated By does not record changes made to the End Product Quantities. The Audit Log
keeps a history of all updates to all windows.
Commodities must be approved for processing each year. Approved A and B
commodities are entered into the system in the Commodities Maintenance module.
When doing a Search, Processors must enter the program year in order to see the
commodities list since approved products change from year-to-year.
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Accessing the NPS Receipt Maintenance Module
To open the NPS Receipt Maintenance module:
1. Click Processing on the menu bar at the top of the screen.
2. Select NPS Receipt Maintenance from the drop-down list.
Search Screen
The NPS Maintenance Receipt Search screen provides two methods to search for existing
receipts. If you know the eight-digit NPS Nbr, you can search by Method A. If you do not know
the NPS Nbr, you can use Method B to search, using other search data. Instructions for both
methods follow.
Below the Search View screen is the New button to open the NPS Maintenance Receipt
Wizard and create a new receipt. Refer to the instructions in Entering a New NPS Receipt.
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Search Screen
Searching for Existing Records with Method A
Method A provides a simple way to search for a specific NPS Receipt when you know the NPS
Number. Enter all eight digits of the NPS Number in the Method A NPS Nbr field and click on
OK. The Detail View opens and displays the NPS that matches the numbered that you
entered.
Required Search Fields - Method A
NPS Nbr Enter all eight digits of the NPS Nbr.
Command Buttons - Method A
OK Click to search for existing NPS Receipt records.
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Search Screen
Searching for Existing Receipt Records with Method B
To search for an existing NPS Receipt using Method B, only the following search fields are
required:
1. Enter the Program Year.
2. Click on the Receipt Status. (The default is all statuses.)
3. Choose the time frame for the search either by clicking on a Quarter or by entering a range
of dates in Receipt Date.
4. Click on OK. The list view opens and displays all of the records that match the criteria that
you entered on the Search screen.
Searching with Multiple Fields
If you use multiple fields in your search, the system will retrieve only those records that match
all of the search criteria. For example, if you use the Processor, School/Co-op, Destination,
Receipt Status, and a Receipt Date fields, the search will retrieve only those records that
match all of these fields. If your search does not retrieve any records, the criteria may be too
restrictive.
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Search Screen
Required Search Fields - Method B
Program Year Enter the program year of the receipt.
Receipt Status The default is all statuses. However, you can limit the receipts that are
displayed by selecting only the one(s) you are looking for. The Receipt
Status(es) are:
Partial (P)
Complete (C)
Complete w/ Credits (R)
Quarter Select the quarter (Jul-Sep, Oct-Dec, Jan-Mar, Apr-Jun) for which you
are searching.
Or
Receipt Date Enter a range of dates to list the receipts for those dates.
Optional Search Fields - Method B
You may also use one or more of the fields listed below to perform a search. If you want to
retrieve all records for a particular field, leave that field blank.
Processor Processors: Your processor number and name automatically appear.
Central Users, Warehouse Users and Co-op's: Enter the Processor
number in the first box or select the processor name in the second box.
School/Co-op School/Co-ops: Your school/co-op number and name automatically
appear.
Central Users, Warehouse Users and Processors: Enter the
school/co-op number in the first field or select the name of the
school/co-op in the second field.
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Search Screen
Optional Search Fields - Method B (continued)
Destination Warehouse Users: Your warehouse number and name automatically
appear.
Central Users, Co-ops, and Processors: Enter the warehouse
destination number in the first field or select the warehouse destination
name in the second field.
Commodity Nbr Processors: You must enter the program year in order to see
commodities since the products change from year-to-year.
Enter the commodity number in the number field or click on the down
arrow and choose the commodity from the drop-down list.
Search – Command Buttons
OK Click to search for existing NPS Receipt records.
New Click to enter a new NPS Receipt record.
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Example Search - Editing an Existing Record
Method B is used in the following example Search.
1. Enter the search criteria as shown.
Program Year – 2002
Receipt Status – Partial or Complete
Processor – SSE-Tony's-Salina
School/Co-op – Houston ISD
Destination – Houston ISD Warehouse
Receipt Date – Jul-Sep Quarter
2. Click OK to go to the List view.
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Example Search - Editing an Existing Record
List View
After you conduct a search using Method B, the List View opens. Each row on the List View
represents an NPS that matches the search criteria. Select the receipt for which you are
looking either by double clicking on the row or by highlighting the row and clicking on Select.
Sorting the Columns
The List View can be sorted by column, which can be helpful if there are many rows on the list.
Click on a column heading to sort the rows in ascending order by that column. When sorting is
complete, the column heading appears depressed.
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Example Search - Editing an Existing Record
List View Columns
NPS # NPS number
Nbr Processor number
Processor Name of the processor
Nbr Co-op number
Co-op Name Co-op name
Nbr Destination warehouse number
Destination Destination warehouse name
Date Date the shipment was received
Status Receipt Status:
Partial (P), Complete (C), or Complete w/ Credits (R)
List View – Command Buttons
Click on a row in List View and click Select to open the Detail View or
Select
double click on a row to open the Detail View.
New Click to create a new NPS Receipt.
Search Click to return to the Search screen.
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Example Search - Editing an Existing Record
Detail View
The Detail View opens when you select a row from the List View. It has four windows: NPS
Receipt Maintenance Summary, End Product Quantities, Comments, and Record
Statistics. Each window is explained on the following pages.
To see all of the windows and the Command buttons at the bottom, use the slider bar on the
right side of the screen to scroll down.
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Example Search - Editing an Existing Record
NPS Receipt Summary
Most of the information in the NPS Receipt Summary window is filled in automatically from the
NPS Maintenance record, including the following information:
NPS Nbr
Processor
School/Co-op
Destination
and
Program Year
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Example Search - Editing an Existing Record
NPS Receipt Summary - System-Supplied Information
NPS Number, generated by the system when the NPS Maintenance
NPS Nbr
record is entered.
Processor Processor number and name.
School/Co-op Processing school or co-op number and name.
Destination Warehouse destination number and name.
Program Year Program year of the receipt.
NPS Receipt Summary - Required Fields
Receipt Status Receipt Status:
Partial (P), Complete (C), or Complete w/ Credits (R)
Receipt Date Date the shipment was received.
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Example Search - Editing an Existing Record
End Product Quantities
The End Product Quantities window displays a row for each product listed on the NPS
Maintenance record. The Product Code, Nbr, and Product fields identify the product.
End Product Quantities – System-Completed Fields
Product Code Processor's End Product Code.
Nbr DHS-assigned code that identifies the processed commodity.
Product End Product
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Example Search - Editing an Existing Record
End Product Quantities – User-Entered Data
Product Name of the end product.
Alloc? Central Users: Check the Alloc? checkbox in the End Product Code
section to select specific commodities for allocation. The system will
allocate only those commodities that have the Alloc? checkbox selected.
Note: Once the allocation has run, the Alloc? check box will be
unavailable (grayed out) and you cannot check the Alloc? checkbox..
Other Users: Alloc? is unavailable.
Exp Number of units expected in the shipment. Exp equals the Ordered field
on the NPS Maintenance record.
Ship Number of units shipped.
Accp Number of units accepted. The inventory record for the warehouse and
commodity will increase by the number of units in the Accp field after a
new NPS Receipt is saved.
Units received in each row must balance according to the following
formula:
Accp = Ship + Over - Shrt - Dmgd
Over Number of units over the expected shipment.
Shrt Number of units received less than the expected shipment.
Dmgd Number of units damaged, if any.
Lot Nbr Enter a unique number identifying the location of the inventory in the
warehouse.
Slot Slot/Bin number is not used currently.
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Example Search - Editing an Existing Record
End Product Quantities – Command Buttons
These command buttons apply only to the End Product Quantities window.
Add Click to add a row to the End Product Quantities window. Rows may
be added for any commodity listed on the NPS Maintenance record.
Refresh Orders When entering a new NPS Maintenance Receipt, Refresh Orders is not
necessary.
Note: If a receipt has been entered and saved, click the Refresh Orders
button to make sure that all of the commodities listed on the NPS
Maintenance record appear on the NPS Receipt. If any Commodities
were entered on the NPS Maintenance record after a NPS Receipt was
saved, these will appear only if the Refresh Orders button is clicked.
Remove Select the row and click Remove to remove an unsaved row in the End
Product Quantities. Saved rows cannot be removed.
Note: If a row is entered and saved in error, enter zeroes into these
boxes: Ship, Accp, Over, Shrt, and Dmgd.
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Example Search - Editing an Existing Record
Comments and Record Statistics
The Comments window allows the user to add other information. Type any relevant comments,
if needed. The system automatically records the name of the user who created and/or updated
the record, plus the date and time. This data is displayed in Record Statistics.
Comments
Comments Type any additional comments or information.
Record Statistics
Created By Name of user that created the record, plus the date and time created.
Updated By User's name, date, and time of the last update on the NPS Summary or
Comments windows. If there have been no updates to the NPS Receipt
Maintenance Summary or Comments windows, Updated By will be the
same as Created By. Updated By does not record changes made to the
End Product Quantities. The Audit Log keeps a history of all updates
to all windows.
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Example Search - Editing an Existing Record
Detail View Command Buttons
These command buttons apply to the entire Detail View.
List Click to open the List View.
New Click to create a new NPS Receipt record.
Save Click to save any changes made to the record.
Search Click to open the search screen.
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Example Search - Editing an Existing Record
Completing the NPS Receipt Maintenance Summary
Most of the information in the NPS Receipt Summary window is filled in automatically from the
NPS Maintenance record, including the following information:
NPS Nbr
Processor
School/Co-op
Destination
and
Program Year
If necessary, make changes to the Receipt Status.
1. Select the Receipt Status from the drop-down menu.
2. Type the Receipt Date.
3. Proceed to End Product Quantities.
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Example Search - Editing an Existing Record
End Products Quantities
Complete End Product Quantities:
1. Enter Ship, Accp, Over, Shrt, and Dmgd in the appropriate fields.
2. Click on Save when all of the receipt information has been entered.
Detail View - Comments and Statistics
Enter any comments in the Comments window.
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Example Search - Editing an Existing Record
Navigation
Right click anywhere on the Detail View to access the Navigation pop up window, which allows
you to go to other related areas of the application. Click on the link to access any of the
following:
Go to NPS Maintenance - Opens the NPS Maintenance List View, which lists the
corresponding NPS Maintenance record. Likewise, Go to NPS Receipt Maintenance is an
option in the Navigation function of the NPS Maintenance module.
Audit Log - Opens the Audit Log, which keeps a history of all updates made to the record.
For more information about the Audit Log, refer to the "Introduction" section of this manual.
View Printable Page - Opens the NPS Receipt in a printable form.
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Entering New NPS Receipts
Important Information About New NPS Receipts
When a shipment of processed commodities is received at the Destination Warehouse, a new
NPS Receipt is entered. The NPS Receipt Wizard will get you started.
Only Warehouse users and certain Central users can enter new NPS Receipts.
NPS Receipts can be entered only for those NPS Maintenance records with a status of New
(N), Shipped (S) or Partial (P).
The commodities shipped on the NPS Maintenance record automatically appear on the
corresponding NPS Receipt, unless additional commodities were added to NPS
Maintenance after a partial receipt was saved. The Refresh Orders button will retrieve any
commodities added to the NPS Maintenance and list them on the receipt.
The Lot Nbr must be unique for the commodity and warehouse. If a product has been
assigned different lot numbers, click the Add button below the End Product Quantities
window and enter the receipt information for each lot on separate rows.
The Receipt Status that is entered on the NPS Receipt changes the Ship Status on the
NPS Maintenance to the same status.
The Partial Receipt Status should be used when part of the shipment will be delivered on
another truck.
The Completed Receipt Status should be used when a complete shipment has been
received at the warehouse.
Units accepted (Accp) can be greater or less than Ordered on the NPS Maintenance
record. The user will receive a message telling them to notify central staff if Accp is greater
than Ordered. However, the record can be saved.
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Entering New NPS Receipts
NPS Receipt Wizard
From any open NPS Receipt Maintenance screen click the New button.
If NPS Receipt Maintenance is not open:
1. On the menu bar at the top of the screen, click once on Processing.
2. Select NPS Receipt Maintenance from the drop-down list.
3. When the Search screen appears, click the New button.
When you click on the New button, a screen called a "Wizard" will guide you through the
process of finding the existing NPS Maintenance record so that you can create the receipt.
1. Enter the Processor by typing the Processor number or click on the down arrow to choose
from the drop-down list.
2. Enter the Program Year.
3. Check the Ship Status.
4. Click Next and go to NPS Maintenance List.
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Entering New NPS Receipts
Wizard – Required Fields
Processor Enter the Processor number in the first field or select the processor from
the drop-down list in the second field.
Program Year Enter the program year in the field.
Ship Status Select the status(es) that you want to include in the search.
Wizard – Optional Fields
School/Co-Op Enter the School/Co-op number in the first field or select the school or
co-op from the drop-down list in second field.
Destination Enter the Destination warehouse number in the first field, or select the
warehouse from the drop-down list in the second field. Warehouse
users will be able to select records only for their own warehouse.
Wizard – Command Buttons
Back Click Back to return to the Search screen.
Next Click the Next button to continue to the List View.
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Entering New NPS Receipts
List View
Clicking the Next button on the Wizard displays the NPS Maintenance List screen. The List
screen displays the records that match your criteria.
Select the record for which you want to add a receipt by double clicking on the row or by
highlighting the row and clicking on the Finish command button.
Sorting the Columns
The List View can be sorted by column, which can be helpful if there are many rows on the list.
Click on a column heading to sort the rows in ascending order by that column. When sorting is
complete, the column heading appears depressed.
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Entering New NPS Receipts
List View – Columns
NPS # NPS Number
Nbr Processor number
Processor Name of the processor
Nbr Co-op number
Co-op Name Co-op name
Nbr Warehouse destination number
Destination Warehouse destination name
Date The date that the shipment was received at the destination.
Status Receipt Status: New (N), Shipped (S), Partial (P), or Complete w/ Credit
(R)
List View – Command Buttons
Back Click to return to the previous wizard screen.
Finish Click on the row of the NPS Maintenance list that has the record that
you want to view and click Finish to complete your selection. This
opens the Detail view of the new receipt.
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Entering New NPS Receipts
Detail View
After you select a record in List View, the Detail View opens. The Detail View has four
windows: NPS Receipt Maintenance Summary, End Product Quantities, Comments,
Record Statistics. To see all four windows, use the scroll bar on the right side of the screen to
scroll down.
NPS Receipt Maintenance Summary
Most of the information in the NPS Receipt Summary window is filled in automatically from the
NPS Maintenance record, including the following information:
NPS Nbr
Processor
School/Co-op
Destination
and
Program Year
1. Select the NPS Receipt Status from the drop-down menu.
2. Type the Receipt Date.
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Entering New NPS Receipts
NPS Receipt Summary – System-Completed Fields
NPS Number – generated by the system when the NPS Maintenance
NPS Nbr
record is entered.
Processor Processor number and name.
School/Co-op Processing school or co-op number and name.
Destination Destination warehouse number and name.
Program Year Program year of the receipt.
NPS Receipt Summary – Required Fields
Receipt Status Select the Receipt Status from the drop-down list or type a code, P
(Partial), C (Complete), or R (Complete w/ Credit (R).
Receipt Date Enter the date the shipment arrived.
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Entering New NPS Receipts
End Product Quantities
The End Product Quantities window contains a row for each product listed on the NPS
Maintenance record. The Product Code, Nbr, and Product fields, which the system
automatically completes, identify the products.
End Product Quantities – System-Completed Fields
Product Code Processor's End Product Code.
Nbr DHS-assigned code that identifies the processed commodity.
Product End Product
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End Product Quantities – User-Completed Fields
Product Name of the end product.
Alloc? Central Users: Check the Alloc? checkbox in End Product Code section
to select specific commodities for allocation. The system will allocate
only those commodities that have the Alloc? checkbox selected.
Note: If the allocation is running, the Alloc? check box will be
unavailable (grayed out) and you cannot check the Alloc? checkbox. It
can be checked later when allocation is complete.
Other Users: Alloc? is unavailable.
Exp Number of units expected in the shipment. Exp equals the Ordered field
on the NPS Maintenance record.
Ship Number of units shipped.
Accp Number of units accepted. The inventory record for the warehouse and
commodity will increase by the number of units in the Accp field after a
new NPS Receipt is saved.
Units received in each row must balance according to the following
formula:
Accp = Ship + Over - Shrt - Dmgd
Over Number of units over the expected shipment.
Shrt Number of units received less than the expected shipment.
Dmgd Number of units damaged, if any.
Lot Nbr Enter a unique number identifying the location of the inventory in the
warehouse.
Slot Slot/Bin number is not used currently.
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End Product Quantities – Command Buttons
Add Add a new row to End Product Quantities.
Refresh Orders When entering a new NPS Maintenance Receipt, Refresh Orders is
not necessary.
Note: If a receipt has been entered and saved, click the Refresh
Orders button to make sure that all of the commodities listed on the
NPS Maintenance record appear on the NPS Receipt. If any
Commodities were entered on the NPS Maintenance record after a NPS
Receipt was saved, these will appear only if the Refresh Orders button
is clicked.
Remove Click to remove an unsaved row that is highlighted. (Saved rows
cannot be removed.)
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Complete a row in the End Product Quantities window for each product received.
1. Alloc?
Central Users - Select the Alloc? checkbox if you want the commodity to be allocated
in the next allocation process.
Warehouse Users - The Alloc? Checkbox is unavailable to warehouse users.
Warehouse users who need to know the Allocation status or need to request changes
must call SNP Food Distribution.
2. Exp - Enter the number of units expected in the shipment. Exp is equal to the number of
units in the Ordered field in the NPS Maintenance record.
Users cannot change units in the Exp field.
3. Ship - Enter the number of units shipped.
4. Accp - Enter the number of units accepted. Units received must balance according to the
formula below.
Accp = Ship + Over - Shrt - Dmgd
5. Over - Enter the number of units received over the shipped quantity, if any.
6. Shrt - Enter the number of units received less than the shipped quantity, if any.
7. Dmgd - Enter the number of units damaged, if any.
8. Lot Nbr - Enter the warehouse lot number assigned to the product.
9. Slot - Currently, slot is not used.
10. If there is another product for which you need to enter a receipt, select that row and repeat
steps 1-9.
11. When you are ready to save the new record, click the Save button. After you save the
record, the rows in the Product Shipments section cannot be removed. However, the fields
Ship, Accp, Over, Shrt, Dmgd, and Lot Nbr can be changed until the commodity is
allocated.
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Call the SNP Processing Unit for assistance if you need to make a change and the Alloc ?
checkbox has been checked.
After the allocation has run and the Alloc? checkbox is grayed out, no changes can be made to
the record.
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Comments and Record Statistics
The Comments window allows the user to add other information. Type any relevant comments,
if needed. The system automatically records the name of the user who created and/or updated
the record, plus the date and time. This data is displayed in Record Statistics.
Record Statistics
Created By User's name, today's date and time when the record is saved.
Updated By User's name, date, and time of the last update on the NPS Summary or
Comments windows. If there have been no updates to the NPS
Receipt Maintenance Summary or Comments windows, Updated By
will be the same as Created By. Updated By does not record changes
made to the End Product Quantities. The Audit Log keeps a history
of all updates to all windows.
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Detail View Command Buttons
List Click to open the List View.
New Click to open the NPS Receipt Maintenance Wizard and create a new
record.
Save Click to save the record.
Search Click to open the search screen.
Navigation
Right click anywhere on the Detail View to access the Navigation pop up window, which allows
you to go to other related areas of the application. Click on the link to access any of the
following:
Go to NPS Maintenance - Opens the NPS Maintenance List View, which lists the
corresponding NPS Maintenance record.
Audit Log - Opens the Audit Log, which keeps a history of all updates made to the record.
For more information about the Audit Log, refer to the "Introduction" section of this manual.
View Printable Page - Opens the NPS Receipt in a printable form.
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