Financial System Differences

Receiving in DataNinja updates quantity on hand in the connected financial system so the financial implications of inventory are appropriately recognized.

QuickBooks Online

Closing a receipt in DataNinja generates a Bill from the received inventory.

NetSuite

Closing a receipt in DataNinja generates an Item Receipt and updates the purchase order status in NetSuite.

Receiving Against a Purchase Order (Recommended)

If your financial system is synced with DataNinja, then click on the Receiving tab on the left hand menu, then the Orders tab and open the relevant PO.

The "WIP" tab displays all open PO's that have progress greater than 0%, or you can also search and receive inventory based on part type under the "Lines" tab.

To start receiving on a PO, find and open the relevant PO on the Receiving page, then click "Receive" next to the line you are receiving.

You will be prompted to select the receiving unit before entering the quantity of the part received. The default selection is the one that DataNinja has recorded as the "Stocking Unit of Measure".

Enter the amount of product received and the number of labels needed, and DataNinja will generate a unique identifier. You can enter the supplier lot number, change expiration date, change location, add notes, and add attachments.

Clicking Receive will trigger the label(s) to print to the selected printer. The product is now received and included in your current inventory. If there is an inspection associated with that part, you will be prompted to perform that inspection.

Quick Receiving Inventory (Not Recommended)

If DataNinja isn't tied to your financial system or if you don't have a purchase order for the inventory (not recommended), you can quick receive inventory into DataNinja. Quick Receiving can be enabled/disabled in the Company Settings for each DataNinja instance. See Company Settings for more details.

To get started, click "Quick Receive" in the upper right corner of the Receiving page.

In the new aside, search and select the part number you are receiving, and follow the prompts.

Depending how the part is tracked, you will be prompted to select the receiving unit before entering the quantity of the part received. The default selection is the one that DataNinja has recorded as the "Stocking Unit of Measure".

Enter the amount of product received and the number of labels needed, and DataNinja will generate a unique identifier. You can enter the supplier lot number, change expiration date, change location, add notes, and add attachments.

Clicking Receive will trigger the label(s) to print to the selected printer. The product is now received and included in your current inventory. If there is an inspection associated with that part, you will be prompted to perform that inspection.

Progressive Receiving

Suppliers often fulfill PO's across multiple shipments. DataNinja can create a Bill (QuickBooks Online) or an Item Receipt (NetSuite) for received inventory while still keeping a PO open until all lines have been fully received. This way, you know what inventory is still in transit from your supplier- this is "progressive receiving".

To use this feature, follow the steps above until all received inventory on this PO has been received in DataNinja. A receiving container is automatically created when the PO is first received against, and each lot will show on its own line.

A receiving container shows all of the inventory that will be counted towards a Bill/Item Receipt. Multiple receiving containers can exist on the same PO

Once all the relevant inventory has been received (even if there are still unfulfilled lines on the PO) click 'Create Receipt' to close the receiving container. For QuickBooks Online tenants, this generates a Bill and provides a link to the PO in the Bill memo. For NetSuite tenants, this generates an Item Receipt and changes the NetSuite PO to Pending Billing/Partially Received. The receiving container number is the [PO#-Receipt#] (ex. PUR00084798-1 and PUR00084798-2).

The next time the PO is received against, a new receiving container will be created in DataNinja.

Once the Receipt/Bill has been created in the linked finance system, the logo will show next to the Receipt number in DataNinja.

Closing an Order

When all lines on the PO have been fully received (or if no more inventory will be received against the PO), and all receipts have been closed, click 'Complete Order' next to the PO number to close the PO in both DataNinja and the connected financial system.