Receiving items of a consignment

This article is applicable only if you want to manage inventory at your fulfilment location.

A consignment is a batch of goods that are received at a fulfilment location to fulfil orders. You need to create a consignment on your workspace to receive inventory at your fulfilment location.

Once you have created the consignment, you need to start receiving the items by creating a Goods receipt note (GRN) for each box in your consignment. GRN is a record to confirm the number of items received in a box. It helps to reconcile the goods received against the goods ordered.

Before you start, make sure:

The consignment is created in Eshopbox and the consignment number is kept handy.
The box from which you have to receive the items is kept handy.
You have installed the barcode printing app if you are on item-level traceability.

In this article, you will learn:

How to receive items of a consignment at your fulfilment location via GRN?
Conduct quality check
Close the consignment

Steps to receive the items

You need to follow the below-given steps to receive the items of a consignment.

Step 1: Login into your Eshopbox workspace.

Step 2: From the header, navigate to Inventory > Consignments > Receive.

You will be redirected to the Goods Receipt Notes (GRN) page.

Step 3: Navigate to the right corner of the top pane and click on Create GRN.

Step 4: Provide the consignment number for which you need to receive the items and press enter. The consignment details will be displayed on the screen. Verify the details and click OK to proceed.
Note: To get the consignment number, navigate to the header and select Inventory > Consignments > All consignments. You will be redirected to the All Consignments page.
If the consignment is not showing up, it's because it hasn't been created yet. You'll need to create the consignment first.

Step 5: Provide the Box number for which you want to receive the items, press enter, and click OK to proceed. In case, you do not have the box number leave the box number empty and click on OK to skip this step.
GRN for the box will be created with a unique GRN ID and you will be redirected to the GRN page.
Note:
- We recommend that you receive each box with a unique box ID so that you can easily complete the receiving and quality check of the items in a box using the box ID. In case you do not have the box ID, please note the GRN ID (GRN ID is mentioned on the right side summary) and keep it handy for further process.
- You cannot create multiple GRNs for the same box. All items from a particular box should be received under the same GRN.

Step 6: You will get the list of all GRNs created on the GRN page. Now, click on Receive products against the particular GRN that you have created. You can also search the GRN using the box number or GRN ID in the Search bar.
You will be redirected to the Receive Products page.

Step 7: Before receiving the items, you need to segregate items based on each unique SKU. For example, if you have 7 units of SKU A and 10 units of SKU B in the same box, you need to segregate them into two groups, i.e. group A having all 7 units of SKU A and group B having all 10 units of SKU B.
Once you have segregated the items, click on Add.
You will be redirected to the Add Items page.
Note: To ensure that you receive the correct quantity, check the SKU of each product during segregation.

Step 8: You are now on the Add Items page. Scan the scannable identifier from the product. Once you scan, the product details will appear on your screen. Click OK to proceed.
A scannable identifier is a unique barcode available on the product. It is used to identify a particular product (as shown in the below image).

Note:

If a scannable barcode is not available for a particular SKU, you can print a scannable barcode by choosing the "print barcode" option located below the search bar. This will enable you to print the barcode of the particular SKU for the specified quantities. The option to print the SKU barcode is only available if you are managing the inventory on the SKU level.

If you get no results for the scanned product, it means the scannable identifier is not mentioned against any of the product identifiers (SKU/ EAN/ UPC/ GTIN) while creating the product in Eshopbox. You need to edit the product and mention the scannable identifier against any of the product identifiers (SKU/ EAN/ UPC/ GTIN).

Step 9:
- For SKU-level traceability:
  Enter the quantity for the scanned product received in the box and click OK to proceed. Also, you need to verify the mentioned quantity with the quantity physically received, as this cannot be changed once confirmed.
- For item-level traceability:
  In item-level traceability, a unique barcode is assigned to each unit of the product.
  Click Print barcode to generate the item barcode. You need to paste the item barcode physically on each unit for the particular product and click on Submit to proceed.
  Note:
- It's important to ensure that the barcode labels are properly placed on the correct product, as failing to do so may result in incorrect receiving.
- You can manage whether you want to receive excess items in a consignment.
  - If you have selected, Do not allow receiving of excess items, and you try to receive any excess items, you will receive an error message indicating that receiving excess items is not allowed, and you won’t be able to create an unexpected consignment. These excess items will marked as Overage.
  - If you have selected Allow receiving of excess items and try to receive any excess items, you will receive a message to verify whether you are adding the correct items as excess inventory. Once you confirm, you can add them, and an unexpected consignment will be created.
    To update your unexpected consignment settings, please raise a support ticket. Learn here how to raise a ticket to Eshopbox.

Step 10: In case of overage quantity, enter the number of unidentified items present in the box and click on OK.
Note: In case you have selected Do not allow receiving of excess items, you need to mark all the excess items as overage.
Step 11: Add the overage item details by clicking on Add.
Step 12: Enter the EAN. If the EAN or product tag is missing, then mention "Product tag is missing" and click on OK.
Note: In case you have selected Do not allow receiving of excess items, then you can enter the SKU or any scannable identifier for the excess items received.

Step 13: Repeat the above step till all the items in the box are received and click on Complete.

Step 11: You will be redirected to the Receive Products page. Verify the details of all items received and click on Complete.

Steps to conduct quality check (QC)

Once the receiving of the items is complete, you need to perform the Quality Check (QC) on the received items.

The QC process helps to ensure that:

The received items are in good condition.
Product details mentioned in the system match with the details mentioned on the physical product.

You need to follow the below-given steps to conduct the quality check (QC) of the items received in a consignment.

Step 1: Log in to your Eshopbox workspace.

Step 2: From the header, navigate to Inventory > Consignments > Receive.
You will be redirected to the GRN page.

Step 3: On the GRN page, you need to click on Received to view the list of GRNs that are pending for QC. You can select the particular GRN from the list or you can search using box number or GRN ID in the search bar and press enter.

Step 4: Click on Conduct QC against the particular GRN.
You will be redirected to the Conduct QC page.

Step 5: Now you need to add the rejected items and click on Add.
You will be redirected to the Add Items page.
Note: These are the items that you have grouped on the basis of rejection reasons while matching the product details mentioned in the system with the details mentioned on the physical product.

Step 6:
- For SKU-level traceability: Scan the scannable identifier from the product that you want to reject. Press enter and click on OK to proceed.
  Provide the quantity and click on Submit.
- For item-level traceability: Scan the Item barcodes from the product label of the product you want to reject.

Step 7: Select the appropriate Rejection reason for the scanned item.

Step 8: Scan the tote for non sellable GRN items and place all the QC rejected items in the tote. Click on Submit to proceed. This tote will be used in the removal process to repack the inventory and send it back to the vendor.
Note: For QC rejected items, you can only select the tote assigned for Non-sellable GRN items. Learn more on how to add a tote.

Step 9: Repeat steps 6 to 8 to add all the QC rejected items as per each rejection reason. Once all the items are added, click on Complete.

Step 10: A list of all the QC rejected items will be displayed on the screen. Verify all the rejected items and click on Complete to proceed.
Note: Once the QC rejected items have been scanned and placed in the tote, a removal order will be created for QC rejected items. Learn more about how to remove inactive inventory.

Step 11: Once you have added all the QC rejected items, you will see a list of remaining items that are QC accepted. Verify the items displayed on the screen with the QC accepted items physically available with you. Click on I confirm and OK to proceed.

Step 12: Scan the tote for sellable items and place all the QC accepted items in the tote.
Note: Tote is required to take the items to the storage area and complete its putaway. Learn more on how to add a tote. For QC accepted items, you can only select the tote assigned for Sellable items.
Once the sellable items have been scanned and placed in the tote, they are ready for putaway. Learn more about how to complete putaway.

For an Eshopbox fulfilment centre, the consignment will be automatically closed if the below criteria are met.

GRN and QC are completed for all the boxes in the consignment.
Putaway is completed for all the sellable (QC accepted) items in the consignment.
All products in the consignment have their weight and dimensions verified.

Closing a Consignment

Before you close a consignment, make sure you have completed:

Receiving & quality check for all the boxes in the consignment
Putaway for all the boxes in the consignment
Weight & dimension verification for all the products in the consignment (Only applied for Eshopbox FC)

If any of the above activities are pending, you will not be able to close the consignment and you will view the pendency reason as GRN pending, Putaway pending, or Weight verification pending.

Note: For Eshopbox FC, the consignment will be automatically marked as closed once all activities for the consignment are completed. Until then, you will be able to see the specific reason for any pending activities.

The consignment needs to be closed to ensure:

Shortage quantity can be calculated. For ex: If a consignment includes 100 items and only 95 of them are received, a shortage quantity of 5 items will be calculated when you close the consignment.
The consignment status is updated as completed.
A removal order can be created for QC rejected items.

Steps to close a consignment

You need to follow the below-given steps to close a consignment.

Step 1: Log in to your Eshopbox workspace.

Step 2: From the header, navigate to Inventory > Consignments > Close.

Step 3: You will be redirected to the Close Consignment page. On the close consignment page, click on Created view.
You will get the list of consignments that are pending to be closed. Check for your consignment number and click on Close consignment against it. You can also search for the consignment number in the search bar.

Step 4: You will be redirected to the Close Consignment confirmation page. Select I confirm all boxes are received and click on Submit.
Once you submit it, your consignment will be marked as completed.

Note: Before closing the consignment, you need to make sure all boxes and items of the consignment are received and that the quality check is done. Once the consignment is closed, no more items can be added to it.