Packing Slip Receiving for Epicor BisTrack
A photo of the packing slip from the dock, read line by line against the open purchase order in BisTrack, with shortages, overages, backorders and substitutions flagged and the receipt laid out for the receiver to post in BisTrack.
Purchasing & inventoryUpdated Oct 202620 ERPs
See it work on BisTrack.
Click through the steps. Fictional data, in BisTrack’s terms; the real thing runs on BisTrack.
Tamarack truck is in. Slip attached. 12 units of SPF on the paperwork, the 2x4x10 looks light.
J. Alvarez sends the slip from his phone. No login. A model reads it twice.
The problem, as it happens in BisTrack.
A flatbed backs in at seven with twelve units of SPF and a packing slip under the strap. The yard counts what it can, signs the driver’s copy, and the slip goes on the receiver’s desk to be keyed into BisTrack against the open purchase order that afternoon, or the next day. One unit short, a tally that doesn’t match, a substitution the mill made without asking, all of it found at a desk, after the truck is gone.
The shortage nobody caught gets paid. The vendor’s invoice matches the PO, the receipt was keyed from the PO instead of the slip, and the unit that never came off the truck is paid for in full. Nobody tracks what was signed for against what was received, and the claim window with the carrier closed last Tuesday.
How it works.
- 1
The slip is photographed at the dock
The receiver takes a photo with their phone and sends it to one address, or drops it in a folder. No login, no app. A model reads it twice: vendor, PO number, every line with its part number, description, quantity shipped and quantity backordered.
- 2
Matched to the open PO
Lunica finds PO 11874 among the open purchase orders in BisTrack and matches each slip line to a PO line by vendor part number, then by description and unit. Quantities are compared in the unit the PO was written in, so a unit of 294 pieces is not read as 294 units.
- 3
Shortages, overages and substitutions flagged
Lines short of the PO, lines over, lines the PO never had, and a part number that matches nothing. Each is a flag with the slip beside it, for the receiver to confirm at the dock while the driver is still there.
- 4
The receipt is prepared and the receiver posts it
A receipt in BisTrack’s terms: PO, line, quantity received, backordered, substituted. The receiver checks it against the count and posts it in BisTrack, or imports it where BisTrack takes a file. The slip is filed against the PO.
How it connects to BisTrack.
Lunica reads open purchase orders and their lines, vendor part numbers and cross-references on the product record, units of purchase, and prior receipts against the same PO through a read-only login to the BisTrack SQL Server database and its reporting views. The slip is read by a model only for what is on it, and the PO is looked up for that slip.
Nothing is received into BisTrack on its own. The prepared receipt goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared, after the receiver has confirmed the count. The slip, the flags and who confirmed them are kept against the PO, so when the vendor’s invoice arrives the match is to what was received. A short-ship note to the vendor is drafted and sent by a person.
What a week looks like.
- Every slip read at the dock, before the driver leaves.
- Shortages and substitutions flagged against the PO line, not found at month end.
- The receipt prepared in BisTrack’s terms, posted by the receiver.
- The slip on file against the PO, ready when the vendor’s invoice arrives.
Questions
Does it post the receipt in BisTrack?
No. The receipt is prepared and the receiver posts it, or imports it where BisTrack takes a file. Nothing is received on its own.
What does the yard need?
A phone. The photo goes to an address or a folder. Nobody at the dock signs in to anything.
What about tally and units?
Quantities are compared in the unit the PO was written in. A lumber tally on the slip is read piece by piece and length by length, and a unit count is checked against the pieces per unit on the product record.
What if the slip has no PO number?
Lunica looks for an open PO for that vendor whose lines match what shipped, and shows the receiver the best match with the reason. If none fits, the slip waits for a person.
Does it contact the vendor?
It drafts the short-ship or substitution note with the slip and the PO lines attached. A person sends it.
How does this help accounts payable?
The vendor’s invoice is matched to what was received, not to what was ordered. A line short on the slip is short on the invoice match, so it is not paid in full by accident.
Where do the photos go?
To Lunica’s server, which runs on one Windows server inside your network, beside BisTrack’s SQL Server. The model sees the slip being read and nothing else. The photo is kept against the PO.
Does it need a server?
Lunica runs on one Windows server inside your network, beside BisTrack’s SQL Server, set up and maintained by Lunica. It reads Epicor BisTrack through a read-only login to the BisTrack SQL Server database and its reporting views. There is no inbound connection from outside your network.
What does Lunica read in BisTrack?
The customer record, open items and terms, purchase orders and receipts, the product record, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to BisTrack?
Nothing lands in BisTrack without a person. What belongs in BisTrack goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in BisTrack Document Management. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Packing Slip Receiving is written for every system on the list. You’re reading the BisTrack version.
See it on your BisTrack data.
Thirty minutes. We walk the workflow on BisTrack data, then map it to yours.