To process a receipt in the SphereWMS system, an ARN must first be created.

To enter a new ARN:

1. Select "101" ARN Entry" from the ARN/Receipt Processing Menu.
The first header screen of the ARN displays. This is where the Suppliers, or "Ship-From" party, is identified.

2. Select a valid Supplier by typing in the Supplier Code and press Enter. Or, to select from a list click the  button.The active Suppliers defined in the Supplier Master will display for selection.

Note: Pressing ESC at the Supplier Code prompt will exit the form.

3. The inquiry displays in Supplier Code (alphabetical) order.

To search for a Supplier by Name, use the Keyword feature.

At the "Request" prompt, type a "/" (forward-slash) followed by any Supplier Name keyword. For example, typing "/indust" Enter in the sample system returned the following results:Notice that the keyword "indus" did not need to occur as the beginning of a Supplier Name to be included in the results.To narrow down the results further, more than one keyword may be used if separated by commas. For example, typing "/indus,perf" Enter in the sample system returned the following results:

4. If the Supplier cannot be found, you can create a new Supplier.

Click the "New" button to create a new Supplier.

Enter the Supplier Master information and at "Data OK? Y" press Enter. Then, search for your newly created Supplier and either double-click or single-click to highlight and press OK.

At the "Ship-To Inv#" prompt, type the Inventory Account Code and press Enter.
To select from a list of valid Inventory Accounts, click the  button. The active Inventory Accounts defined in the Inventory Account Master will display for selection. Double-click or select the appropriate Inventory Account and press OK.

6. At the "Data OK? (Y/N)" prompt, you can:

  • Enter the number of a Form Question and press Enter to access the field again to edit its data.

  • Click on a Form Question to access a field again to edit its data.

  • Access "31) Notes" to add extensive notes related to this shipment. See Entering Notes.

7. Type "Y" Enter to save the entries and proceed to the second header screen.

Note: If you do not want to save the entries, type "N" Enter.

8. Enter or accept the system (today's) date as the "ARN Date." See Entering Dates for tips on entering dates.

Note: Pressing ESC at the "ARN Date" prompt will exit the form and void the current ARN.

9. After entering the ARN Date, the system prompts for entry of four custom fields. These field titles and usage will vary based between different SphereWMS system installations.

Note: CustomField1 and CustomField2 are ‘key fields'. The system comes standard with Inquiries and Reports "by CustomFIeld1" and "by CustomField2", so it is important that these fields are populated with data that would be used to search for a specific ARN or Receiver in history.
To apply titles to the system's Custom Fields, contact support@aspgs.com for assistance.

10. The ARN transit date information is requested.
The ARN transit date fields are optional and may not apply to Direct Receipts.

  • "Date Expected", or "ETA", is the date the shipment is expected to arrive at the warehouse.

  • "ETD", or "Estimated Time of Departure", is the date the shipment is expected to leave origination.

  • "ATD", or "Actual Time of Departure", is the date the shipment actually left origination.

See Entering Dates for tips on entering dates.

11. Enter the SCAC Code associated with the Carrier delivering the shipment.
To select from a list, click the  button to open the SCAC Inquiry.
To create a new SCAC Code, click the "New" button.

12. At the "BOL#" prompt, enter the Tracking# for the inbound shipment that corresponds with the SCAC Code.

13. At "Service Level", click the  button to display a list of options.

14. At "Freight Terms", click the  button to display a list of options. button to display a list of options.

15. Enter the shipment's Contact Name and Telephone Number.
These two fields will default from the Supplier Master if populated and may be overwritten.

16. At "Special Instructions" enter any pertinent information related to the shipment in this field. It will appear on the Receiver document and be retained in history for future reference.

17. At the "Data OK?" prompt, type "Y" Enter.

The ARN's line entry screen displays.

18. At the "Product Code" prompt, type a valid Product Code and press Enter. Or,click the button to select from a list. 

Note: Pressing ESC at the "Product Code" prompt will NOT exit the line entry. To exit without saving, click the "Done" button and select "Void".

19. The Product Inquiry displays in Product Code (alphabetical) order. To search for a Product by Description, use the Keyword feature.

Notice that the keyword "arm" did not need to occur as the beginning of a Product Description to be included in the results.

To narrow down the results further, more than one keyword may be used if separated by commas. For example, typing "/arm,cord" Enter in the sample system returned the following results:20. If the Product cannot be found, click the "New" button to create a new Product Code.

See Products for details on how to create a new Product Code. After creating the new Product Code, search for it and to select, either double-click, or single-click to highlight and press OK.

21. Enter the "Qty Expected" and press Enter.
Note: For Direct Receipts, enter the Qty Expected as the Quantity Received.

22. If a Unit Cost has been entered in the Product Master it will display automatically. Otherwise, enter a Unit Cost.

23. At the "OK (Y/N/T/nn)" prompt, the following options are available:

  • Enter the number of a Line Entry Question and press Enter to access the field again to edit its data (if permitted); to change a Product Code, you must delete the line and re-enter.

  • Click on a Line Entry Question to access a field again to edit its data.

  • Type "T" Enter to access "Notes"; see Entering Notes.

  • Type "N" Enter to not save the entries and return to the topmost question.

  • Type "Y" Enter to save the entries and be prompted for the next Product Code.

24. By typing "Y" Enter the newly created Line Item displays at the top of the form. A Running Total of the ARN's cost value is also displayed.

25. To Save & Exit an ARN, click the "Done" button.

26.After clicking the "Done" button, the following options display.

  • Click "Yes" to save the new ARN and exit.

  • Click "No" to return to Line Item Entry.

  • Click "Void" to NOT save the new ARN and exit.

27. Clicking "Yes" returns you to the first header screen where the next ARN may be entered. If done, press ESC to exit back to the ARN/Receipt Processing Menu.