LESSON INFO

Audience

  • Warehouse operators and receiving clerks who create Receiving Orders manually (exceptions when EDI or other upstream automation is not used).
  • Operations supervisors who approve or audit manual receiving activity.

Prerequisites

  • You can log in to Themis Trace.
  • You have the appropriate permissions required to create a Receiving Order.
  • You can access the required reference data (active records in dropdowns), including:
    • Customers.
    • Facility.
    • Carrier.
    • Ship To and Sold To (for the selected customer).
    • Product Type (for line items).

Skills you’ll build

  • Create a Receiving Order from the Receiving Orders grid.
  • Enter the minimum required fields to pass validation.
  • Add at least one line item, including item measurements and item-level attachments.
  • Save the order and confirm it appears in the Receiving Orders grid.

LESSON OUTLINE

What a Receiving Order is and when to create one manually

  • A Receiving Order is the record used to receive and store items into a facility, with support for multiple items per order.
  • Create a Receiving Order manually when the order is not being created by upstream automation (for example, EDI).

Create a new Receiving Order

  1. Navigate to Receiving → Receiving Orders.
  2. Select New.
  3. In Order Information, complete the required fields:
    • Order Number
    • Customer
    • Facility
  4. Optional fields:
    • BOL
    • Carrier
    • Order Date
    • Truck Number
    • Trailer Number
    • Container Number
    • Seal Number
  5. Add order-level attachments in Attachments.
    • Use the + button to upload.
    • Files are previewable by clicking the file name.

Add line items

  1. Move to Add Inventory Items.
  2. Complete the required line-item fields:
    • Product Type
    • Material Type
    • Item ID
    • Ship To
    • Sold To
    • Weight
    • Any other required item measurements
  3. Optional: toggle Imperial/Metric.
    • This switches unit dropdowns between Imperial and Metric.
    • Any values you already entered remain unchanged.
  4. Select Add Item.
    • The item is added to the order summary list.
    • After adding, only some fields clear for the next entry (Item ID, Serial Number, Weight, and the Actual dimensions).
  5. Repeat until the order contains all required items.

Safe edits

  • Do not rely on Save & Close until validation passes. If a required field is missing, the form keeps your inputs and highlights the missing fields.
  • Be deliberate with Customer selection. Customer drives defaults and available lists (for example, Ship To, Sold To, Inventory Category).
  • If you need to correct a line item you already added: select it from the summary list, update fields, and click Add Item again to save the changes.
  • Be cautious with deletion. Orders can be deleted from the grid and from the Edit form, but deletion can fail server-side if the order is referenced by other entities.

Save and confirm

  1. Move to Review & Save.
  2. Confirm Totals (Pieces, Lines, Weight) are populated as read-only calculated values.
  3. Optional: select print options:
    • BOL
    • Tags
  4. Select Save & Close.
    • The system verifies required fields and verifies that at least one item exists on the order.
    • On success, you return to the Receiving Orders grid.

COMMON ISSUES

    • Likely cause: One or more required fields are missing in the current step.

    • Checks:

      • Look for highlighted fields in the active section (Order Info or Add Inventory Items).

      • Confirm you have the minimum required set:

        • Order Info: Order Number, Customer, Facility, Carrier.

        • Add Inventory Items: Product Type, Item ID, Bill To, Ship To, Sold To, Weight.

    • Fix: Fill the missing required fields and retry navigation or Save & Close.

    • Likely cause: The order has not had a line item successfully added.

    • Checks:

      • Confirm at least one item appears in the Summary list on Add Inventory Items or Review & Save.

    • Fix: Return to Add Inventory Items, complete required fields for a line item, and click Add Item.

    • Likely cause: The referenced record is inactive.

    • Checks:

      • If the issue is Ship To or Sold To, confirm the selected customer has active addresses configured.

    • Fix: Activate or configure the missing reference data, then reopen the form.

    • Likely cause: The order is referenced downstream by other entities.

    • Checks:

      • Try opening the record to identify related activity (for example, scheduled items, attachments, or other downstream references).

    • Fix: Remove or resolve downstream references first, then retry deletion.