Receiving parts manually in a Powersports dealership is highly inefficient and prone to errors. This process often involves entering details for each part individually, which is time-consuming and increases the likelihood of mistakes. Errors in part numbers, quantities, or costs can lead to inventory discrepancies, resulting in lost sales opportunities and dissatisfied customers. Additionally, the manual process can slow down the entire supply chain, causing delays in service and repairs, which ultimately affects the dealership's profitability.

Using the Smart Receiving process can significantly improve efficiency and productivity. By using a system that allows for bulk receiving, dealerships can quickly process large orders, reducing the time and effort required for manual entry. This speeds up the receiving process and minimizes errors, ensuring that inventory records are accurate. With automation, even employees with minimal training can perform meticulous tasks efficiently, freeing up experienced staff to focus on more critical activities. Improved accuracy in accounting is another benefit, as automated systems can seamlessly integrate with accounting, providing clear and accurate records of all transactions and discrepancies.

Key Benefits:

• Increased Efficiency: Automates the receiving process, reducing time and effort. 

• Error Reduction: Minimizes manual entry errors, ensuring accurate inventory records.

• Enhanced Productivity: Allows employees with minimal training to perform tasks efficiently.

• Improved Accounting Accuracy: Seamless integration with accounting for clear records.

• FIFO Process: Ensures correct order fulfillment and timely service requests.

By implementing Smart Receiving, dealerships can streamline operations, improve customer satisfaction, and ultimately boost their profitability. 

Currently, this feature is available for these manufacturers or vendors:

• BRP

How to Smart Receive by Invoice Number or Delivery Number

1. Click the Parts Receiving tile on the DX1 Dashboard

2. Click on the Smart Receiving option in the left-hand collapse menu

3. Once you land on the Smart Receiving page you can decide to receive by invoice or delivery number. To do this click the radio button of your choice.

4. Enter the invoice number and click the load button, this will populate all the information related to the invoice. If the invoice has special orders, they will be fulfilled using a First In First Out method. The same follows for stocking orders and purchase order numbers. We are always going to fulfill products in the order from oldest to newest as depicted in the example below.

5. In the example above we can see a couple rows highlighted Orange. The reason for this is simple. You have other special orders looking for the same part and we wanted to offer you the flexibility to override F.I.F.O. In this case we know we have an urgent RO and we would like to move one of the special order parts. To do this click the Allocate icon, next to the pencil icon, on the record you would like to move parts from. Once you do this it will open the Allocate pop up. Here you will select the special order you would like to move the part to. Once you select the record click the Allocate button.

6. We can now see the record for Albert, John has been replaced from QTY 2 to QTY1, and the RO Parts for Frazier, Blake have been allocated and added to the invoice.

7. If you happen to have any discrepancies in what you are invoiced for and what is in the box, you can record this by changing the QTY on the part. This will now change the color of the part row to brown so it is easy to tell what part has a discrepancy. You will also notice that the Receiving Adjustment Memo field is now required. This is where you will need to put in a note as to why there's an adjustment and what the resolution will be. You will also notice there will be a part adjustment value shown. Once you are ready to proceed simply click the "Receive" button and you are all done.

8. Additionally the vendor may also be providing delivery numbers on the packages. If you would like to receive by box you can do that as well. Simply get the delivery number off the box and enter into the Delivery # field, click load, and walk through the same process.

9. Now you may be thinking how do I cancel or backorder parts? Simply click the Back Order or Cancel Parts button at the top right of the page where it will take you to the existing receiving page where you can set the values as needed. When parts come in for records with Back Ordered parts, DX1 will fulfill them and update the Back Order quantity for you. It cannot get any better than that.

10. To get back to the Smart Receiving page simply click the Smart Receiving button and the page will load on a new tab.