How to receive your shipment

This guide explains the step-by-step process for accurately recording the receipt of a shipment, including verifying devices against the manifest, adding unexpected items, and capturing recipient confirmation using Receptionist.

Prerequisites

• You need the printed manifest that was included in your shipment box, with a QR code for scanning.
• You must have physical access to the items in the shipment.

Step-by-Step Instructions

1. Navigate to the Receiving Page:
   • Open the unique URL provided for the shipment in your web browser (preferably on a device with a camera, like a tablet or smartphone).
   • The page will load the shipment details.
2. Verify Shipment Information:
   • At the top of the card, confirm the Shipment ID and Sender Name match the physical shipment you are receiving.
3. Check-In Manifest Devices:
   • The "Manifested Devices" list shows all items expected in the shipment.
   • Primary Method (Scanning):
     • Click the "Scan Device" button. A camera view will open in a window.
     • Position the device's barcode or QR code within the camera view.
     • Feedback:
       • Success: If the scanned serial number matches an unchecked item on the manifest, you'll see a green checkmark overlay briefly, and the corresponding row in the list will highlight green with a checkmark icon next to the serial number. The scanner will pause for 3 seconds.
       • Already Scanned: If the scanned serial number matches an item already checked in, you'll see a gray info overlay, and the item remains checked. The scanner will pause for 3 seconds.
       • Unknown: If the scanned serial number is not on the manifest, you'll see an orange question mark overlay and receive a toast notification. The item will not be added automatically. The scanner will pause for 3 seconds.
     • Continue scanning all devices. Click "Close" when finished scanning.
   • Manual Method:
     • If scanning is not possible or fails for an item on the manifest, locate the device row in the list.
     • Click the vertical dots icon (•••) at the end of the row.
     • Select "Mark as Received" or "Mark as Not Received" from the dropdown menu to manually toggle the status. The row highlighting and checkmark icon will update accordingly.
4. Handle Extra (Non-Manifest) Devices:
   • If you receive devices that were not listed on the original manifest:
     • Click the "Add Extra Device" button.
     • Enter the Serial Number (required).
     • Optionally, enter the Asset Tag and Model/Description.
     • Click "Add Device".
     • The device will appear in the "Added Extra Devices" list below the manifest. You can remove mistakenly added extra devices using the trash icon next to them in this list.
   • Note: Scanning an unknown device (not on the manifest) will show the orange overlay but will not automatically add it to the Extra Devices list. You must use the "Add Extra Device" button for non-manifest items.
5. Enter Recipient Information:
   • Scroll down to the "Recipient Information" section.
   • Enter your name in the provided field.
   • Use the Signature Pad to provide your signature. Signing the pad will enable the submission process. You can clear the signature using the 'X' button if needed.
6. Submit the Receipt:
   • Ensure your name is entered, the signature pad is signed, and at least one device has been marked as received (either from the manifest or added as extra).
   • Swipe Up: Firmly swipe the entire content card upwards.
   • The application will submit the received device list, extra devices, your name, and your signature.
7. Confirmation / Errors:
   • Success: Upon successful submission, the card will disappear, and a full-screen green confirmation message will appear (e.g., "Receipt of OOOOOO confirmed. Thanks!").
   • Already Received: If the shipment was already processed, a full-screen orange message will indicate this.
   • Error: If there's an issue during submission (e.g., missing name/signature, network error), an error message will be displayed (often at the bottom of the card or as a toast notification), and the process will halt. Correct the issue and try submitting again.

Troubleshooting

• Scanner not working: ensure the browser has camera permissions. Try closing and reopening the "Scan Device" window. Check lighting conditions.
• Device scanned but not found: This means the item was not on the original shipment manifest. Use the "Add Extra Device" button to record it.
• Submission fails: Double-check that your name is entered, the signature is provided, and at least one device is marked as received or added. Look for specific error messages displayed.