Checking the items

Manual — NF-e and material receiving · chapter 5 of 11

The check is done on the Items tab, product by product: does the quantity match? Did the material arrive in good condition? Is it the specified material? Each answer is recorded on the item, goes into the inspection PDF and feeds the NFe Items report (chapter 9).

Figure 7. The Items tab of invoice 4128 from Linhaforte Wires & Cables, Receiving, with the check half done.

1. 1The summary: the number of items, the value and N/N checked, with the bar.
2. 2The stock strip (chapter 8).
3. 3An item: the reference image, the number, the product, the code, the quantity, the NCM (and the GTIN, when the invoice has one) and the value.
4. 4The badge — Compliant, Issue or Pending — and the three check marks.

Checking an item

Click the item to open it. Below the photos and the tax data are the three check buttons:

Figure 8. An item of invoice 4128 open: the photos, the tax data, the three check buttons and the comment.

1. 1Photos: the Reference and the photos taken at receiving.
2. 2Find new reference and Discard — the reference image (below).
3. 3Add Photo.
4. 4Quantity, Unit Value, Total Value, NCM, CFOP, Unit…
5. 5Quantity, Quality and Material — each click changes the answer. For the receiver, Material shows the padlock and Requires Eng.
6. 6The item’s Comment.

Button	The question	Who marks it
Quantity	Is the received quantity in line with the requested quantity?	the storekeeper
Quality	Does the material have good appearance, no scratches, no warping, no defects?	the storekeeper
Material	Approved by engineering?	engineering (Approve (Eng.))

• Each click changes the answer: Not verified → Compliant → Non-compliant → Not verified. Hover over the button to see the question.
• The item badge becomes Compliant when the three answers are Compliant, Issue when any is Non-compliant, and Pending otherwise. The summary at the top counts as checked only the Compliant items.
• Comment: click Click to add comment…, write (Notes about this item…) and Save — Comment saved appears. Use it to record the mismatch: “48 arrived, the invoice says 50”, “2 bars warped”.
• Add Photo attaches one item photo at a time (JPEG, PNG, WEBP or GIF). Photograph above all what came out Non-compliant: the photo goes into the PDF.
• A wrong photo is removed with the X that appears over it (with Trash, up to Awaiting Engineering); the question is Delete this photo?.
• Click an image to enlarge it. The icon next to the product name copies the description (Copy name).

System rule

The check is possible while the invoice is Receiving or Awaiting Engineering, for whoever has Edit. From Awaiting Client on, the items are locked: the buttons do not respond (the server refuses with Item editing is not allowed at this stage of the invoice (NF-e).).

System rule

Material belongs to engineering. For whoever does not have Approve (Eng.), the button shows a padlock and Requires Eng.; hover over it to read Only an Engineering approver can mark the material.

The reference image

The reference image is a photo of the product found on the internet, so the storekeeper can recognize what should have arrived — it is not a photo of the material received. It appears in the item list, in the open item (with the Reference label) and in the app, and it becomes the material’s photo when the material is created in the stock (chapter 8).

Step	What H2O does
1. barcode	if the item has a GTIN, it looks for the product photo by the barcode
2. reuse	if another item with the same description already has a chosen image, it uses the same one
3. search	artificial intelligence rewrites the invoice description into a clean search, without abbreviations and keeping brand and model, and the search engines bring up to 6 candidate images
4. choice	artificial intelligence looks at the candidates and chooses the one that shows the product — or none

• The search runs by itself in the minutes after the import, once per item. An item without an image shows a box icon instead.
• If an item ended up with more than one reference image (older invoices), the web and the app show the most recent one.
• No image is better than a wrong image: when no candidate shows the product, the item stays without a reference.
• The company has a daily limit of items searched with artificial intelligence. Past the limit, the search uses only the first image from a search engine.

When the image is no good — another product, another model, a photo that says nothing —, change it in the open item (with the invoice Receiving or Awaiting Engineering, whoever can check):

Button	What it does	Result
Find new reference	searches again; if it finds a reliable image, it replaces the current one	New reference image found. or No reliable image was found; the current one was kept.
Find reference	the same, for an item that has no image	New reference image found. or the item stays without an image
Discard	asks Discard the current reference image? If no reliable one is found, the item stays without an image., searches again and removes the current one even if it finds no other	New reference image found. or Image discarded; no reliable reference was found.

Tip

The search takes a few seconds — the button spins meanwhile. The reference image is not removed with the photos’ X: use Discard. Once discarded, the automatic search does not put another image on the item; to try again, use Find reference.