Receptions
A reception represents the arrival of a load at the facility: a carrier delivers end-of-life appliances, with a transport note announcing a number of units. In RecyTrax, you create the reception, add one or more inbound batches to it (the appliances counted by product type), then complete the reception once the count is right.
Completing "receives" the batches: their units become available for degassing and dismantling, and each batch gets its processing deadline.
Before you start
- Permission: you need the Receptions permission (Operations group) to see the Receptions menu and open a reception. See Roles & permissions.
- Inbound batches: to add, edit, delete, print or open a reception's batches, you also need the Inbound batches permission. Without it, you see the reception's list of batches, but no action buttons.
- Carrier: at least one active partner of type Carrier must exist. See Partners.
- Product types: a batch's units are counted by product type (refrigerator, air conditioner, etc.). See Product types.
Find a reception
Open the Receptions menu. The list shows the most recent receptions first, 50 per page. On a phone, each reception is shown as a card.
| Column | Content |
|---|---|
| Reception no. | The number assigned by RecyTrax: R-1, R-2, etc. |
| Carrier | The carrier chosen on the reception. |
| Units | The number of units in the reception's batches, followed by the expected quantity (for example 12 / 15). The number is shown in amber with a warning icon when it differs from the expected quantity; hover over it to read the details. |
| Created on | The date and time the reception was created. |
| Status | Draft or Completed. |
To find a reception:
- Search: type in the Search by reception no. or carrier field. The search matches part of the number or of the carrier's name, ignoring case and accents.
- Status filter: choose All statuses, Draft or Completed.
- Sort: click the Reception no., Carrier, Created on or Status header; click again to reverse the order.
Click a row (or the pencil icon) to open the reception.
Create a reception
- In the Receptions menu, click New reception (top right of the list).
- In the Reception information card, choose the Carrier.
- Enter the Transport note no. if you have one.
- Enter the Expected quantity: the number of units announced on the transport note.
- Add a Comment if needed.
- Click Save.
The reception is created with the Draft status and gets its number (R-n). The page stays open:
the Inbound batches and History sections appear so you can
add the batches right away.
The R-n number is assigned on the first save and follows your organization's last reception. It
never changes and is never reused, even after a reception is deleted.
If the transport note no. is already used
When you enter a Transport note no. that is already on another reception (the comparison ignores case and spaces around the number), RecyTrax asks for confirmation before saving. The Number already used window reads, for example:
Transport note no. 'BT-4521' is already used by: R-12. Do you still want to create a new reception with this number?
- Click Create anyway (or Save anyway for an existing reception) to keep this number;
- or click Cancel to correct the number.
The question is only asked when the number is new or changed: saving a reception again without touching the number does not ask again.
Reception fields
| Field | Description | Required |
|---|---|---|
| Carrier | The partner delivering the load. The list offers the active partners of type Carrier. | Yes |
| Transport note no. | The transport document number, up to 64 characters. A duplicate is allowed after confirmation. | No |
| Expected quantity | The announced number of units, a whole number above 0. The reception's batches must add up to exactly this number before the reception can be completed. | Yes |
| Comment | Free text. | No |
A required field left empty is outlined in red as soon as you leave it or try to save.
Add an inbound batch
An inbound batch groups units of the reception, for example a pallet or a group of appliances set down together. Batches can only be created from a reception that is saved and in the Draft status.
- Open the reception, then, in the Inbound batches section, click New batch.
- Enter the batch's Expected quantity: the number of units this batch should hold.
- Add a Comment if needed.
- Under Products, choose a Product type, enter the Quantity, then click Add (or press Enter in the Quantity field). The cursor goes back to the type for the next line.
- Repeat step 4 for each type in the batch, for example 6 × Refrigerator, then 3 × Air conditioner.
- Adjust the quantities in the table if needed (see below).
- Click Create batch (N product(s)).
The batch is created with an LE-n number and the Awaiting reception status. The message "Batch
created and linked to the reception." appears and the batch shows in the Inbound batches section.
The window's table groups the units by type:
| Column | Content |
|---|---|
| Product type | The type, with its icon and code. |
| Units | The number of units of this type, with the − (Remove one unit) and + (Add one unit) buttons. |
| Identified | How many of these units already have their exact model. |
| Trash icon | Remove the units to identify: removes all units of this type that are not identified yet. |
Above the table, a summary reads "N unit(s) · M to identify". The Weight (kg) field is calculated: it is the sum of the catalogue weights of the identified units. At reception, units are only counted by type, so the weight stays at 0 until some are identified.
At reception, you only state how many units of each type the batch holds. The exact model (brand, model number) of each unit is given later, on the batch page or at the processing workstations. See Inbound batches.
A few rules of the window:
- An addition's Quantity ranges from 1 to 200; above that, the Add button stays greyed out (this avoids a typo such as 60 for 6).
- The Create batch button stays greyed out while the batch holds no unit.
- If the number of units differs from the batch's expected quantity, an amber banner says so, for example "The quantities do not match: 5 product(s) for 6 expected.". This is only a warning: the batch can still be created.
- If you close the window after entering something, RecyTrax asks "Discard your changes?". Click Keep editing to go back to the window, or Discard to close it without creating anything.
The reception's list of batches
The Inbound batches section shows the number of batches ("N batch(es)") and lists:
| Column | Content |
|---|---|
| Batch no. | The LE-n number. Click it to open the batch page (Open batch). |
| Warehouse | The warehouse and the location code, once the batch is in inventory; otherwise -. |
| Weight (kg) | The calculated weight of the identified units. |
| Products | The batch's number of units, followed by its expected quantity; in amber when the two differ. |
| Status | The batch status. See Inbound batches. |
Depending on the situation, each row offers:
- the printer icon Print corner, which produces the identification page to stick on the batch (see QR codes and labels);
- the pencil icon Edit, which reopens the batch window;
- the trash icon Delete, only while the reception is in the Draft status.
Edit a batch from the reception
Click the pencil icon: the Edit batch LE-n window opens with the batch's content.
- Reception in Draft: everything can be changed. The − button only removes units that are not identified yet; an identified unit is removed from the batch page.
- Completed reception: only the Comment can be changed. The expected quantity and the units are locked.
Click Save to confirm.
Delete a batch
While the reception is in the Draft status, click the batch's trash icon. RecyTrax shows "Batch LE-n and its products will be deleted."; click Yes to confirm. Once the reception is completed, a batch can no longer be deleted.
Complete a reception
Completing a reception confirms that the load is received and counted. This is what makes its units available for processing.
- Open the reception (Draft status).
- Check that the total number of units in the batches equals the reception's Expected quantity. Otherwise, an amber banner shows in the Inbound batches section, for example: "The reception's batches hold 14 unit(s) for 15 expected. Correct the expected quantity or the batches to complete the reception.". The Complete button is then greyed out; hover over it to read the message again.
- Click Complete (top right, next to Save).
- Confirm: "Complete reception R-n? It can no longer be edited or deleted.", then click Complete.
The message "The reception has been completed." appears and you return to the list. Then:
- the reception moves to the Completed status; its History shows the date and the person who completed it;
- each batch moves from Awaiting reception to Received;
- each unit moves to Received, or to Identified if its model was already known;
- each batch gets its Processing deadline: June 30 of the year after the completion;
- the units appear in the Degassing queue (degassable types) or the Dismantling queue (the others).
A completed reception cannot go back to the Draft status. Its fields become read-only, no batch can be added to it or deleted, no unit can be added to or removed from its batches, and the reception can no longer be deleted. On its batches, you can still change the comment, identify the units and manage inventory.
The Complete button compares the batches with the saved expected quantity. After changing the Expected quantity, click Save (you return to the list), reopen the reception, then click Complete.
Edit a reception
- Open a reception in the Draft status.
- Change the fields you need.
- Click Save. You return to the list.
A completed reception opens read-only: its fields are greyed out, its empty fields show -, and the
Complete and Save buttons no longer appear.
Delete a reception
Deletion is done from the list, only for a reception in the Draft status.
- In the Receptions list, click the reception's trash icon.
- Read the confirmation message. It names the batches that will be deleted with the reception:
- "Delete reception R-n?" (no batch);
- "Delete reception R-n? Its inbound batch LE-x will be deleted too, with its units.";
- "Delete reception R-n? Its 3 inbound batches (LE-x, LE-y, LE-z) will be deleted too, with their units."
- Click Yes.
For a completed reception, the trash icon is greyed out and shows "A completed reception cannot be deleted".
Deleting a reception also deletes all its inbound batches and all their units. There is no command to undo a deletion.
History
To the right of the information, the History card traces the reception's life, from the most recent step to the oldest:
- Completed: date, time and "by" the person who completed the reception;
- Created: date, time and "by" the person who created it.
Statuses
| Status | Meaning | What triggers it |
|---|---|---|
| Draft | The reception is being entered: its fields and batches can be changed, and it can be deleted. | The first Save of a new reception. |
| Completed | The load is received and counted. The reception is read-only and its batches are received. | The Complete button, when all rules are met. |
For an overview of all statuses, see Statuses.
Rules and messages
| Message | When | What to do |
|---|---|---|
| "The carrier is required." | No carrier is chosen. | Choose a Carrier. |
| "The expected quantity is required and must be above 0." | The reception's Expected quantity is empty or 0. | Enter a whole number above 0. |
| "This partner no longer exists, is inactive or is not a Carrier." | The carrier was deactivated, deleted or changed type since it was chosen. | Choose another carrier, or have an administrator reactivate the partner. |
| "This reception is completed: it can no longer be edited or deleted." | Someone completed the reception while you were editing it. | Reload the page. |
| "This reception no longer exists." | The reception was deleted in the meantime. | Go back to the list. |
| "The reception needs at least one batch to be completed." | You complete a reception without any batch. | Add at least one batch. |
| "Batch LE-n has no products: add some before completing the reception." | One of the reception's batches is empty. | Add units to the batch, or delete it. |
| "The reception's batches hold X unit(s) for Y expected: the reception cannot be completed." | The total number of units in the batches differs from the expected quantity. | Correct the batches or the expected quantity. |
| "The reception is completed: no batch can be added to it anymore." | You create a batch on a reception completed in the meantime. | No more batches can be added to this reception. |
| "The reception is completed: this batch cannot be deleted anymore." | You delete a batch of a reception completed in the meantime. | The batch stays linked to the reception. |
| "The expected quantity is required and must be above zero." | The batch's Expected quantity is empty or 0. | Enter a whole number above 0. |
| "The batch must contain at least one product." | You save a batch with no unit. | Add at least one unit. |
Frequently asked questions
Why is the Complete button greyed out?
The total number of units in the batches does not match the reception's Expected quantity. Hover over the button to read both numbers. Correct the batches (add or remove units) or the expected quantity. If you just changed the expected quantity, save the reception first, then reopen it.
I don't see the Complete button.
It only appears on a reception that is already saved and in the Draft status. A new reception must be saved first; a completed reception no longer has the button.
I don't see the New batch button.
Three possible reasons: the reception is not saved yet (save it first), it is already completed, or you don't have the Inbound batches permission.
My carrier is not in the list.
The list only offers active partners of type Carrier. Ask an administrator to create the partner, reactivate it or correct its type in Partners.
Where do I enter the warehouse or location of the load?
Not on the reception: the location is given to each batch, from its page, with the Inventorize button, once the reception is completed. See Inbound batches.
Why is my batches' weight 0?
A batch's weight is the sum of the catalogue weights of its identified units. At reception, units are only counted by type: the weight grows as the units are identified.
Can two receptions have the same transport note no.?
Yes, after confirmation: RecyTrax warns you and names the receptions already using this number, then lets you Create anyway or Save anyway.
Can I undo the completion of a reception?
No. A completed reception stays completed. Check the batch count before clicking Complete.
I deleted a reception by mistake. Can I get it back?
No, there is no command to undo a deletion. Create the reception and its batches again; it will get a new number, as a number is never reused.