Intro to Recipients

Recipients are non-users in OpenBoxes that need to be referenced in the system, or receive emails notifying them of certain transactions. Users can add non-users as recipients on a shipment or a Purchase Order. In order to add someone as a recipient, we must add them as a person in OpenBoxes.

For more information on managing people and users please see Users and People. The link also provides information on searching for existing persons. 

Recipients in POs

When creating a Purchase Order, users can add recipients for each line item on the "Edit Line Items" page. This recipient information will pass through from the PO to the shipment and eventual receipt. The recipient will receive an email when the ordered item ships, and when it is received.

Recipients in Shipments

When Stock Movements are shipped, the recipients added to the shipment receive email notifications on it. 

When creating a shipment, we can add Recipients for each item. If the shipment is of regularly stocked items and we know who generally is responsible for receiving the shipment, it is not necessary to add a recipient. However, if it is an ad hoc order or an order that is not placed usually, it is recommended to add the recipient for the particular items. This saves confusion and makes tracking the item easier once it is delivered to the receiving location. 

If an shipment is created from a PO, the Recipient will be automatically added (if a recipient was added when creating the PO). We can still edit the Recipient at this point. 

Recipients in Receiving

When receiving a shipment in OpenBoxes, if a recipient was added during the shipment, the name is automatically populated. If no recipient was added during outbound shipment, then the field is blank. When the receipt is finalized, recipients will receive an email showing what was received, including any receiving discrepancies and comments.