Receiving Stock

Receiving has two documents, and the difference matters.

• An inbound order is what you expect. You create it before the truck arrives.
• A delivery is what actually arrived. One order can hold several deliveries, one for each drop.

Stock exists after you receive a delivery. It reaches its shelf after you put that delivery away.

1. Create the order→Create Delivery
2. Open a delivery→Receive
3. Stock in the receiving bin→Put Away
4. Stock in storage

Before you start

• Your role needs Inbound Orders at manage level. See Users and Roles.
• Each item on the shipment must be enrolled in the warehouse. See Managing Items.
• The warehouse needs a receiving bin and at least one storage bin. A new warehouse has a receiving bin already.

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Step 1: Create the inbound order

1. Open Inbound Orders in the sidebar and click Add Order
2. Select the Warehouse
3. Enter the Order Number, or leave it when your tenant generates numbers from a pattern
4. Under Warehouse Items, add one line for each item you expect:
   • select the warehouse item
   • enter the quantity
   • click Add Warehouse Item
5. Fill in any extra fields your company added. See Custom Columns.
6. Add notes if you need them
7. Click Create order

An order needs at least one line. The app opens the new order, and its status is DRAFT.

Step 2: Check the order before the goods arrive

Click Edit to change the warehouse, the lines, or the notes while the order is in DRAFT. You can also delete the order.

Caution

After the first delivery exists, the order and its lines are fixed. Check the quantities now.

Step 3: Open a delivery when the goods arrive

A delivery holds one arrival.

1. On the order, click Create Delivery
2. Enter the Receipt number
3. Select the Receiving bin where this drop is staged
4. Add notes if you need them
5. Click Create Delivery

The order moves to OPEN. The delivery starts in RECEIVING.

A delivery you opened by mistake can be removed while it is still in RECEIVING and nothing is received against it. The control is the trash icon on the delivery’s row in the Deliveries list of the order, not a button on the delivery itself. Every other change happens through Receive.

Step 4: Receive what arrived

Open the delivery and click Receive. The receive page lists every line that still expects goods, with the remaining quantity beside it.

For each line, enter what physically arrived. What else the line asks for depends on the tracking type of the item.

Tracking type	What the line asks for
BULK	The received quantity
LOT	The received quantity, and the Lot. Pick an existing lot or create one.
SERIAL	One serial number per unit, one per line or separated by commas
RFID	One RFID tag per unit. Click Scan tags, hold the units at the reader, then click Stop. Untagged goods? Click Print tags instead, and see Printing RFID Tags.

On a serial or an RFID line the quantity box is read only. The number of serial numbers or tags you enter sets the received quantity.

Leave a line at 0 when nothing arrived for it. A receive must carry at least one unit somewhere, so Receive stays disabled while every line is 0.

Click Receive.

The app now:

• puts the stock in the receiving bin of the delivery
• creates one unit record for each serial number or tag
• writes an inbound_receive row to the ledger
• moves the delivery to AWAITING_PUTAWAY

The order moves to PARTIALLY_RECEIVED, or to RECEIVED once every line has its full quantity.

Step 5: Put the stock away

The stock is in the receiving bin. It is not on a shelf yet.

1. Open the delivery and click Put Away
2. For each line, select the Storage bin the stock goes to
3. Click Put Away

The app moves the stock out of the receiving bin into the storage bin, and writes an inbound_put_away row for each line.

You can put away part of a delivery. Leave a line without a bin and the delivery stays in AWAITING_PUTAWAY, so you can finish it later. It reaches COMPLETED only when every received line has a bin.

The order moves to COMPLETED once every line is fully received and every delivery is put away.

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When the rest never arrives

Some of the goods are missing, and you know they are not coming.

1. Open the order. Its status is PARTIALLY_RECEIVED.
2. Finish every delivery first. See the warning below.
3. Click Close Short, add a note, and confirm.

The order moves to CLOSED_SHORT. The status is final, and the shortfall stays unreceived. Create a new order if the goods arrive later.

Danger

Only a delivery still in RECEIVING blocks Close Short. A delivery in AWAITING_PUTAWAY does not, and closing the order short strands it: its Put Away button disappears and the app refuses the put-away afterwards. That stock stays in the receiving bin with no way out through this order.

Put away every delivery before you close an order short.

One-step receipt

Direct Receive on the order list receives and puts away in one action. It is for the case where the goods go straight to a shelf and no one stages them.

• It supports BULK items only.
• You choose one Storage Bin for the whole receipt.
• The app records the arrival, the put-away, and both ledger rows together, and the order goes straight to COMPLETED.

Use the delivery flow for anything with a lot, a serial number, or a tag.