Receiving Stock

This guide walks you through the full inbound order process — from creating the order to confirming receipt and putting stock away.

Before you start

• You need the create:inbound-order and update:inbound-order permissions (or a role that includes them). There is no separate line-level permission — lines are managed through the order, and update:inbound-order covers start-receiving, recording receipts, and completing the order.
• The items you are receiving must already be enrolled in the warehouse as warehouse items
• For LOT-tracked items, decide the lot number before you start receiving
• Decide which bin each line’s stock should land in — a destination bin is required when you record the receipt (see Step 4)

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Step 1 — Create the inbound order

1. In the sidebar, open Inbound → Inbound Order and click ADD NEW INBOUND ORDER
2. Select the warehouse the stock is arriving at
3. Add a reference number or notes if needed
4. Click Save — the order is created in DRAFT status

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Step 2 — Add lines

For each item you are receiving:

1. Click Add Line
2. Select the warehouse item
3. Enter the requested quantity — the expected quantity from the supplier
4. For LOT-tracked items: select or create a lot. You can set expiration and manufacturing dates on the lot
5. Optionally specify a destination bin — where this line’s stock should go once received
6. Click Save

Repeat for every item on the shipment. You can add or edit lines while the order is in DRAFT.

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Step 3 — Start receiving

When the physical goods arrive:

1. On the order’s row (or detail), click Start Receiving
2. In the dialog, select the receiving bin — typically your warehouse’s RECEIVING_DOCK bin. This is recorded on the order; note that the actual stock lands in the destination bin you pick per line in Step 4
3. Confirm — the order moves to IN_PROGRESS

Caution

You cannot edit order details or lines after this point. If you need to make changes, delete the order and start again.

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Step 4 — Record receipts line by line

This is the step that actually creates inventory. When you record a receipt for a line, the system immediately puts the stock on hand — you do not wait until the order is completed.

Click Receive on the order to open the Receive Inbound Order dialog, which lists every line. For each line, choose a Put-away bin (the destination — required when the received quantity is above 0) and record what was physically received, then click Confirm Receipt:

Each line appears as a row in the dialog. What you enter per row depends on the item’s tracking type:

BULK items

• Choose the Put-away bin
• Enter the received quantity

LOT items

• The lot is already fixed by the line (it was chosen when the line was created — the receive dialog has no lot picker)
• Choose the Put-away bin
• Enter the received quantity

SERIAL items

• Choose the Put-away bin
• Enter or scan each serial number (one per line or comma-separated) — you must provide exactly as many serials as the received quantity

RFID items

• Choose the Put-away bin
• Scan all RFID tags into the field — one tag per received unit, and the count must match the received quantity

Leave the received quantity at 0 for any line you are not receiving now. When you click Confirm Receipt, then for each line with a quantity above 0 the system:

• Creates or adds to a quant at the chosen destination bin
• For SERIAL/RFID items: creates one serialized unit record per scanned code, linked to the quant
• Records a goods_receipt inventory transaction
• Increases the line’s fulfilledQuantity

The stock lands in the destination bin you choose here, not in the receiving-dock bin. If you want a dock-then-putaway flow, receive into your dock bin and then move stock to its final bin with a transfer order.

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Step 5 — Complete the order

Once all lines have been received:

1. Click Complete on the order
2. Confirm

The order moves to COMPLETED. Completing is purely a status change that closes the order — the inventory, serialized units, and goods_receipt transactions were already created when you recorded each receipt in Step 4. You cannot complete an order that has not started receiving.

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Partial receipts

If you receive fewer units than requested, record only what actually arrived. The fulfilledQuantity will be less than requestedQuantity. You can complete the order in this state — the shortfall is simply not received. Create a new inbound order if the remainder arrives later.