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Receiving goods at an order-controlled warehouse

At a warehouse using separate receipt documents, creating the vendor invoice can leave the purchase order Ready for receipt. Complete the physical receipt separately using Warehouse receipt note.

For this workflow, have a purchase order and its vendor invoice ready. Use the warehouse already configured for this receipt process. See Warehouse management scheme for the distinction between general settings and the warehouse's process.

Create and accept the receipt​

  1. Open the warehouse section and choose Receipt. The workspace is titled Warehouse receipt note.
  2. Select the receiving warehouse and set State to All awaiting receipt. The upper table shows the documents awaiting receipt.
  3. Find the purchase order by its number, date and sender. Select it and click Create note.
  4. In the new receipt, check the reference to the purchase order, sender and warehouse. Review the goods and enter the incoming document's number and date.
  5. Compare each line's quantity and batch with the goods actually received. If a batch is required, check its number and expiry date. See Item batches and expiry dates.
  6. Set the receipt status to Accepted after checking the goods. The status selector also offers To be received, In progress and Requires processing.
  7. Choose Post and close. Check that the receipt is saved with status Accepted. For a full receipt, check that the purchase order no longer appears in the upper list of documents awaiting receipt.

Check the stock independently​

  1. Open Warehouse reports > Warehouse stock. The report form is titled Warehouse stock.
  2. Set a period that includes the receipt date and filter by the receiving warehouse.
  3. Click Generate and wait for Report generated and the report table to appear.
  4. Find the item and batch. Check the unit, received quantity and closing quantity against the receipt and any other movements in the selected period.

For example, with no opening stock or other movements, a receipt of 10 PCE gives closing stock of 10 PCE. Use the report to check stock separately from the vendor invoice.

If something does not match​

  • If the order is missing from the waiting list, check the warehouse and State filter, then search by number, date and sender. Check for an existing receipt before creating another one.
  • If posting reports a missing batch, fill in the batch on the indicated line and try again.
  • If the report does not show the expected receipt, check the receipt's status, report period and warehouse filter, then generate the report again.

This workflow covers receipt into the warehouse. Bin putaway is a separate process. For the outgoing operation, see Shipping goods at an order-controlled warehouse.

To receive a customer return, use its return document as the waiting-list reference. See Returning goods from a customer invoice for that workflow.