Receive Stock

Receiving inventory is a positive adjustment that increases your on-hand quantities. Inventory Pro supports multiple workflows for different receiving scenarios:

All receipts are tracked in the audit trail and material logs with full transaction details for accountability and reporting.

Access: Inventory → Stock → Receive Stock

Understanding the Receive Screen

The receive screen uses a temporary staging area where you can add items, make corrections, and review before finalizing. This two-step process (Save → Receive) prevents accidental inventory changes.

As you add items, the grid fills in with item details, quantities, and locations:

Screen Components:

• Warehouse: Select the destination warehouse (required)
• Positive Adj. Codes: Choose the reason for receiving (e.g., Audit, Overage, Physical Inventory, Custom codes)
• Suppliers/Job (when applicable): Apply supplier or job assignments

Key Operations:

• Save: Stores items in temporary staging area without updating inventory. Allows review, modifications, and building up receipts over time. Items remain until finalized or reset
• Receive: Finalizes transactions, immediately updates warehouse inventory, and creates permanent audit trail. Cannot be undone
• Reset: Clears all temporary items and starts fresh
• Trashcan Icon: Marks a line to be removed when you save

Receiving Methods

Direct Receiving (Manual Adjustments)

Direct receiving creates positive inventory adjustments without linking to orders-used for physical inventory corrections, found items, or transfers from external systems.

Required: Valid reason code explaining why inventory is increasing

When to Use Direct Receiving:

• Small adjustments (1-20 items)
• One-off corrections found during daily operations
• Found inventory or location discrepancies
• Items received without formal documentation

When NOT to Use Direct Receiving:

• Large-scale physical inventory corrections (use Cycle Counting instead)
• Systematic inventory accuracy programs (use Cycle Counting for variance tracking and approval workflows)
• Supplier returns (use Purchase Orders → “Return” for tracking)
• Customer returns (use Orders -> “Return” for tracking)

Workflow:

1. Select warehouse
2. Choose a Positive Adj. Code (e.g., “Found Inventory”, “Transfer In”)
3. Add line items manually:
   • Enter or search for Item ID
   • Specify quantity
   • Provide location (or use item default)
   • Add serial/lot numbers if required
   • Enter cost and other optional details
4. Save to stage multiple items
5. Receive when ready to update inventory

Tips:

• Use AutoFill option to copy the previous line’s location for faster entry
• The system auto-generates a reference number for tracking, or specify your own
• Document the reason in the Remark field for future reference
• For recurring correction patterns, investigate root causes rather than repeatedly adjusting

Line Item Fields

Understanding field behavior helps ensure accurate receipt processing:

Purchase Order Receipts

When receiving against a purchase order, the system validates quantities, tracks partial receipts, and flags over-receipts.

Workflow:

1. Navigate to Orders → Purchasing → Purchase Orders
2. Select the purchase order and click “Receive”
3. The receive screen opens pre-populated with:
   • Warehouse from the PO
   • Supplier information
   • Job ID (if assigned to the PO)
   • Line items with expected quantities (depending on admin options)
   • PO Receipt reason code (auto-assigned)
4. Assign locations for each line item:
   • Manually select warehouse locations
   • Or allow system to auto-assign from item defaults ( done on save )
5. Review and adjust quantities and other attributes as permitted by system configuration
6. Save to review, then Receive to finalize
7. Optionally print receiving documents (putaway lists, labels, etc.)

Features:

• Quantities may be editable or locked based on admin options
• Partial receipts automatically update PO line status
• Over-receipts generate warnings but can proceed if approved/allowed by system settings
• Unit costs default from PO line items
• Optionally auto-create backorders for remaining quantities (Admin Option 280)
• Line items close automatically when fully received
• Putaway lists help warehouse staff locate received items on shelves

See the detailed Purchase Orders guide for creating and managing purchase order records.

Appointment Receipts

Appointments track expected inventory from suppliers without formal purchase orders-ideal for consignment stock, recurring deliveries, or informal arrangements.

Workflow:

1. Navigate to Inventory → Inventory → Appointments
2. Select the appointment and click “Receive”
3. The receive screen opens pre-populated with:
   • Warehouse from the appointment
   • Supplier information
   • Job ID (if assigned)
   • Line items with expected quantities (depending on admin options)
   • Appointment Receipt reason code (auto-assigned)
4. Assign locations for each line item:
   • Manually select warehouse locations
   • Or allow system to auto-assign from item defaults ( done on save )
5. Review and adjust quantities and other attributes as permitted by system configuration
6. Save to review, then Receive to finalize
7. Optionally print receiving documents (putaway lists, labels, etc.)

See the detailed Appointments guide for creating and managing appointment records.

Cycle Counting

Cycle counts verify physical inventory against system records and automatically adjust stock levels for discrepancies. This is the preferred method for physical inventory corrections and systematic accuracy programs.

Workflow:

1. Navigate to Inventory → Stock → Cycle Counts
2. Create a new count specifying warehouse, locations, and optional filters (supplier, category)
3. The system generates count lines showing expected quantities
4. Enter actual counted quantities and locations
5. Review variances (shortages and overages)
6. Submit for approval if required (Admin Option 170)
7. Post to automatically receive overages, issue shortages, and move location discrepancies

Key Features:

• Variance analysis with filtering (show only discrepancies, shortages, overages, etc.)
• Auto-save during counting to prevent data loss (Admin Option 526)
• Approval workflows for accountability
• Automatic adjustment posting eliminates manual receiving/issuing
• Comprehensive variance reports for accuracy tracking

See Cycle Counting for complete documentation on creating counts, managing variances, and approval processes.

Order Returns

Return unused materials from work orders or shipping orders back to inventory using the dedicated return modules.

Work Order Returns: Use the Work Order module’s return functionality at Work Orders → [Select WO] → Returns for proper cost reconciliation, labor tracking, and work order status updates.

Shipping Order Returns: Use the Shipping Order module at Orders → Shipping Orders → [Select SO] → Returns for customer credit processing, return authorization tracking, and proper order status updates.

Mobile Receiving

Complete receiving operations on mobile devices for increased flexibility and warehouse efficiency.

Workflow:

1. Login to Inventory Pro Mobile
2. Select the appropriate warehouse
3. Navigate to Orders → View Purchase Orders or Appointments
4. Select the order/appointment to receive
5. Check items being received and click “Complete Order”
6. Click “Receive” to finalize the transaction

Features:

• Barcode scanning for faster item entry
• Real-time inventory updates
• Location assignment on the warehouse floor
• Serial number capture

Validation and Business Rules

The system enforces several rules during receiving to maintain data integrity:

Item Validation:

• Discontinued items cannot be received
• Items must be enabled in the receiving warehouse if warehouse assignments are enforced (Admin Option 504)

Serial Number Rules:

• Required for serialized items unless auto-assignment is configured
• Duplicate serial numbers blocked based on your uniqueness settings
• System can auto-generate serials based on seed patterns

Location Validation:

• Location must exist in the warehouse master
• Locations marked “On Hold” prevent receiving

Date Controls:

• Date In field limits forward/back-dating based on Admin Option 527
• Prevents accidental historical or future-dated transactions

Pricing:

• Unit cost defaults from appropriate source (PO, vendor, item master)
• Zero costs generate warnings but can proceed if approved

RFID Tracking:

• Duplicate RFID tags are rejected system-wide

Admin Options

Key configuration options affecting receive operations:

Additional Features

Print Labels

Enable the “Print Labels” checkbox to automatically generate location and serial number labels after receiving. Useful for barcode-based warehouse operations.

Putaway List

After receiving items, click “Putaway” (also called Stow List) to generate a warehouse report showing:

• Optimal storage locations based on settings and existing stock
• Current inventory levels at each location
• Suggested locations for received items
• Quantities and bin assignments
• Putaway instructions for warehouse staff

This helps warehouse staff efficiently locate where items should be shelved and optimizes warehouse organization.

Bulk Import

For large-scale operations or data migration, use the bulk import feature. The system loads data into the temporary receive grid for review before finalizing.

Access: Utilities → General → Import and Export → Receipt Import

Supported File Formats: CSV, XLS, XLSX

Available Fields:

Workflow:

1. Prepare your data file with column headers matching the field names above
2. Navigate to Utilities → General → Import and Export → Receipt Import
3. Upload your file (CSV, XLS, or XLSX)
4. System validates and loads data into the receive grid
5. Review all imported lines for accuracy
6. Make corrections if needed
7. Click “Receive” to finalize

Use Cases:

• Opening balance imports when implementing the system
• Large shipment processing from external systems with electronic manifests
• Data migration from legacy systems

Important: For ongoing physical inventory corrections with hundreds of line items, use Cycle Counting instead. Cycle counts provide better variance analysis, approval workflows, and historical tracking specifically designed for inventory accuracy programs.

Positive Adjustment Codes

Reason codes explain why inventory is increasing. Every receipt transaction requires a reason code for audit trail and reporting purposes.

Common Codes:

• PO Receipt: Purchase order receiving (auto-assigned)
• Appointment Receipt: Receiving against appointments (auto-assigned)
• Physical Count Correction: Inventory found during cycle counts
• Found Inventory: Items discovered during warehouse organization
• Transfer In: Receipts from inter-warehouse transfers

Managing Codes: Create custom codes at System → Definitions → Positive Adj. Codes to track specific business scenarios. Use descriptive names and avoid generic codes like “Miscellaneous” for better reporting.

For complete information on adjustment codes, their purpose, best practices, and reporting capabilities, see Adjustment Codes.

Best Practices

Quality Control:

• Physically inspect items for damage and verify specifications before accepting
• Validate serial numbers match delivery documentation
• Record expiration dates for perishable or time-sensitive inventory
• Document and resolve receiving discrepancies immediately

Operational Guidelines:

• Process receipts promptly upon delivery to maintain accuracy
• Verify quantities and costs against purchase orders
• Assign specific storage locations during receiving, not later
• Use appropriate reason codes for accurate reporting

Planning and Preparation:

• Coordinate delivery schedules with suppliers
• Ensure receiving areas and locations are ready
• Maintain delivery receipts and supporting documentation
• Train receiving personnel on system procedures

Troubleshooting

“Item not allowed in warehouse”

• Problem: Item not enabled for receiving warehouse
• Solution: Enable item in warehouse assignments or disable Admin Option 504
• Prevention: Maintain accurate warehouse/item relationships

“Location does not exist”

• Problem: Bin location not defined in warehouse
• Solution: Add location via Inventory → Warehouse → Warehouse Locations or use existing location
• Prevention: Set per-warehouse location defaults instead of global defaults

“Serial number already exists”

• Problem: Duplicate serial number detected
• Solution: Verify serial number accuracy and check if already used
• Prevention: Implement serial number validation at receipt and verify uniqueness settings

“Discontinued item”

• Problem: Cannot receive discontinued items
• Solution: Reactivate item in master data or verify correct Item ID selected
• Prevention: Maintain current item master with accurate status

Screen shows old data

• Problem: Previous transaction still displayed
• Solution: Click “Reset” to clear and start fresh
• Prevention: Always reset after completing transactions

Key Reports

Access receiving reports via Reports → [Search] or direct access from the receiving screen.

Receipt History (Report 99): Complete transaction log showing all receiving transactions with filtering by warehouse, supplier, date range, and transaction type. Displays receipt number, date, warehouse, supplier, reference (PO, appointment, or adjustment), item ID, quantity, location, serial/lot numbers, unit cost, and total value. Primary report for tracking all inventory receipts and investigating discrepancies.

Audit Trail (Receipts) (Report 125): Detailed audit log with user timestamps, reference tracking, and full transaction history. Shows who received what items, when, and why with complete traceability for accountability and compliance. Essential for financial audits and internal controls.

Negative Adjustment History (Received) (Report 134): Tracks items received as negative adjustments (credits, returns to supplier). Useful for analyzing return patterns, supplier quality issues, and credit tracking. Complements the Receipt History for complete receiving analysis.

Hot Items (Receiving/Supplier Receiving): Identifies frequently received items for warehouse optimization and demand forecasting. Filter by supplier (Report 152) to analyze supplier-specific patterns or view all receipts (Report 156) for overall trending. Use to optimize warehouse layout by placing high-frequency items in accessible locations.

All reports support filtering by date range, warehouse, item, supplier, job, reason code, and user. Export to Excel for further analysis.

Related Topics

• Appointments - Managing expected receipts without purchase orders
• Purchase Orders - Creating and managing formal purchase orders
• Cycle Counting - Physical inventory verification and corrections
• Mobile Receiving - Mobile receiving with barcode scanning
• Receiving Reports - Receipt history, stow lists, and intake reports
• Import & Export - Bulk data loading procedures
• Returns - Purchase order and shipping order returns
• Item Alias - Alternative item IDs for cross-referencing