How to Receive Stock into a Warehouse

Purpose

This guide explains how to record an inbound delivery with a Receiving Order and put the accepted stock away so it becomes available on hand. Completing a receiving order is the only correct way to bring purchased or returned goods into warehouse inventory.

Before you start

• Your role must have the Warehouse permission.
• The destination warehouse and its storage locations must already exist.
• The stock items you are receiving must be in the catalog.
• Have the delivery paperwork ready so you can match expected against actual quantities, and note any batch numbers or expiry dates.

Procedure

1. In the left menu open Warehousing, then Receiving Orders.
2. Select Add Receiving Order. Choose the destination warehouse and the receiving date. You may also record the supplier, a linked purchase order, notes, and labels. Save the order. A receiving number is generated and the status is set to Pending.
3. Open the new order and add each item you expect to receive, with its expected quantity.
4. Select Receive Items. For every line, enter the quantity received and the quantity accepted. If any units are damaged or incorrect, enter the quantity rejected and a rejection reason.
5. Where the item is batch or expiry tracked, enter the batch number and expiration date.
6. Choose the put-away location (zone and position) for each accepted line, then save. The order moves to In Progress.
7. When the whole delivery is checked in, select Complete. The accepted quantities are put away into the chosen locations, batches are created where needed, and the order status becomes Completed.

Expected result

• The receiving order shows Completed with the receiver recorded.
• The accepted quantity now appears as available on-hand stock in the destination location.
• A Receipt entry for each accepted line appears in Stock Movements, referenced back to the receiving number.
• Rejected units are recorded on the order but are not added to on-hand stock.

Troubleshooting

• The Complete button reports the order is already finalised. A completed or cancelled order cannot be received again. This safeguard prevents the same delivery being counted twice. Open a new receiving order if more stock arrives.
• My stock did not increase. Only the quantity accepted is put away. Check that accepted quantities were entered and that you selected Complete, not just saved the receipt.
• I cannot pick a put-away location. The location must exist under the destination warehouse. Add the missing zone or position under Warehouses first.
• I received the wrong quantity. Do not delete a completed order. Correct the on-hand figure through a Cycle Count adjustment so the change is traceable.