Receiving deliveries

Deliveries arrive at the dock, not at a desk. Receiving used to mean walking the docket to a computer and typing it in later, which is when quantities drift and costs go unrecorded. The receive screen runs on a phone against the purchase order, so what is booked is what was counted, at the moment it was counted.

Every purchase order PDF carries a QR; scanning it with the phone camera opens the receive screen for that PO. Without the paperwork, open Scan → Receive deliveries for the list of POs that are sent or partly received, newest first, each showing the supplier and how many lines are still outstanding.

• Receive into defaults to your RECEIVING location so the dock and the bins stay separate. Any active stock location can be chosen — quarantine bins are never offered.
• Quantities pre-fill to what is still outstanding on each line. Clear a line (or tap “Not in this delivery”) to leave it for the next docket.
• Cost per unit pre-fills from the PO; correct it if the invoice price differs — this becomes the item’s last-paid cost.
• Lot- and serial-tracked lines need their codes before Receive unlocks: one lot number, or serials as a list or a range such as SN-001..010.
• The docket or delivery reference is optional and defaults to the PO number.

Receive into stock creates a numbered goods receipt (GR-…) and writes one receipt movement per line under it, so the delivery reads as one event in the ledger and prints as one document. The PO moves to partly received or received.

Suppliers over-ship; keying errors do too. A line received more than the threshold above what is still outstanding (Settings → Receiving, default 10 %) is flagged on the form and Receive stays disabled until the over-receipt is confirmed. The acknowledgement is kept on the goods receipt and in the audit log — never a silent over-booking, never a blocked dock.

Lines whose item carries QC requirements, or whose item or supplier is flagged “hold for inspection on receipt”, land in the quarantine location instead of the chosen bin — the form says so on the line before you receive. The goods receipt opens On hold, the held quantity is excluded from every availability figure, and put-away skips it. Everything else flows straight through as before. See Quality inspection for what happens next.

From the goods receipt, any line still at its receive location can go back: the quantity leaves the bin as a return-to-supplier movement, the purchase-order line reopens by the same amount (a fully received PO goes back to partly received), and a return docket (GR-1001-RTN1) is filed on the receipt with the reason — emailed to the supplier with the PDF attached when you tick it. A failed inspection pre-fills the rejected quantity and its notes.

The next screen offers labels for the parts that arrived, lot / serial labels for any units created, and put-away: choose the bin and move each line out of RECEIVING one tap at a time. Each put-away is a move pair in the ledger, so the stock is traceable from dock to shelf.

The desktop Receive goods panel on the PO page does the same job with the same defaults, for deliveries that come with a stack of paperwork.