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Goods receipts and quality check
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Goods receipts and quality check

Receive goods, check their quality, and hold stock from sale until you are ready.

Overview

A goods receipt (GRN) records goods that arrived at a warehouse, against a purchase order or without one. Received units become sellable at once, or after a quality check if you choose.

Why use it

  • Count exactly what arrived.
  • Check quality before selling.
  • Hold new stock from sale until you are ready.

Before you begin

  • The warehouse has a receiving bin (Warehouse Management mode).

Receiving goods

Figure 9.1  Inbound → Goods receipts.
  1. 1Open Inbound → Goods receipts → New, or Receive goods on a purchase order, or the scanner app's Receive screen. A receipt can also be made without a purchase order.
  2. 2Enter or scan the units of each item. For lot-tracked items add the lot and its manufacturing and expiry dates; for serial-tracked items, the serials.
  3. 3Optionally add the supplier's invoice number and date, a note and photos.
  4. 4Choose the receiving bin and whether to quality-check the goods.
  5. 5Click Receive.
Figure 9.2  Receiving goods: units per line, lots, invoice details and quality check.

The units go into Available (or QC hold) and the purchase order's received quantity grows. Available units update your channels at once and fill open backorders.

Receiving rules

Video
Figure 9.3  A goods receipt opened: ordered, received, accepted and rejected units.
  • Over-receipt: a line may receive up to 10% more than ordered by default; more is refused.
  • Under-receipt: a shortfall within your tolerance (0% by default) closes the line.
  • An item that is not on the purchase order is refused on that receipt.
  • A receipt is never undone; corrections are adjustments. Invoice details, note and photos can be changed afterwards.
  • A receipt note PDF (quantities, no prices) can be downloaded.

Receipts without a purchase order

For goods that arrived without an order, open the receipt and choose:

  • Create PO from this receipt: makes a purchase order from the receipt's supplier, warehouse, lines and costs, already received. Your approval rule still applies.
  • Link to a purchase order: attaches the receipt to an open order of the same supplier and warehouse. The units count against what is still expected.

Neither option moves stock again.

Hold from sale

Tick Hold from sale to receive stock without offering it to your channels yet. The units are on hand and put away as usual, but reserved. Click Release on the receipt (or release part of it on the item page) when you are ready; channels are then updated and backorders fill.

Quality check

Figure 9.4  A receipt waiting for its quality check.
Figure 9.5  Inbound → Quality check.

Receipts sent for a quality check wait on Inbound → Quality check. For each line, enter the units passed and failed, in several goes if needed. Add photos of failed units; they are carried onto any return to the supplier.

  • Passed units become Available.
  • Failed units become Damaged and count as rejected on the purchase order.
  • For failed units, choose whether the supplier will replace them (the units are expected again on the order) or no replacement (the line closes short). No replacement is the default.

The receipt completes when no units are left to decide.