Receipts, batches and serials

When goods physically arrive, you record a receipt to turn them into traceable stock. Receipts are usually raised against a purchase order’s goods receipt, so the received quantity, cost and references flow straight through to your books.

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Add a screenshot here: the receipt entry screen with the date, product/variant, quantity, batch/GR/LR fields, serial input, warehouse+bin picker and the visual-inspection checklist visible.

Recording a receipt

1. Open the receipt screen and set the receipt date.
2. Choose the product (and variant, if it has one) and enter the quantity.
3. Enter the traceability references:
   • Batch number
   • GR number (Goods Receipt)
   • LR number (Lorry Receipt)
   • Reference / remarks as needed
4. For serial-tracked items, enter serials as a single value or a range: for example PMP-0001..PMP-0050 expands to 50 unique serials. The number of serials must match the quantity received.
5. Select the destination warehouse and a bin within it.
6. Complete the visual-inspection checklist (pass/fail with notes). You cannot confirm the receipt until this is done.
7. Check the cost price: it defaults from the linked purchase-order line and you can override it. This cost drives moving-average valuation.
8. Confirm. The receipt posts the stock inward and links back to its purchase-order line.

Caution

For serial-tracked items, duplicate serials (within your organisation, for that item) are rejected, and an overlapping or invalid range is refused. Fix the serials and try again.

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Add a short recording here: the full receipt flow, entering a serial range, completing the visual-inspection checklist, confirming, and the stock appearing in the Receipt view.

What happens on confirm

• The received quantity becomes on-hand stock and updates the item’s moving-average cost.
• The receipt is traceable in the Receipt view by goods-receipt number or batch.
• If the item is flagged for inspection, the stock lands in the QC bucket rather than usable stock, until it passes quality control. See Quality control.
• Receiving cannot exceed the purchase-order line’s open (un-received) quantity, unless your organisation allows over-receipt.

Goods receipts from Purchasing

Most inward stock originates from a Goods Receipt in the Purchasing module. When a goods receipt is committed there, Inventory automatically records the inward movement, no re-keying. See Goods receipt for the purchase-side workflow.

A cancelled or reversed goods receipt does not edit the original movement; it posts a compensating outward movement so the history stays intact.

Serial numbers on finished goods

For serial-tracked finished goods (for example each pump or valve), each unit’s serial is captured when it enters stock, whether from a receipt or from production.

• Serials are unique within your organisation for a given item; duplicates are rejected.
• The number of serials always equals the quantity received or produced.
• You can look up a serial to find its current warehouse and the document it came from, useful for warranty and traceability.