Receiving

Receiving lets you process incoming inventory from replenishment requests. When inventory arrives at your warehouse, use Receiving to record what was received, assign bins for storage, and complete the receiving process. This updates your inventory counts and makes products available for orders.

Quick Access

Navigate to Receiving from the Inventory menu (accessible via /Recive_Requestlist.php) to view all replenishment requests ready for receiving. Requires appropriate WMS permissions.

Why Use Receiving?

Accurate Inventory Tracking

Record exactly what arrives at your warehouse. Update inventory counts as products are received.

Bin Assignment

Assign bins and locations as you receive products. Keep inventory organized from the moment it arrives.

Quantity Verification

Compare requested quantities with received quantities. Handle partial shipments and discrepancies.

Serial Number Tracking

Record serial numbers for products that require serial tracking during the receiving process.

Receiving Forms

Print receiving forms (Kardex) for physical documentation and warehouse records.

Status Management

Track receiving status from arrival through completion. See which requests are in transit, processing, or ready for review.

Understanding Receiving Status

Receiving requests move through different statuses as they progress:

Status	Description	What It Means
IN-TRANSIT	Status 4, FlatID = 0	Inventory is on the way to your warehouse
PROCESSING	Status 4, FlatID ≠ 0	Inventory has arrived and is being received
ARRIVED	Status 79	Inventory has arrived at the warehouse
READY FOR REVIEW	Status 80	Receiving is complete, ready for final review
BUSY	Status 200	System is processing the request (check status after 30 minutes)

Accessing Receiving

1. Navigate to Receiving

   Go to Inventory → Receiving or access /Recive_Requestlist.php directly.

2. View Receiving Requests

   The list shows all replenishment requests. Each request shows:

   • RepleID (Request ID)
   • PO# (Purchase Order number)
   • Account
   • Supplier
   • Status (IN-TRANSIT, PROCESSING, ARRIVED, etc.)
   • Expected arrival date
   • Date arrived

3. Select a Request

   Click on a request to view its details and start receiving.

Receiving Inventory

1. Open Receiving Request

   Click on a replenishment request from the list to open the detail view.

2. Review Request Information

   The master view shows:

   • RepleID
   • PO#
   • Account
   • Supplier
   • Status
   • Comments
   • BOE (Bill of Entry)
   • BL Number (Bill of Lading)
   • Container #
   • Date request
   • Expected arrival
   • Date arrived

3. View Request Details

   Scroll down to see the list of products (SKUs) in this request. Each line shows:

   • SKU
   • Description
   • Qty Request (quantity requested)
   • Qty Received (quantity received so far)
   • Bin / Location / Category / LPN
   • Weight
   • Lot number (if applicable)
   • Expiration date (if applicable)
   • UOM (Unit of Measure)

4. Enter Received Quantity

   Click on a product line to edit it. Enter the Qty Received amount. This can be:

   • Equal to Qty Request (full shipment)
   • Less than Qty Request (partial shipment)
   • You can receive items in multiple batches

5. Assign Bin Number

   Enter the Bin Number where this product will be stored. The bin must be available and not assigned to a different SKU.

6. Enter Weight (Optional)

   Update the Weight if it differs from the product’s default weight.

7. Enter Harmonization Code (Optional)

   Add the Harmonization code if required for customs or compliance.

8. Save Changes

   Click Update to save the received quantity and bin assignment. The system updates inventory counts automatically.

Handling Serial Numbers

If a product requires serial number tracking:

1. Enter Received Quantity

   Enter the quantity received for the product.

2. Serial Number Popup Appears

   A popup window opens asking for serial numbers.

3. Enter Serial Numbers

   Enter each serial number, one per line, matching the quantity received.

4. Verify Serial Numbers

   The system checks that serial numbers are valid and not already in use.

5. Save Serial Numbers

   Click Save to record the serial numbers with the received inventory.

Completing Receiving

When you finish receiving all items in a request:

1. Review All Items

   Check that all products have been received and bins assigned. Verify quantities match what arrived.

2. Sync Inventory (Optional)

   Check the Sync Inventory checkbox if you want to sync inventory counts immediately.

3. Click ALL DONE

   Click the ALL DONE button in the master view. This:

   • Marks the request as complete
   • Updates the status to “Ready for Review” (Status 80)
   • Archives the request
   • Triggers webhooks for replenishments/received
   • Calculates receiving fees

4. Add Comments (Optional)

   Add any comments about the receiving process before completing.

5. Confirm Completion

   The system processes the completion and redirects you to the receiving list.

Printing Receiving Forms

You can print a receiving form (Kardex) for physical documentation:

1. Open Receiving Request

   Navigate to the receiving request you want to print.

2. Click Receiving Form

   Click the Receiving Form button in the master view.

3. PDF Generates

   A PDF document opens showing:

   • Request header information
   • All products in the request
   • Quantities requested and received
   • Bin assignments
   • Dates and timestamps

4. Print or Save

   Print the PDF or save it for your records.

Adding Multiple Bins

For products that need to be split across multiple bins:

1. Click Add Bins

   Click the Add Bins button next to a product line.

2. Select Location

   Choose the location where bins are available.

3. Assign Bins

   Select one or more bins from the available list.

4. Enter Quantities

   Enter how much quantity goes into each bin.

5. Save Assignments

   The system assigns the product to multiple bins automatically.

Managing UOM (Units of Measure)

If products use different units of measure:

1. View UOM Column

   Check the UOM column to see the unit of measure for each product.

2. Update UOM

   Click the dropdown menu next to a product and select update UOM.

3. Select New UOM

   Choose the correct unit of measure from the list.

4. Enter Quantity in Units

   Enter the quantity using the selected unit of measure.

5. System Converts

   The system automatically converts to base units when updating inventory.

Receiving Workflow

The complete receiving workflow:

Replenishment Request Created
         ↓
Inventory Ships (IN-TRANSIT)
         ↓
Inventory Arrives (ARRIVED)
         ↓
Start Receiving (PROCESSING)
         ↓
Enter Quantities & Assign Bins
         ↓
All Items Received?
    Yes ↓    No
        ↓    ↓
    ALL DONE  Continue Receiving
        ↓
Ready for Review (Status 80)
        ↓
Archived & Inventory Updated

Best Practices

Receive Immediately

Process receiving as soon as inventory arrives. This keeps inventory counts accurate and products available for orders.

Verify Quantities

Always verify received quantities match what was requested. Note discrepancies in comments.

Assign Bins Right Away

Assign bins during receiving. This prevents products from sitting in receiving areas and keeps inventory organized.

Handle Partial Shipments

If you receive less than requested, enter the actual quantity. You can receive the rest later when it arrives.

Record Serial Numbers

Enter serial numbers immediately for products that require tracking. This prevents issues later.

Use Comments

Add comments for any issues, discrepancies, or special notes about the receiving process.

Troubleshooting

Bin Already Assigned to Another SKU

Problem: You get an error when assigning a bin that’s already used by a different SKU.

Solution:

• Choose a different bin that’s available
• Or check if the bin assignment is correct for the other SKU

Quantity Received Exceeds Requested

Problem: You try to enter more quantity received than was requested.

Solution:

• The system validates quantities and won’t allow receiving more than requested
• If you actually received more, contact support to adjust the request

Serial Number Already Exists

Problem: System says a serial number is already in use.

Solution:

• Verify the serial number is correct
• Check if this serial was already received in a previous batch
• Contact support if the serial number is genuinely new

Status Stuck on BUSY

Problem: Request status shows BUSY for more than 30 minutes.

Solution:

• Click the Check Status link that appears after 30 minutes
• If still stuck, contact support with the RepleID

Can’t Complete Receiving

Problem: ALL DONE button is disabled or not visible.

Solution:

• Check that the request status is not already 200 (completed)
• Ensure you have the correct permissions
• Make sure at least some items have been received

Related Features

• Replenishments Overview - Create and manage replenishment requests
• Warehouse Overview - View all inventory in your warehouse
• Bin Management - Manage bins and locations
• Inventory Corrections - Make adjustments to inventory counts

Next Steps

After completing receiving:

1. Verify Inventory - Check that inventory counts updated correctly in Warehouse Overview
2. Process Orders - New inventory is now available for pending orders
3. Review Reports - Check receiving reports to track incoming inventory trends