Goal

Record an inbound delivery for goods received from a supplier, update stock, and track batch numbers and shelf locations in the system.

Procedure

Step 1: Open the purchase

Go to the top menu Purchase and open the purchase you want to receive against. This takes you to the purchase details where you can see ordered quantities and delivery status.

Step 2: Start the inbound delivery

Click the Inbound delivery button on the purchase.

Step 3: Enter received quantities and location

In the dialog, specify what you received and where you stored it. For example, if you ordered 13 packages of 100 sheets (total 1300 sheets) but only received 1000 sheets now, enter 1000 in the received quantity.

In the Stock shelf column, select or enter the shelf where you placed the goods (for example, Shelf 1). If you use multiple warehouses and shelves, choose the correct warehouse and shelf combination.

Optionally fill Batch number to keep traceability for the supplier’s manufacturing batch, and use Description for any extra notes. Click OK to post the inbound delivery.

Use Batch number to trace where materials came from. This is especially useful for audits and recalls.

Step 4: Review purchase status and delivered quantity

After posting, the purchase status updates based on what you received. If you did not receive everything, the status becomes Part delivery. The Delivered quantity column shows how much has been received so far compared to Ordered quantity.

If your supplier delivers more than ordered, confirm that over-delivery is allowed by your contract before posting a higher received quantity.

Step 5: Verify stock, stock log, and locations on the article

Open the related article via articles to confirm that the stock balance increased by the received amount. Check the stock log on the article to see the inbound transaction, including quantity, shelf, and batch number.

You can also review where items are stored by checking your warehouse locations in warehouses. Each inbound delivery adds stock to the specified shelf in the selected warehouse.

Always specify a shelf during inbound delivery. If you leave the shelf empty, stock is posted to an unspecified shelf, which can cause discrepancies (for example, negative balance on unspecified shelves if withdrawals were posted earlier).

Step 6: Record subsequent deliveries (partial deliveries)

When the remaining goods arrive, return to the same purchase and click Inbound delivery again. The dialog automatically suggests the remaining quantity. Adjust as needed if you received a different amount (for example, enter 300 to complete the original 1300, or a higher number if over-delivery is permitted). Click OK to post.

After the final receipt, the purchase status updates to Delivered, and the Delivered quantity may equal or exceed the original Ordered quantity (depending on what you entered).

Step 7: Keep your purchase list tidy

Use filters on the purchase list to show only purchases that are not delivered. This helps you focus on outstanding receipts and hide those already handled.

Set up multiple warehouses and shelves in warehouses to mirror your real storage layout. This makes stock logs and locations clear and accurate.