Goods Received#

What Is Expected#

The first tab, Expected, lists every purchase order still waiting for goods from a supplier — one card per PO, the most urgent first (overdue, then the soonest due, then those with no date). Each card reads PO · Supplier (click the PO to open it), For OF-… · customer (click the order to open it), a due chip — red Overdue 3 days, amber Due today, Due tomorrow or Due in 5 days within a week, grey for later or no date — and a thin bar with how much has arrived (30 of 50 pcs · 1 of 2 lines). Its lines show Ordered, Received and Still to Come (✓ Complete when a line is in); On the Way appears only when part of the PO is shipped. A long PO shows its first five lines and Show N more lines. The due date is the PO's own date, or the expected date it carries.

The chips above narrow the list — All, Overdue, Due This Week and No Date, each with its count — beside a supplier filter and a search (PO, order, customer or item). Your choice stays in the page address, so a reload keeps it. Receive Goods on a card opens one-by-one receiving filtered to that PO. A supplier's shipment invoice usually covers several orders, so it is uploaded once with Upload Shipment at the top of the page — never per PO.

Uploading a Shipment#

1. Get the upload file
   Click Upload Shipment, then Download Template in the dialog, and fill one row per shipped line: Shipment Ref, ETA, Boxes, PO Number, PO Line, SKU, Description and Quantity. If the supplier sends their own file, use Tools → Shipment Invoice Converter to turn it into this file: pick the supplier's converter and click Convert a File. The converter lists every converted row with how it matches your open POs (the same check as below) — a row whose PO number isn't one of your open POs reads No open PO …. From there, Upload as Shipment opens the next step with the file already read, or Download File keeps a copy.
2. Click Upload Shipment and choose the file
   Every row is matched and shown with its result. Nothing is guessed.
3. Check the matches, then Save as Shipped
   Only matched rows can be saved. Fix or leave out the rest.

Receiving One by One#

For goods that arrive without a shipment file, click Receive Goods. It lists every open purchase order line; filter by Supplier, PO or Order, then enter the quantity received now on each line (All fills what is still open). Partial is fine; more than is open is refused.

1. Pick the warehouse and, if you like, a reference
   Leave Reference blank to get RCV-date-number.
2. Click Receive N lines
   It saves the same shipment record an upload makes, already Arrived: the goods go into stock, are booked against their purchase orders and reserved for the order lines that wait for them, in the company's allocation ranking.

Receiving a Customer's Goods to Process#

Sometimes a customer sends you their own goods to work on (for example, parts to plate). They stay the customer's: they have no value in your books and never join your stock. Receive Goods first asks What came in. Choose Client goods to process instead of Expected (a supplier PO).

1. Choose the customer, their DR no. and the warehouse
   Customer's DR no. is the delivery receipt that came with the goods.
2. Add a line per lot
   For each line, choose the item, the quantity received, the Customer's lot no., the number of Boxes and the Location in that warehouse where you put it. Locations are the warehouse's areas.
3. Click Receive N lines
   You get a CGI- receipt. Each lot appears on Client Goods Held. The customer's salesperson, set on the customer, gets a notification: "Customer delivered goods to process · CGI-… · 1 line · DR …". Clicking it opens Client Goods Held.

Goods Received as an Order Step#

In the Process Builder, an action step can be set to Finishes when goods are received (for example a Goods Received step between Send PO to Supplier and Prepare and Deliver). The step waits and completes by itself once every line of the order's purchase orders is in, however many shipments that takes.

On the order, the step's card shows how far it is (10 of 14 units · 1 of 2 lines complete), a chip for each shipment carrying the order's goods with Open, and Receive Goods — the same one-by-one receiving, filtered to this order. A supplier's shipment invoice usually covers several orders, so it is uploaded once, here in Goods Received (Upload shipment): every line is matched across all open purchase orders, and the result shows which order and PO each line went to and what didn't match. The card links here. The order refreshes on its own, so a receipt made elsewhere shows within seconds.

Shipped, then Arrived#

A saved shipment is Shipped: it is on its way, not stock yet. Each order it serves shows the quantity as Shipped (supplier) with the ETA in its line progress.

When it arrives, open the shipment, enter the boxes received, choose the warehouse and click Mark Arrived. The goods go into stock as Arrived · not checked: they are booked against their purchase orders and reserved for the order lines that wait for them — Urgent first, then the earliest requested date, then the earliest order (see Stock Allocation). The order a shipment was bought for does not jump the queue.

One shipment may carry the same item for several orders: it goes into stock once (the quantities added up), and each purchase order and order still gets its own share. The shipment reads Arrived only once the stock-in and the purchase-order booking went through — if either fails, it stays Shipped and you can try again. A shipment marked Arrived earlier without its stock offers Retry Arrival; nothing is added twice.

Finding a Shipment#

Each row of the Shipments tab reads: the Shipment (its reference and supplier); For — its PO numbers (click one to open the purchase order) and For OF-… · customer (one supplier shipment can cover several orders); ETA / Arrived — the date with ETA, Arrived · 8 of 8 boxes or Received one by one; the Status; Lines · Qty (3 lines · 96 pcs, 1 line · 1 pc) and open Shortages. The chips All, On the Way, Not Checked and Short (with counts), the supplier filter and the search (PO, order, customer or item) narrow the list.

Right-click a shipment row to open it, copy its reference, or open any of its purchase orders; on the Shortages tab, right-click an open shortage to Mark Resolved or open its order.

Status says where it is, in words and with an icon: On the way (blue) until it arrives; Arrived · not checked (grey — still a to-do) until every line has been counted on a delivery (found / short / missing); then Checked (green). Any open shortage — whether every line was counted or only some — shows Arrived · 2 short (amber) and counts under the Short chip (the same shortages as in the Shortages tab).

Shortages#

When Documents → Delivery Receipt → Rules → Check lines when preparing is on, a Delivery Receipt being prepared shows Check lines: tick each line found, short (with how many were found) or missing. What isn't there leaves stock, stays owed on the order, and is listed in the Shortages tab under the shipment that brought it (SHP-2201 · Kansai Bearing Co. · 2 open, with Checked Oct 17 under it).

Once the supplier has sent or credited it, click Mark Resolved: it asks for a short note (why it is settled — for example Supplier sent the rest on SHP-2215), and the row then reads Resolved by who, on which date, with the note.

How It Connects#