How to receive goods in one step

With the one-step flow, a receipt moves goods from the vendor straight to the stock location of the warehouse. Create the receipt in Inventory ‣ Operations ‣ Transfers ‣ Receipts, open it and click Validate: the receipt becomes Done and the products are in stock. One step is the default flow of every warehouse.

Who

Users with the Inventory User access right.

App

Inventory ‣ Operations

Before you start

How do I set a warehouse to receive in one step?

  1. Turn on Multi-Step Routes (see How to choose the receipt flow of a warehouse).

  2. Go to Inventory ‣ Configuration ‣ Warehouse Management ‣ Warehouses and open the warehouse.

  3. On the Warehouse Configuration tab, choose Receive and Store (1 step) under Incoming Shipments, then click Save.

    Receive and Store (1 step) selected under Incoming Shipments on the warehouse form

How do I create a receipt?

  1. Go to Inventory ‣ Operations ‣ Transfers ‣ Receipts and click New.

  2. Choose the vendor in Receive From and check that Operation Type is the Receipts type of the right warehouse. Viindoo fills in the vendor location and the stock location of the warehouse.

  3. On the Operations tab, click Add a line, choose the product and enter the Demand.

  4. Click Mark as Todo. The receipt becomes Ready.

    New receipt with the vendor, the Receipts operation type and two product lines

If you also install Purchase, confirm the purchase order instead: Viindoo creates the receipt linked to it, and you open it with the Receipt button on the order.

Receipt created when a purchase order is confirmed

How do I validate the receipt?

  1. Go to Inventory ‣ Overview and click To Receive on the Receipts card of the warehouse. You can also use Inventory ‣ Operations ‣ Transfers ‣ Receipts.

    Receipts card of the warehouse in the Inventory overview with the To Receive button

  2. Open the receipt and check the Quantity of each line. Change it if you received a different quantity.

  3. Click Validate.

    Validate button on a receipt in the Ready state

If you received less than the Demand, Viindoo asks whether to create a backorder: click Create Backorder to receive the rest later in a new receipt, or No Backorder to close the receipt with what you received.

What should I see after I validate?

The receipt status changes from Ready to Done, and the quantities you received are added to the stock location. Check them in Inventory ‣ Reporting ‣ Stock.

Receipt in the Done state

Which fields matter on a receipt?

Field

Effect

If wrong or empty

Receive From

The vendor. It is kept on the receipt and in the stock move history.

Optional. You can validate a receipt without a vendor.

Operation Type

Decides the warehouse, the sequence of the receipt number (for example WH/IN/00001) and the default locations.

Locations do not match the warehouse you expect.

Destination Location

Where the goods are stored: the stock location, or a sub-location chosen by a putaway rule.

Goods end up in the wrong location.

Source Document

The order or reference the receipt comes from, for example a purchase order number.

Optional. Without it, you cannot trace the receipt back to an order.

Demand and Quantity

Demand is what you expect; Quantity is what you received.

A smaller Quantity opens the backorder window when you validate.

Common errors

Message

What to do

You can’t validate an empty transfer. Please add some products to move before proceeding.

Add at least one product line to the receipt.

Transfer trouble alert! Validating a zero quantity transfer? You’re not moving invisible goods around are you? Set some quantities and let’s get moving!

The Quantity of every line is zero. Enter the quantity you received, then validate again.

You need to supply a Lot/Serial number for products …

The product is tracked by lot or serial number. Enter the number on each line before you validate. See How to track products by lot number.

Next steps