How to receive goods in three steps (receive, check quality, then store)

In the three-step flow, goods move from the vendor to the input location, then to the quality control location, and finally to the stock location. Set the warehouse to Receive, Quality Control, then Store (3 steps), validate the receipt, then validate the Quality Control transfer and the Storage transfer that Viindoo creates one after the other. Goods you reject during the check can be returned.

Who

Users with the Inventory User access right. Changing the warehouse flow needs the Inventory Administrator access right.

App

Inventory ‣ Operations

Before you start

Note

The Quality Control transfer only moves goods to the quality control location. You inspect the goods there and decide what to do with them. To record checks and alerts, see How to Integrate Quality Control with Transfers.

How do I set a warehouse to receive in three steps?

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

  2. On the Warehouse Configuration tab, choose Receive, Quality Control, then Store (3 steps) under Incoming Shipments, then click Save.

    Receive, Quality Control, then Store (3 steps) selected under Incoming Shipments on the warehouse form

Viindoo turns on the input location and the quality control location of the warehouse (for example WH/Input and WH/Quality Control) and the Quality Control and Storage operation types. To rename a location or change its settings, go to Inventory ‣ Configuration ‣ Warehouse Management ‣ Locations and open it.

Form of the quality control location of the warehouse

How do I receive goods from the vendor?

  1. Create the receipt in Inventory ‣ Operations ‣ Transfers ‣ Receipts as for one-step receipts: choose the vendor, add the products and click Mark as Todo. The Destination Location is the input location.

    Receipt in the Ready state whose destination is the input location of the warehouse

    If you also install Purchase, the receipt is created when you confirm the purchase order.

    Receipt created when a purchase order is confirmed

  2. Open the receipt from the Receipts card of the warehouse in Inventory ‣ Overview, check the Quantity and click Validate.

    Validate button on a receipt whose destination is the input location

You should now see the receipt in the Done state.

Receipt in the Done state

How do I move the goods to quality control?

Validating the receipt creates a Quality Control transfer from the input location to the quality control location. Its Source Document is the one of the receipt, for example the purchase order number (or the number of the receipt when it has none).

  1. Go to Inventory ‣ Overview. The Quality Control card of the warehouse shows the transfer to process.

    Receipts and Quality Control cards of the warehouse in the Inventory overview

  2. Open the Quality Control transfer and click Validate.

    Validate button on the Quality Control transfer from the input location to quality control

You should now see the transfer in the Done state: the goods are in the quality control location, ready to be inspected.

Quality Control transfer in the Done state

What if some goods fail the quality check?

Return the rejected goods in two moves: first out of quality control, then back to the vendor.

  1. Open the Quality Control transfer, which must be Done, click Return, enter the quantity in Quantity and click Return. Viindoo creates a transfer from the quality control location back to the input location. Validate it.

    Return window of the Quality Control transfer with the quantity to return

  2. Open the original receipt, click Return, enter the same quantity and click Return. Viindoo creates a delivery transfer from the input location to the vendor. Validate it.

If you also install Product Return Reasons - Inventory, you can record the reason for each return.

How do I store the accepted goods?

When you validate the Quality Control transfer, Viindoo creates a Storage transfer from the quality control location to the stock location.

  1. Go to Inventory ‣ Overview, click the Storage card of the warehouse and open the transfer. You can also use Inventory ‣ Operations ‣ Transfers ‣ Internal.

  2. Check the quantities you accept and click Validate.

    Validate button on the Storage transfer from quality control to stock

You should now see the Storage transfer in the Done state: the accepted goods are in the stock location.

Storage transfer in the Done state

Which fields matter?

Field

Effect

If wrong or empty

Incoming Shipments (warehouse)

Decides the transfers created after each receipt: Quality Control and Storage.

With fewer steps, goods skip the quality control location.

Quantity (Return window)

The quantity to take back from this transfer.

With a quantity of 0, the window refuses to create the return.

Source Document (follow-up transfers)

The Source Document of the receipt, for example the purchase order number, or the number of the receipt when it has none.

Search with it to follow one delivery from the vendor to the stock.

Common errors

Message

What to do

You may only return Done pickings.

Validate the transfer first, then click Return.

Please specify at least one non-zero quantity.

Enter a quantity greater than 0 on at least one line of the Return window.

You can’t disable locations WH/Quality Control because they still contain products.

You tried to go back to fewer steps while goods are still in the quality control location. Validate the Storage transfers first, then change the flow again.

When the follow-up transfers are created

Each follow-up transfer is created when you validate the previous one, not when the receipt is created. Until then, only the receipt appears in the Inventory overview.

Next steps