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Goods Receipt

Overview

Goods Receipt (Inbound) is the primary function for recording incoming inventory from suppliers, transfers, or other sources. This module allows you to create, track, and validate receipt documents, ensuring accurate inventory updates while maintaining complete traceability through lot/serial numbers and quality control processes.

Goods Receipt

To access Goods Receipt:

  1. Click Inventory in the left sidebar menu
  2. Click Goods Receipt
  3. Or use direct URL: https://main.smartb.co/action?name=pick_in

Key Features

Action Buttons

  • New Goods Receipt - Create a new inbound stock receipt
  • Import - Import receipt data from external systems
  • List - Switch to list view of all receipts
  • Calendar - View receipts in calendar format

Status Management

The system tracks receipts through multiple status levels:

  • All - View all receipts regardless of status
  • Draft - Receipts being prepared but not finalized
  • Planned - Scheduled receipts for future processing
  • Approved - Receipts approved for execution
  • Completed - Fully processed receipts
  • Rejected - Receipts that failed approval

Bulk Operations Toolbar

  • To Draft - Convert selected receipts back to draft status
  • Copy To Landed Costs - Create landed cost allocations
  • Copy To Product Transform - Convert to product transformation
  • Repost Journal Entry - Regenerate accounting entries
  • Validate - Process and approve selected receipts
  • Validate (fast) - Quick validation without detailed checks
  • Copy To Supplier Invoice - Generate supplier invoices
  • Copy To Goods Transfer - Create transfer documents

Column Descriptions

Column Description
Journal Document type (typically "Goods Receipts")
Number Unique receipt reference number (e.g., GR-202508-001)
Date Receipt transaction date and time
Contact Supplier or source contact information
Related To Related purchase order or source document
Invoice Associated supplier invoice reference
Shipping Method Transportation method used
Shipping Tracking Tracking number for shipment
Shipping Cost Cost of transportation

Creating Goods Receipts

Basic Receipt Process

  1. Click New Goods Receipt
  2. Fill in header information:
  3. Date - Receipt date (required)
  4. Contact - Supplier information
  5. Reference - External reference number
  6. Related To - Link to purchase order
  7. Add product lines with quantities and locations
  8. Assign lot/serial numbers as needed
  9. Set quality control parameters
  10. Save and validate the receipt

Product Line Details

For each product line, specify:

  • Product - Item being received
  • Quantity - Amount received with unit of measure
  • From Location - Source location (typically Suppliers)
  • To Location - Destination warehouse location
  • Lot/Serial Number - Traceability information
  • Container - Storage container assignment
  • Cost Information - Unit cost and total amount
  • Quality Control - Inspection results and notes

Advanced Features

Lot and Serial Number Management

Automatic Generation: - System can auto-generate lot numbers - Serial numbers can be batch created - Support for manufacturer and expiration dates

Manual Assignment: - Override system-generated numbers - Import from external systems - Scan barcodes for quick entry

Quality Control Integration

QC Reasons: - Assign quality control inspection results - Track defects and non-conformances - Document corrective actions

Grading System: - Assign product grades based on quality - Support multiple grading criteria - Track grade history and changes

Container and Packaging

Container Management: - Assign products to specific containers - Track container hierarchy (primary/secondary) - Monitor container capacity and utilization

Packaging Information: - Record packaging details and quantities - Track packaging materials used - Calculate packaging costs

Common Use Cases

Standard Supplier Receipt

  1. Receive purchase order notification
  2. Create new goods receipt
  3. Link to original purchase order
  4. Scan/enter received quantities
  5. Assign storage locations
  6. Generate lot numbers for traceability
  7. Complete quality inspection
  8. Validate and post receipt

Return and Credit Processing

  1. Create receipt for returned goods
  2. Use negative quantities for credits
  3. Assign appropriate QC reasons
  4. Document return conditions
  5. Process credit memo if applicable

Transfer Receipt

  1. Receive goods from another location
  2. Link to original transfer document
  3. Verify quantities and conditions
  4. Update destination location balances
  5. Complete transfer documentation

Sample and Testing Receipt

  1. Create receipt for samples
  2. Assign special lot numbers
  3. Route to quality control location
  4. Document testing requirements
  5. Process test results

Best Practices

Data Accuracy

  • Complete Information - Fill all relevant fields for proper tracking
  • Timely Processing - Process receipts on actual receipt date
  • Accurate Quantities - Verify quantities before validation
  • Proper Locations - Use correct destination locations

Traceability Management

  • Consistent Lot Numbering - Follow established numbering conventions
  • Expiration Tracking - Record expiration dates for perishable items
  • Serial Number Integrity - Ensure unique serial numbers
  • Documentation - Maintain complete receiving records

Quality Control

  • Inspection Protocol - Follow established QC procedures
  • Defect Recording - Document all quality issues
  • Grade Assignment - Apply consistent grading standards
  • Corrective Actions - Track resolution of quality issues

Troubleshooting

Receipt Creation Issues

Validation Errors: - Check required field completion - Verify product and location access - Ensure positive quantities for receipts - Review lot number format requirements

Permission Problems: - Verify user has receipt creation rights - Check location-specific permissions - Ensure supplier access authorization - Contact system administrator if needed

Data Entry Problems

Product Not Found: - Verify product is active in system - Check product code spelling - Ensure product type allows inventory - Review product category permissions

Location Issues: - Confirm location exists and is active - Verify location type allows receipts - Check warehouse authorization - Review location hierarchy settings

Processing Delays

Slow Validation: - Process receipts in smaller batches - Avoid peak system usage times - Use "Validate (fast)" for urgent processing - Check system performance status

Tips

  • Batch Processing - Group similar receipts for efficiency
  • Template Usage - Create templates for recurring receipts
  • Barcode Integration - Use barcode scanners for faster data entry
  • Mobile Access - Use mobile devices for warehouse floor processing
  • Report Generation - Generate receipt reports for supplier communication