Receiving

Receiving registers goods that physically arrive at a warehouse location against an inbound order. Once received, the goods become inventory items on a bin location, and Boxture immediately tries to allocate them to orders that were waiting for them (backorders).

Orders that can be received are inbound orders such as purchase orders, return orders and transfer orders (on the receiving side). The order needs to have something expected: while an order is waiting for goods, its order lines have expected items.

Who can receive

The Receive action appears in the order's menu when the order can be received and you have the role Admin, Warehouse associate or Receiver.

You must be working in the order's destination location. If you open the receive screen from another location you see the message "This order is for ..., you can't receive it in ..." and are sent back to the order. Switch location with the location switcher and try again.

Two ways of receiving

Boxture uses two receiving modes, depending on the order type:

Mode	Used for	What you register
Receive first	Purchase orders, return orders, inventory orders	Each product, quantity and (when applicable) serial numbers, lot and expiry date.
Ship first	Transfer orders	The containers that were shipped by the sending location. Their contents are already known.

Receive first

For a receive-first order the inventory does not exist yet: you tell Boxture what arrived.

1. Open the order and choose Receive in the order menu.
2. Fill in the Inbound information card (optional, see below).
3. In the Receive card, fill in one line per product (or per package):
   • Bin location: the receiving bin location. Only bin locations with the purpose receiving are listed. The location's default receiving bin location is preselected.
   • Packing material: choose a packing material to create a new container for the goods, or leave it empty and select an existing Container instead. When the setting Container required is on for the location, one of the two is mandatory.
   • Packages: the number of identical packages. With 3 packages of quantity 10, Boxture registers 3 x 10 and, if a packing material is chosen, creates 3 containers. Packages must be 1 when you use an existing container or enter serial numbers.
   • Product: the product received. Normally only products that are still expected on the order are listed.
   • Quantity: the quantity per package.
   • Hold reason: choose a reason (for example Damaged) to receive the goods on hold. See Receiving on hold.
   • Status, Serial numbers, Lot and Expires on appear when relevant for the product: serial numbers for serialized products (one per line, the quantity must match the number of serial numbers), lot for lot-tracked products (it must match the product's lot pattern when one is set) and expiry date for expirable products.
4. Click Receive.

The receive is processed in the background. You get a notification "Processed receive for ..." when done, or an error explaining what went wrong (for example "insufficient expected quantity of status new to receive 12 units of ...").

Ship first

For a ship-first order (a transfer order) the sending location has already packed and shipped containers, and those containers are on their way with state expected. You only confirm which containers arrived and where you put them.

1. Open the order and choose Receive.
2. Select the Container (only expected containers of this order are listed; when there is only one it is preselected), check the Product and choose the Bin location.
3. Optionally choose a Hold reason.
4. Click Receive.

All expected items in the container are received at once. A container that also contains items for another order cannot be received on this order.

Inbound information

At the top of the receive screen you can register information about the inbound delivery itself. It is stored on the order and is used in reporting (for example the Inbounded orders report):

• Inbounded packing material: what the goods arrived on (for example a pallet type).
• Modality: Ocean, Road or Air.
• Packaging quantity: the number of packages that arrived.
• Pallets returned: whether pallets were returned to the driver.

What happens when you receive

For every received unit:

• The order line item changes from expected to received, and a new inventory item becomes available on the chosen bin location (and in the chosen container). Received date and the receiving user are recorded.
• An item with an expiry date in the past is received as expired.
• The order line moves to processing, and to completed when nothing is expected anymore. The order is completed when all its lines are complete.
• Boxture starts automatic allocation of backorders for the received products in the background, so waiting sales orders get the new stock straight away. See Backorders.
• For transfer orders, empty containers that were used for the transfer are retired.

TIP

Received goods are on a receiving bin location. To make them pickable, move them to a storage or pick bin location. See Moving inventory and, on the scanner, Moving inventory with the mobile app.

Over-receiving

By default you cannot receive more than is expected. Two settings, which can differ per order type, change this:

• Over receive: allows receiving more units of a product that is on the order. Boxture adds an extra order line for the surplus. A completed order can then also be received again (not for sales orders).
• Over receive different product: also allows receiving products that are not on the order at all. The product field then lets you search all products of the order's account.

Serial numbers

For serialized products Boxture checks the serial numbers you enter:

• duplicates in the same receive are refused;
• a serial number that is already in stock (not expected and, unless Recycle serial numbers is on, not retired) is refused;
• on orders that list specific serial numbers (for example a return of known serial numbers), only those serial numbers can be received unless over-receiving is allowed.

When recycling serial numbers is enabled, receiving a serial number of a retired inventory item brings that inventory item back instead of creating a new one.

See Serial numbers, lots and expiry for the serialization modes.

Receiving on hold

When goods arrive damaged or need inspection, select a Hold reason. Then:

• the order line items and inventory items are received with state hold, and the container is put on hold;
• the held inventory is not available for allocation;
• a problem ticket is created for the order, with an inspection task (Inspect order-line-item).

The ticket appears under Tickets › Problems. Performing the inspection task releases the items: the inventory becomes available (with the status you enter, for example a different quality status), the order line item becomes received, and the container is released when nothing in it is on hold anymore. See Problems.

Kits

When a receive-first order expects a kit product and you receive one of its components, Boxture expands the expected kit into its components and receives the component. Whether kit products themselves can be received into inventory depends on the setting Allow kit to inventory. See Kits.

Products that are not set up

When the setting Restrict transactions to setup complete applies to a product and its setup is not complete, it cannot be received. Complete the product first (see Product lifecycle).