Stock Receiving Console

The Stock Receiving Console is the central workspace for warehouse personnel responsible for receiving inventory into a warehouse. It manages incoming Purchase Orders, internal stock transfers, and other inventory receipts, ensuring stock is accurately received, inspected, recorded, and made available for maintenance and operational activities.

The console provides visibility of all incoming receiving documents for the selected warehouse, allowing users to track expected deliveries, process receipts, record discrepancies, manage damaged stock, and maintain a complete audit trail of inventory entering the organisation.

Getting Started

Before processing any receipts:

  1. Select the warehouse you are receiving stock into using the Warehouse selector at the top of the screen.
  2. Review the list of Receiving Documents displayed for that warehouse.
  3. Use the document type tabs to filter the list:
    • Purchase Orders - Stock being received from suppliers
    • Transfers - Stock being received from another warehouse
  4. Use the search field to find specific documents by:
    • Purchase Order Number
    • Transfer Number
    • Supplier Name
    • Part Number
    • Reference Number
  5. Use the status filters to narrow the document list:
    • All
    • Awaiting Receipt
    • Approved
    • Partially Received
    • Completed
  6. Select a receiving document from the left-hand panel to view its details and process the receipt.

Receiving Purchase Orders

Purchase Orders are used to receive inventory supplied by external vendors and suppliers.

When a Purchase Order is selected, the receiving screen displays:

  • Supplier information
  • Purchase Order number
  • Expected delivery date
  • Expected quantities
  • Previously received quantities
  • Outstanding quantities
  • Receipt status
  • Line item details

Warehouse personnel can:

  • Receive full deliveries
  • Receive partial deliveries
  • Record damaged stock
  • Record delivery discrepancies
  • Capture delivery references
  • Add receipt notes
  • Attach supporting documents

Receiving Internal Transfers

The Stock Receiving Console is also used to receive stock transferred from another warehouse.

Transfer receipts allow warehouse personnel to:

  • View transfer status
  • Track incoming shipments
  • View courier details
  • View tracking numbers
  • View estimated arrival dates (ETA)
  • Confirm receipt of transferred stock

Transfer documents typically move through the following lifecycle:

Requested
→ Approved
→ Awaiting Pickup
→ In Transit
→ Received
→ Completed

Once received, the transferred stock is added to the destination warehouse inventory and can be reserved or issued to Work Orders.

Processing a Receipt

When stock arrives at the warehouse:

  1. Select the receiving document.
  2. Verify the delivered items against the shipment documentation.
  3. Review the expected and outstanding quantities.
  4. Enter the quantity being received for each line item.
  5. Record any damaged quantities.
  6. Select the condition of the received stock.
  7. Enter discrepancy notes where required.
  8. Add receipt notes, delivery references, courier details, or tracking information if applicable.
  9. Select Confirm Receipt to complete the transaction.

Partial Receipts

Not all deliveries arrive complete.

The Stock Receiving Console supports partial receipts by allowing warehouse personnel to receive only the quantities physically delivered.

When a partial receipt is processed:

  • Received quantities are added to inventory
  • Outstanding quantities remain open
  • The receiving document remains active
  • Status changes to Partially Received

Additional receipts can be processed against the same document until all outstanding quantities have been received.

Damaged and Quarantined Stock

If stock arrives damaged, incomplete, or unsuitable for use, the damaged quantity can be recorded during the receipt process.

Damaged or quarantined stock should not be made available for normal warehouse operations until it has been reviewed and processed through the appropriate quality, warranty, or supplier return workflow.

The Receiving Console maintains visibility of:

  • Received quantities
  • Damaged quantities
  • Outstanding quantities
  • Receipt history
  • Supporting notes and attachments

Inventory Updates

When stock is successfully received:

  • Stock On Hand increases
  • Available Stock increases, unless the stock is reserved or quarantined
  • Outstanding quantities decrease
  • Receiving transactions are recorded for audit purposes

For transfer receipts, inventory is moved from the In Transit state into the destination warehouse inventory.

For Purchase Orders, inventory is added directly into warehouse stock.

Inventory Visibility

Throughout the receiving process, Samurai automatically tracks:

  • Stock On Hand
  • Available Stock
  • Outstanding Quantities
  • Received Quantities
  • Damaged Quantities
  • In Transit Quantities
  • Receipt History

This ensures planners, warehouse personnel, maintenance teams, and management always have accurate visibility of incoming inventory and expected stock availability.

Best Practice

To maintain accurate inventory records:

  • Process receipts as soon as deliveries arrive.
  • Verify physical quantities before confirming receipt.
  • Record damaged items separately from accepted stock.
  • Use receipt notes to document shortages, discrepancies, or supplier issues.
  • Attach supporting delivery documentation where available.
  • Regularly review outstanding and partially received documents to ensure all expected inventory is accounted for.

The Stock Receiving Console provides a controlled and auditable process for bringing inventory into the organisation while maintaining accurate warehouse stock records across all locations.