Partial Receiving
Partial Receiving is a feature that can be turned on or off for specific locations. To configure your location to turn on partial receiving, please see Configure Partial Receiving.
Partial Receiving allows users to receive part of a shipment at first, then go back and receive the rest of the shipment. If partial receiving is not turned on for a location and we do not receive the entire quantity of the expected shipment, the remaining quantity (that was not received) will be automatically canceled in OpenBoxes. This is another way of saying it will be marked as lost and not remain pending to receive. With partial receiving, the remaining quantity will stay available to receive unless the user explicitly marks it cancelled. An instance where partial receiving could be used is:
An OpenBoxes shipment was created for a specific packing list, but when it came time to ship, they couldn't fit the full shipment in one truck. So, they split the stock between two trucks. The trucks may reach your warehouse at different times or even different days due to traffic or other reasons. In this instance, you can receive a shipment from the first truck, and mark the shipment as partially received in OpenBoxes. When the second truck arrives, you can receive the rest of the shipment and mark it as Received (which denotes that the shipment is fully received).
Inbound Shipment - Partial Receiving
Partial Receiving follows the steps of a normal receiving with a few changes. Incoming stock movements can have 4 different receipt statuses, "Pending," "Shipped," "Partial Received," and "Received." Only shipments with the status "Shipped' or "Partial Received" can be received. You can find all of the shipments available to receive by filtering for "Shipped" and "Partially Received" under receipt status.
In order to receive a shipment, you can either Create an Inbound Movement or view all the incoming shipments by going to Inbound>List Inbound Movements.
Once you find the shipment you want to receive, click on the identifier or the name to go to the shipment view screen. On the shipment view screen, you can see the packing list for the shipment. You can also see the shipment status in green in the upper right-hand corner. Once you are sure you have the correct shipment, click the receive button on the upper left.
- The Receive option will take us to the receiving page where we can enter the quantity of items that we received.
Enter the qty that you received for each item. On this page, we can enter the number of products we received in the Receiving column (highlighted above). This quantity will determine if the shipment will be marked as "Partial Receiving" or "Received". For this example, I have entered 200 as Receiving for product 10533 instead of 500 (total shipment).
Autofill quantities can be used to populate the Receiving now column if we received exactly how much we expected. Then, we can manually edit the quantity for the product that we did not fully receive.
- Add a comment on selected lines. For any line where there was a difference in qty shipped and qty received, it is wise to add a comment explaining what might have happened.
- Edit a recipient on selected lines. You can change the recipient for line items as needed.
- Edit a bin location. If you do not see a bin location column on your page, that is because your location does not have bin tracking enabled. You can skip this part! If you do have bin tracking, the bin location field will be pre-filled with a receiving bin. Leave as is to move the items into receiving, and move them out later through the putaway process. if you want to skip the putaway and move items straight into their final bins, select the bin location you moved them to from the dropdown. You cannot put away one receipt line in two different bins using the receiving feature - to do this use the putaway process.
Edit a lot number of the expiry date. If you received a different lot number or expiry date than is shown in the packing list, you can change the lot received by clicking the edit button. This will bring up a modal where you can change the lot or expiry date of the line. You can also split the quantity between two lots by clicking add line:
If you update an expiry date or a lot that already exists in the system you will get a message asking if you are certain you want to move forward. This is just to confirm that you have double-checked your data entry before you update the expiry date for a lot already in inventory. If your date is correct, press ok to save the change.
Once you have reviewed every line and made all necessary edits, press next to go to the review page.
The review page allows us to check our work. As you can see below, for the product 10533, there are 200 under Receiving and 300 under Remaining. The difference in the partial receiving workflow is that the "Cancel Remaining" checkbox is not automatically checked. We can cancel the remaining 300 if we are not receiving them, or choose not to cancel them if we are expecting them later. There is also a "Cancel all remaining" button in the upper right hand corner that will automatically cancel the remaining qty on any under-received lines.
You can use the "Back to edit" button to go back to the previous page.
If everything looks good, click on "Receive Shipment".
Now, on the shipment page, you can see that the status of the shipment has been updated to "Receiving". The Received and Canceled quantities are shown in Red. Since the entire expected shipment has not been received for product 10533, under Received, it is marked as false.
On the Inbound Stock Movement List page, the status will be shown as "Partially Received."
Now, once we receive the rest of the shipment, we can follow the same steps from 1-3 to receive the partial shipment. The desired status for the shipment is "Received" which denotes that the entire stock has been received, or canceled as needed.
We will only be able to receive the products that have a remaining quantity to be received.
In the screenshot above, we can see that the status is "Received" once the entire shipment has been received.
