Receiving (Version 0.9.9 and Later)

Find Shipment to Receive

In order to receive a shipment, you must first identify a shipment that needs to be received.

You can see all of the available shipments by clicking Inbound > List Inbound Stock Movements.

Incoming stock movements can have 4 different Receipt Statuses:

• Pending
• Shipped
• Partial Received
• Received

Only shipments with status Shipped or Partial Received can be received.

Pending shipments have not been sent yet, and you can't receive a shipment that hasn’t even been sent.

Received shipments are already fully received, so you can't receive them twice.

For Partial Receiving, see this article: Partial Receiving. This article

Once you find the shipment you want to receive, click on the identifier or the name to enter the shipment view screen:

Receive Stock Movement

The Receiving workflow has three screens:

• Receiving Page: Enter Receiving Information for each item.
• Edit Modal: Enter new information or update shipment information for each item.
• Confirm Receipt Page: Review all entered information and finalize receipt.

Receiving Page

Once you find your Stock Movement, you can click on Receive button in the Shipment View page. On the upper right-hand corner, the status of the Stock Movement can either be Shipped or Partially Received.

The Receiving Page that loads looks like this:

Header

The Header includes the

• Stock Movement  ID (298VQU),
• The Supplier Name (Imres),
• The Destination Name (Distribution Center),
• The Shipped Date (30/Apr/2026),
• Stock Movement Name (Air Shipment......5/5/26)

Table View VS Packing List View

Users can choose to see the products either in Table View or the Packing List View.

Table View: Select this to view the items in the same order as they were entered in the Shipment.  Packing List View: Select this to view the items organized by Pack Level.

Receiving Table

Search Bar: For a long list of items in your Stock Movement, you can use the Search Bar to narrow your search. Use this Search Bar to search by Product Code, Product Name, Supplier Item Code, Lot/SN, and Recipient.

Receipt Status: Use this to filter by the Receiving now information entered. You can filter for three options:

• Received more than shipped: Filters for lines where Receiving now qty > Shipped qty
• Received less then shipped: Filters for lines where Receiving now qty < Shipped qty
• No quantity entered: Filters for lines where Receiving now qty is empty
• Complete: Filters for lines with Receiving now qty = Shipped qty

Clear: Click on this button to clear all Search and Filters applied.

Show Putaway: Only for Locations with Bin Locations turned On. Toggle this ON and OFF to assign Bin Locations to receipt lines. If Bin Location is turned On and the Show Putaway is toggled OFF, all receipt lines will be assigned to Virtual Receiving Bin (example: R-298VQU).

There are also Autofill options for Bin Location.

Available autofill options are Preferred Bin, Fill down from top row, and Receiving bin.

Reset Sorting: Click on this button to undo any sorting applied to the table.

Autofill quantities: This button will automatically fill any empty Receiving now fields with the Shipped quantities. This button will NOT overwrite the Receiving now fields that have existing data.

Save & Exit: Click on this button to exist the screen. You can come back to the Receiving workflow later to continue the process.

Data Available in the Table: The information below is the data that is available in the Receiving table:

1. Product Code
2. Product Name

3. Supplier Item Code: Only if Shipment originated from Purchase Order.

   This is the Supplier's code given to the items that are different from OpenBoxes Item Codes. Documents provided by the Supplier can have Supplier Item Codes, so these codes will be visible in the Receiving page for easy product identification.

4. Pack Level*
5. Lot/SN*
6. Expiration Date*
7. Recipient*
8. Shipped

   1. Tooltip for Unit of Measure (UoM) in Purchase Order: Only if Shipment originated from Purchase Order.

      The tooltip displays the unit of measure that was ordered with the Supplier.

9. Receiving Now
10. Status
    1. Remaining: If Receiving now is less than Shipped, it shows how much is remaining
    2. Over:  If Receiving now is more than Shipped, it shows how much over is received
    3. Complete: If Receiving now is equal to Shipped, it shows complete
11. Location (IF "Show Putaway" enabled)
12. Actions
    1. Edit
    2. Comment

*The Data with asterisk is conditionally visible. They are visible during Receipt if there is information for these fields.

Edit Modal

If the information on the items received does not match what was entered in the Shipment Process, users can use the Edit Modal to update the information. In the Actions column, the Edit button opens the Edit Modal.

The Edit Modal has three sections: Shipped, Receiving Now, and Status.

1. Shipped

• The Shipped section in the Edit Modal displays the original information that was entered during the Shipping workflow. The information in this section remains unchanged even if the user updates the data while receiving.
• For example, if the Lot number needs correction, users can add the correct Lot number in the Receiving Now section, and the original Lot number will be retained in the Shipped section. This provides good audit tracking for data checks.

2. Receiving Now

The Receiving Now section is where you can add or update information to the receiving items. In the original line, the Product and Lot/SN cannot be changed.

Some scenarios on how you would add information in the Edit Modal are below:

• You received a Lot different from what was entered in the Shipment: Enter 0 in the Receiving Now field for the original line > click on Add new record and enter the correct Lot and Expiration Date for the received item.
• The Expiration Date was entered incorrectly for the Lot/SN in the Shipment: Update the Exp. Date field in the original line.
• The Shipment only had one Lot/SN entered for the product, but when checking the received item, you find that you received multiple Lot/SN for the product: Click on Add a new record to enter the information of the additional Lot/SN.
• You want to putaway the same Lot/SN in multiple Bin Locations: Click on Add a new record to split the same Lot/SN into multiple Bin Locations.
• You received a product of different strength or volume than was entered in the Shipment, which is a different Code in OpenBoxes: Click on Add a new record, select the correct product code and the remaining information.

3. Status

The status section provides visibility to the users of their receipt quantity for the product. Here, you can see what was entered as Quantity Shipped originally, what has already been received (only if Partial Receiving is turned on), Receiving now, and Remaining to Receive.

Once all the updates/additions are done, click on Save.

Edits Displayed on the Receiving Page

The Edits made to the Receiving Line Items are also visible in the Receiving Page.

The original line is retained, and the changes appear below it, with the ability to expand or collapse the edits.

Confirm Receipt Page

In the Confirm Receipt page, you will see all the information entered in the Receiving Page.

Select the Delivered on date.

Use the Search Bar and Receipt Status filter to narrow your item list.

Review all the information. If updates need to be made, click on Back to Receive. If everything looks good, click on Confirm Receipt.