In this article, we'll show you how to record free goods receipts using the WMS App. For more information specifically about goods receipts for supplier orders, see a separate article.

In your Admin, open Warehouse management → Goods receipts and click Create goods receipt.

The new goods receipt is initially created in the Draft status. The default target warehouse selected is your standard goods receipt warehouse.

In the detail view of the goods receipt, you can also adjust the time of the goods receipt retroactively using the Creation date field. The field supports both selection via a date-time picker and manual entry of date and time. Future dates are not allowed. Once the goods receipt is part of a valuated stock, the creation date can no longer be changed.

In the Draft status, you first record the line items of the goods receipt. Add the desired products using the product selection above the item list. For newly added items, the purchase price currently stored in the product is used as the starting value. This value is only applied once and is then maintained independently of the product. If you need the purchase price for valuating your stock, check the value at this point and adjust it if necessary. You can find more background on this here.

As long as the goods receipt is in the Draft or Recorded status, you can add, edit, and remove items using Delete. The quantity and unit price (net) can also be adjusted in these statuses. For products with a tracking profile, you can also maintain the batch.

Using Record goods receipt, you move the process from Draft status to Recorded status. In Draft, Pickware uses a preliminary goods receipt number in the format Draft-. Upon recording, this is replaced by the regular goods receipt number.

After recording, you can review the goods receipt as usual, create a putaway list, and then release it.

Only after that is putaway possible. The further steps for release and putaway follow the general goods receipt process. You can find details here.

In the detail view of a goods receipt under Warehouse management → Goods receipts, you'll find the Documents and photos section. This shows all documents and photos uploaded for this goods receipt — regardless of whether they were recorded via the Pickware Admin or the WMS App. Photos and documents are displayed in separate sections.

Using the Upload button, you can attach files directly to a goods receipt in the Pickware Admin, for example delivery notes, photos of the delivery, or labels. Common formats such as PDF, PNG, and JPG are supported. If you upload an unsupported file or exceed the maximum file size, an error message is displayed. You can also delete uploaded files again if needed.

In the detail view of a linked supplier order, the Documents and photos tab shows all files from the associated goods receipts collected together. This lets you view all relevant files for a supplier order at a glance, without having to open each goods receipt individually.

Goods receipts with the status Draft, Recorded, or Released can be deleted via the context menu. The context menu is available both in the overview of all goods receipts under Warehouse management → Goods receipts and in the Goods receipts tab in the detail view of a supplier order.

For goods receipts with the status In progress or Completed, the option is disabled. After clicking Delete, a confirmation dialog appears. For goods receipts in the Released status, the dialog indicates that stock already posted will be automatically reversed.

In the detail view of a goods receipt, buttons for CSV export and CSV import of goods receipt items are available in the header.

The Import button is only active for free goods receipts with the status Draft or Recorded. For goods receipts linked to a supplier order or return, as well as in all other statuses, the button is disabled.

The Export button is active regardless of the goods receipt's status. Before exporting, a modal opens with a note that only the currently visible columns will be exported.

To record a new goods receipt, open the app menu and select Goods receipt. Then tap the blue plus icon at the top right. Select Free goods receipt here, then tap + Product.

Scan the product's barcode or search for a product from your shop by entering text. At the bottom of the screen, you can enter the quantity of the product. Alternatively, you can scan a product multiple times to increase the quantity. Once you've recorded all products, tap Save at the top right.

If you've disabled the setting that automatically releases goods receipts upon recording, the process ends here and you return to the overview. To be able to put the goods receipt away via the app, it must first be reviewed and released in the Pickware Admin, and can then be opened again via the Open tab and put away.

If, on the other hand, you've set your goods receipts to be released immediately after recording, you can decide in the next step whether to put the goods receipt away now or later. If you tap Put away later, the process also ends and you return to the overview.

Depending on the configuration, a goods receipt document is generated and printed. Using the barcode on it, you can call up the respective goods receipt again by scanning. If you proceed directly with putaway, no goods receipt document is generated.

For more information on the configuration options for goods receipts, see here.