In this article, we show you how to record free goods receipts. This is especially helpful when you want to document incoming goods that aren't linked to a supplier order or return, while keeping track of quantities and purchase prices accurately. This way, free goods receipts can also be specifically taken into account when valuing your stock.

You can find information on configuring goods receipts in your Shopware Admin, as well as an overview of the goods receipt mode in the WMS App, here. You'll find all information specifically about goods receipts for supplier orders or returns in separate articles.

In your Shopware Admin, go to Lagerhaltung (Warehouse Management) → Wareneingänge (Goods Receipts) and click Wareneingang erstellen (Create Goods Receipt).

The new goods receipt is initially created with the status Entwurf (Draft). Your default goods receipt warehouse is preselected as the destination warehouse.

In the detail view of the goods receipt, you can also retroactively adjust the timing of the goods receipt using the Erstellungsdatum (Creation Date) field. This field supports both selection via a date-time picker and manual entry of the date and time. Dates in the future aren't allowed. Once the goods receipt is part of a valued stock, the creation date can no longer be changed.

While in the draft status, you first record the line items of the goods receipt. Add the desired products via the product selector above the item list. For newly added items, the purchase price currently stored for 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 the valuation of your stock, check the value at this point and adjust it if necessary. You can find more background information on this here.

As long as the goods receipt is in the status Entwurf (Draft) or Erfasst (Recorded), you can add, edit, and remove items via 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.

By clicking Wareneingang erfassen (Record Goods Receipt), you move the process from the draft status to the recorded status. In the draft status, Pickware works with a preliminary goods receipt number in the format Draft-. Upon recording, this is replaced by the regular goods receipt number.

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

Only after this is putaway possible. The further steps for release and putaway correspond to the general goods receipt process. You can find details on this here.

In the detail view of a goods receipt under Lagerhaltung (Warehouse Management) → Wareneingänge (Goods Receipts), you'll find the Dokumente und Fotos (Documents and Photos) section. This displays all documents and photos that have been uploaded for this goods receipt — regardless of whether they were recorded via the Shopware Admin or the WMS App. Photos and documents are displayed in separate sections.

Using the Hochladen (Upload) button, you can attach files to a goods receipt directly in the Shopware 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, under the Dokumente und Fotos (Documents and Photos) tab, all files from the associated goods receipts are displayed together. This way, you can view all relevant files for a supplier order at a glance, without having to open each goods receipt individually.

Goods receipts with the status Entwurf (Draft), Erfasst (Recorded), or Freigegeben (Released) can be deleted via the context menu. The context menu is available both in the overview of all goods receipts under Lagerhaltung (Warehouse Management) → Wareneingänge (Goods Receipts) and in the Wareneingänge (Goods Receipts) tab in the detail view of a supplier order.

For goods receipts with the status In Bearbeitung (In Progress) or Abgeschlossen (Completed), the option is disabled. After clicking Löschen (Delete), a confirmation dialog appears. For goods receipts with the status Freigegeben (Released), the dialog indicates that stock that has already been booked 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 Entwurf (Draft) or Erfasst (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 status of the goods receipt. Before exporting, a modal opens indicating that only the currently visible columns will be exported.

To record a new goods receipt, open the app menu and select Wareneingang (Goods Receipt). Then tap the blue plus icon in the top right. Select Freier Wareneingang (Free Goods Receipt) here, then tap + Produkt (+ Product).

Scan the barcode of the product 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 Sichern (Save) in the top right.

If you have disabled, in the configuration, that goods receipts are released immediately upon recording, the process ends here and you return to the overview. In order for you to put away the goods receipt via the app, it must first be checked and released in the Shopware Admin, and can then be accessed again via the Offen (Open) tab and put away. You can find more information on these processes here.

If, on the other hand, you have set your goods receipts to be released right after recording, in the next step you can decide whether you want to put away the goods receipt now or later. If you tap Später einlagern (Put Away Later), the process also ends here 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 retrieve the respective goods receipt again directly by scanning it. If you proceed directly with putaway, no goods receipt document is generated.