In this article, we show you how to create goods receipts for supplier orders. You will find all information specifically about goods receipts with no origin or goods receipts for returns in separate articles.

In general, you have the following options for stocking goods receipts of supplier orders:

You can create goods receipts for supplier orders that were not created with Pickware in the WMS App in the Goods receipt mode as a goods receipt with no origin.

To create a goods receipt for a supplier order in the Shopware Admin, navigate to Purchasing → Supplier orders. Open the relevant order and click Create goods receipt, or select the entry Create goods receipt from the context menu of the relevant order.

Here you can now specify all products and quantities that should be created via goods receipt. If needed, you can also adjust the unit price. In this case, the price adjustment applies only to the goods receipt and not to the price originally stored in the supplier order. You can then choose between Create and Create & Release.

If the supplier order was created in a foreign currency, the goods receipt has the same currency. When it is created, it takes over the current rate as the Exchange rate. This rate is used to value the goods in your shop's default currency.

If it does not match the rate at which you actually paid, you correct it in the summary of the goods receipt via Change exchange rate. This is possible as long as the goods receipt is not yet included in a created valued stock. You can find more about this in the article How can I purchase from suppliers in a foreign currency?.

With Create, only the arrival of the delivery is recorded and no stock changes are booked yet. The goods receipt then gets the state Created. The review and approval of the goods receipt takes place in a subsequent step, in which the delivered quantities can still be adjusted.

With Create & Release, the delivered quantities are fixed immediately and the products are released for stocking. The goods receipt then gets the state Approved. If the stock of the destination warehouse is available online, the products from the goods receipt are available for sale from this point on.

You can see the stock of a product that has already been created and approved in this way but not yet finally stocked in the product details in the Stock tab.

In the last step, you can generate a goods receipt and stock the inventory. You can find more about this here. If you have only created a portion of the products contained in the supplier order, you can create further quantities in a new goods receipt at any time, as described above.

Regardless of whether you only create a goods receipt or also release it, this affects the state and delivery dates of the associated supplier order. If the ordered quantity for all line items of a supplier order is created via goods receipts, the supplier order gets the state Delivered. If only part of the ordered quantities is created, it gets the state Partially delivered.

As soon as the ordered quantity of a line item is fully covered by goods receipts, the actual delivery date is automatically set for this line item. The actual delivery date of the supplier order is updated accordingly as soon as all line items have been fully delivered. The expected delivery date is not changed automatically when goods receipts are created.

In the detail view of a goods receipt under Warehousing → Goods receipts, you will find the Documents and photos section. All documents and photos that were uploaded for this goods receipt are displayed there — regardless of whether they were captured via the Shopware Admin or the WMS App. Photos and documents are shown in separate sections.

Using the 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 if needed.

In the detail view of a linked supplier order, all files from the associated goods receipts are displayed together under the Documents and photos tab. 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 state Draft, Created, or Approved can be deleted via the context menu. The context menu is available both in the overview of all goods receipts under Warehousing → Goods receipts and in the Goods receipts tab in the detail view of a supplier order.

For goods receipts with the state In progress or Completed, the option is disabled. After you click Delete, a confirmation dialog appears. For goods receipts in the state Approved, the dialog notes that stock that has already been booked is automatically reversed.

Releasing books the stock. Therefore, do not release an incorrectly created goods receipt, but correct or delete it beforehand.

You cannot delete goods receipts in the state In progress or Completed. In this case, stock the goods and then remove them from stock again with a note such as "Incorrect goods receipt".

You can change the quantity of a completed goods receipt retroactively. The change affects the valued stock but deliberately does not book any stock. Therefore, additionally adjust the stock on the product via a manual stock correction, as described in How do I manage my stock?.

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

The Import button is only active for goods receipts with no origin that have the state Draft or Created. For goods receipts linked to a supplier order or return, as well as in all other states, the button is disabled.

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

Open the app menu and select Goods receipt. To create goods receipts for supplier orders, you get there either directly via the Supplier order button or alternatively via Goods receipt with no origin → Origin → Supplier order.

Next, select a supplier order from the list or via the search field. With the search function, you can search by name, product number, or supplier product number and get all supplier orders that contain the product you are looking for.

If several supplier orders from the same supplier arrive in one delivery, for example on a pallet, you can also select them together and create them in one goods receipt. To do so, tap Select at the top right of the list of supplier orders, mark the orders, and confirm the selection, for example with Select 2 supplier orders.

As soon as you have marked the first order, the list only shows orders from this supplier. With Select all, you then mark all orders in the list. Using the X, you discard the selection and select a single order again.

In the following view, you can add further orders from the same supplier via + Supplier order. There, too, you can add several orders at once via Select.

Now navigate to Products → Select product. Here you see a list of all expected products including their quantities, based on the orders you selected previously.

You can now either select individual products from the list or scan the product. The product is then added to the overview in the Products tab. There you can adjust the quantity to match the products actually present. Next to the field for the captured quantity, the WMS App also shows you the quantity of the line item expected from the supplier order, so you can see right away whether the delivery is complete.

You can also attach documents, photos of the supplier order, or comments here under More. This can be helpful if, for example, an order arrived damaged or incomplete.

Complete the process via Save in the top right corner. If products are missing or the confirmed quantity does not match the ordered quantity, a corresponding note appears. The missing products can be created at any time later via a new goods receipt booking.

If the option Three steps: receive, approve, stock is selected in the configuration as the Goods receipt process, the process ends at this point and you return to the overview. So that you can stock the goods receipt via the app, it must first be reviewed and approved in the Shopware Admin, and can then be opened again via the Open tab and stocked. You can find more information about these processes here.

If, on the other hand, Two steps: receive, then stock is selected, you can decide in the next step whether you want to stock the goods receipt now or later. If you tap Stock later, the process is also ended 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 directly by scanning. If you proceed directly with stocking, no goods receipt document is generated.

If the supplier order is in the order status Open, Sent to supplier, Confirmed, or Partially delivered, the status automatically changes to Delivered or Partially delivered when a goods receipt is created via the WMS App. If, on the other hand, the supplier order is in the order status Delivered, Voided, or Completed, the order status does not change.