In this article, we show you how to record goods receipts for supplier orders. You can find all information specifically about free goods receipts or goods receipts for returns in separate articles.

Basically, you have the following options for stocking in goods receipts from supplier orders:

You can record goods receipts for supplier orders that were not created with Pickware in the WMS App in Goods receipt mode as a free goods receipt.

To record a goods receipt for a supplier order in the Shopware Admin, navigate to Purchasing → Supplier order (Purchase order) to stock in. Open the relevant order and click on Record goods receipt, or select the entry Record goods receipt from the context menu for the respective order.

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

With Record, only the receipt of the delivery is recorded and no stock changes are posted yet. The goods receipt then receives the status Recorded. The review and release of the goods receipt takes place in a subsequent step, in which the delivered quantities can still be adjusted.

With Record & Release, the delivered quantities are immediately finalized and the products are released for stocking in. The goods receipt then receives the status Released. If the stock of the target warehouse is available online, the products from the goods receipt become available for sale from this point on. You can see the stock of a product that has already been recorded and released in this way, but not yet finally stocked in, in the product details under the Stock tab.

In the last step, you can generate a goods receipt document and stock in the inventory. You can find out more here. If you have only recorded part of the products contained in the supplier order, you can record additional quantities in a new goods receipt at any time, as described above.

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

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

In the detail view of a goods receipt under Warehouse Management → Goods Receipts, you will find the Documents and Photos section. There, all documents and photos uploaded for this goods receipt are displayed — regardless of whether they were recorded via the Shopware Admin or the WMS App. Photos and documents are displayed 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. An error message is displayed if you upload an unsupported file or exceed the maximum file size. 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 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 with the status Released, the dialog indicates that any 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 status of the goods receipt. Before the export, a modal opens indicating that only the currently visible columns will be exported.

Open the app menu and select Goods receipt there. To record supplier orders, you can either go directly via the Supplier order (Purchase order) button or alternatively via Free goods receipt → Origin → Supplier order (Purchase order).

Next, select a supplier order from the list or via the search field. Using the search function, you can search by name, product number, or supplier product number, and you will see all supplier orders that contain the searched product.

In the following view, you can add additional orders from the same supplier via + Supplier order (Purchase order).

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

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.

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 notice will appear. Missing products can be recorded later at any time via a new goods receipt booking.

If you have disabled in the configuration that goods receipts are released immediately upon recording, the process ends at this point and you return to the overview. In order to stock in the goods receipt via the app, it must first be reviewed and released in the Shopware Admin, and can then be called up again via the Open tab and stocked in. You can find more information on these processes here.

If, on the other hand, you have set your goods receipts to be released immediately after recording, you can decide in the next step whether you want to stock in the goods receipt now or later. If you tap Stock in later, the process also ends here and you return to the overview.

Depending on the configuration, a goods receipt document is generated and printed in the process. Using the barcode on it, you can call up the respective goods receipt again directly by scanning it. If you proceed directly with stocking in, 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 recorded via the WMS App. If, on the other hand, the supplier order is in the order status Delivered, Cancelled, or Completed, the order status does not change.