In this article, we show you how you can record goods receipts for your supplier orders. Basically, you have the following options for storing 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 under Free goods receipt. You can find out more about this in a separate article.

To record a goods receipt for a supplier order in the Pickware Admin, navigate to Purchasing → Supplier order to store it. Open the relevant order and click on Record goods receipt or select the entry Record goods receipt via the context menu for the relevant order.

Here you can now specify all products and quantities that should 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 originally stored price in the supplier order. You can then choose between Record and Record & Approve.

When you record, only the receipt of the delivery is recorded, and no stock changes are booked yet. The goods receipt then receives the status Recorded. The review and approval of the goods receipt takes place in a subsequent step, in which the delivered quantities can still be adjusted.

When you record & approve, the delivered quantities are immediately finalized, and the products are released for storage. The goods receipt then receives the status Approved. If the stock of the destination warehouse is available online, the products from the goods receipt are then available for sale from this point on. You can see the stock of a product that has been recorded and approved in this way, but not yet finally stored, in the product details under the Stock tab.

In the last step, you can generate a goods receipt document and store the stock. You can find more about this 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 approve it, this affects the status and delivery data of the associated supplier order. If the ordered quantity is recorded via goods receipts for all items of a supplier order, 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 Warehousing → Goods receipts, you'll find the Documents and photos section. There, all documents and photos that have been uploaded for this goods receipt are displayed — regardless of whether they were recorded via the Pickware Admin or the WMS App. Photos and documents are displayed in separate sections.

Via the Upload button, you can attach files to a goods receipt directly 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 if needed.

In the detail view of a linked supplier order, all files from the associated goods receipts are displayed collectively under the Documents and photos tab. This allows you to see 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 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 status In progress or Completed, the option is disabled. After clicking Delete, a confirmation dialog appears. For goods receipts with the status Approved, the dialog indicates that already booked stock 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 exporting, 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 button or alternatively via Free goods receipt → Origin → Supplier 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'll see all supplier orders that contain the searched product.

In the following view, you can add further orders from the same supplier via + Supplier order.

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

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 according to the products actually present.

In addition, under More, you can attach documents, photos of the supplier order, or comments here. 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 appears. The missing products can be recorded at any time afterwards via a new goods receipt booking.

If you have disabled the setting that goods receipts are approved directly upon recording, the process ends at this point, and you return to the overview. For you to be able to store the goods receipt via the app, it must first be reviewed and approved in the Pickware Admin, and can then be accessed again via the Open tab and stored.

If, on the other hand, you have set your goods receipts to be approved immediately after recording, in the next step you can decide whether to store the goods receipt now or later. If you tap Store 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 directly access the respective goods receipt again by scanning. If you proceed directly with storing, 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. However, if the supplier order is in the order status Delivered, Canceled, or Completed, the order status does not change.