You can record free goods receipts and goods receipts for supplier orders using the WMS App and the Pickware Admin. For more information, see the following articles:

In this article, we show you all the options for approving and stocking free goods receipts as well as goods receipts for supplier orders or returns using the WMS App or Pickware Admin.

Goods receipts that have been recorded but not yet approved have the state Created in the Pickware Admin under Warehousing → Goods receipts and can be approved there using the corresponding button. Approving a goods receipt locks in the delivered quantities and changes the state to Approved.

If you record goods receipts via Purchasing → Supplier orders, you can also approve them directly using the corresponding button.

This locks in the delivered quantities immediately, and the products are approved for stocking. The goods receipt then has 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 been recorded and approved in this way but not yet finally stocked in the product details on the Stock tab.

Under Warehousing → Goods receipts you will also find all goods receipts that you have recorded with the WMS App. If the option Three steps: receive, approve, stock is selected as the Goods receipt process under Settings → Extensions → Pickware WMS in the Goods receipt section, all goods receipts recorded via the WMS App are created with the state Created and can also be approved in the goods receipt overview.

All goods receipts that have not only been recorded but also approved appear in the WMS App in Goods receipt mode on the Open tab and can be selected from there for stocking. It does not matter whether they are free goods receipts or goods receipts for supplier orders. Alternatively, you can scan the barcode on the goods receipt document. To stock goods, your user needs the corresponding permission.

You can also stock supplier orders directly without recording them first if the option One step: count while stocking is selected as the Goods receipt process. Learn more in How can I receive and stock supplier orders in one step?.

In the following window, you can select or scan the individual products and choose the quantity, warehouse zone, and bin location. In the Warehouse zone and bin location selection, you can also use the filter icon next to the search bar to show only empty bin locations. Using Confirm [quantity], the products are booked to the corresponding bin locations.

Stock bookings are made in real time, so even if the goods receipt is interrupted, stock is booked for the products already recorded. You can postpone individual processes using the clock icon at the top left. You will then find them on the Postponed tab and can resume them from there at any time.

Always complete postponed processes and processes for which Stock later was selected promptly. Until then, the affected goods cannot be picked or removed, and warehouses or bin locations referenced by the process cannot be deleted.

If you need a bin location during stocking that does not exist yet, you can create it directly from the stocking process — you do not need to switch to the Pickware Admin.

Using the info icon at the top right, you can see the details of the goods receipt while stocking. There you can also scan documents such as a delivery note, take photos, delete both again, and edit the comment of the goods receipt. The changes are saved immediately on the goods receipt and can be seen in the Pickware Admin on the goods receipt under Documents and photos. If you stock several goods receipts together, you edit documents, photos, and comment separately for each individual goods receipt.

Once all products have been stocked, the process is complete and you return to the overview on the Open tab.

Instead of stocking each goods receipt individually, you can stock several goods receipts from the Open tab in a single stocking process. This is especially worthwhile if they contain the same products, for example with many returns that each have only a few line items: identical products are combined across all selected goods receipts into one line item with the total quantity. This means you only scan the bin location once and confirm the entire quantity in one step.

You can combine any goods receipts from the Open tab, including goods receipts from different suppliers. You then work through the stocking process in the same way as for a single goods receipt: you can postpone it or stock all line items at once. You can see which goods receipts the process contains via the info icon at the top right.

If one of the selected goods receipts has been stocked on another device in the meantime, the app tells you which goods receipts are affected. Using Stock remaining, you continue stocking with the remaining goods receipts.

You can narrow down the selection of goods receipts using the filter icon next to the search bar, for example to all returns from one customer or to today's goods receipts. The following filters are available:

The filters work together and can be combined with the search. A goods receipt has either a supplier or a customer. If you set both filters at the same time, the list will therefore be empty. Goods receipts that you have already selected remain selected when you change a filter. Using the reset arrow icon in the filter area, you reset all filters.

Instead of confirming each line item individually, you can also complete a stocking process all at once. To do so, tap the button for full stocking in the stocking process. You then choose where to stock:

The selection applies to the entire process. You can still stock individual line items manually beforehand and then stock the rest completely.

In the Pickware Admin, under Warehousing → Goods receipts, you can open a goods receipt and stock it completely using the button at the top right. To put the products away in your warehouse, you can also create a stocking list using the corresponding button.

Alternatively, you get to this window if you select the option Create & approve for a supplier order under Purchasing → Supplier orders.

Please note that, unlike stocking via the WMS App, the warehouse zone or bin location cannot be selected manually here. The products are then stocked in the destination warehouse on their respective default bin location.

If a product does not have a default bin location yet, you can assign one directly from the goods receipt: click the product name at the bottom of the goods receipt, select Edit, and set the default bin location. Do this before you save the goods receipt using Save.

The destination warehouse of a goods receipt can be changed afterwards. You can find additional information here.

With the WMS App, you can personalize the goods receipt with two different stocking strategies. These determine which bin locations are preferentially proposed during stocking and are suited to different warehousing systems.

This setting is active by default (even after a new installation!) and is particularly well suited if you use a fixed bin system and your products are assigned to a fixed bin location. Here, the system applies the following order of priority:

1. Default bin location

2. Other bin location with stock of the same product (sorted alphanumerically in ascending order)

3. Empty bin location

4. Unknown bin location as a last resort

Advantages:

· Quick access to regularly stocked items

· Clear allocation of each product, resulting in fewer errors and faster processes for picking and stocktake

· Focus on clarity and predictability

This setting is particularly well suited if you use chaotic storage and stock your products flexibly depending on availability. Here, the system applies the following order of priority:

1. Default bin location

2. Empty bin location

3. Other bin location with stock of the same product (sorted alphanumerically in ascending order)

4. Unknown bin location as a last resort

Advantages:

· Flexible and efficient use of storage capacity

· Fast stocking that works without rigid allocation

· Optimal use of free bin locations

Prioritizing existing bin locations is the best strategy if your company has a stable product range with fixed warehouse zones, long-lasting items, and few assortment changes, such as in the spare parts, technology, or wine industries.

Prioritizing empty bin locations is the best strategy if your company has a high turnover rate, offers a large variety of items, and works with seasonal items or a fast-changing product range with strongly fluctuating stock, such as in the fashion, lifestyle, or drugstore industries.

You can find the stocking strategy directly in the Pickware Admin under
​Settings → Extensions → Pickware WMS → Goods receipt section.

Here you can then select the desired Stocking strategy.

With a new installation of the WMS App, the fixed bin system strategy is automatically active.

When stocking in goods receipt mode, the app automatically proposes bin locations based on the selected strategy. You can accept the proposal or manually select a different bin location. If no suitable location is found, e.g. for new items without a fixed allocation, the "Unknown bin location" is proposed as a last resort.