How To: Book Purchase Order Stock Items into a Warehouse


Warehouse Location Control is not enabled by default.
Training must be completed before using the warehouse functionality.
Please email Development for more information.
Note: there will be additional costs involved if this option is enabled.

When using Warehouse Location Control, there are two ways to book stock into the warehouse:
  1. Using Goods Received Notes (GRNs).
  2. Using Delivery Notes.
For most warehouse-controlled environments, using a GRN is the recommended method as it provides greater control, flexibility and traceability throughout the receiving process.
Note: If you are booking in stock that requires a manual quality inspection, see How To: Book Stock Items that require Manual Quality Checking into a Warehouse.

Why Use a GRN?

Using a Goods Received Note offers several advantages when booking stock into a warehouse:
  • A formatted goods received report is generated, including supplier references and put away locations.
  • Stock can be assigned to multiple warehouse locations during receipt.
  • Stock can be booked in using barcodes.
  • Damaged or unsuitable stock can be rejected and prevented from entering available stock.
  • Multiple purchase orders for the same supplier can be received on a single GRN.
By comparison, a standard Delivery Note will only place stock into the ARRIVALS location, requiring the stock to be moved manually afterwards.

Booking Stock into the Warehouse Using a GRN

The complete GRN process is covered in the following articles:
  1. How To: Create a New GRN
  2. How To: Assign Purchase Orders to a GRN and Add Stock
  3. How To: Assign Put Away Locations to Stock on a GRN
  1. How To: Book in Batch Controlled Items on a GRN
  2. How To: Process a GRN
  3. How To: Put Away a Group Created by a GRN Delivery
    Note: In most systems, put away locations are updated automatically when the GRN is processed, so this final step is often not required.
             Note: The location suggested when booking stock into the warehouse may be influenced by the Fast Moving Stock functionality.

Booking Stock into the Warehouse Using a Delivery Note

Delivery Notes can still be used to receive stock into a warehouse-controlled environment.
However, stock received this way is placed into the ARRIVALS location and must be moved to its final warehouse location separately.
The following articles explain the process:
  1. How To: Create a Delivery Note from On Order List
    or
    How To: Create a Delivery Note from a Purchase Order
  2. How To: Add/Move Stock to Picking Location for a Textual Warehouse

Which Method Should You Use?

MethodRecommended ForBenefits
GRNWarehouse-controlled stock receivingSupports put away locations, barcode receiving, batch control, stock rejection and receiving multiple purchase orders together
Delivery NoteSimpler receiving processesQuick to use, but stock is initially placed into ARRIVALS and must be moved afterwards

For customers using Warehouse Location Control, GRNs provide the most efficient and accurate way to receive stock into the warehouse.


See Also


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