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Working with Receipts

Use this guide when the warehouse needs to book in stock that has arrived.

When should I use this?

Use the Receipts workflow when you want to:

  • create a standalone goods-in record for stock already on site
  • receive against a linked expected delivery
  • record actual quantities, locations, and serials
  • finish the receipt so stock is added to inventory

For new planned deliveries that have not arrived yet, use Registering and receiving an expected delivery first.

Choose the right route

Use:

  • Register Expected Delivery when you are planning stock before it arrives
  • Create Receipt when goods are already on site and need to be booked in now
  • Create pre-receipt only for older workflows that still use it

Create a receipt

  1. Go to Receipts.
  2. Click Create Receipt.
  3. Fill in the header fields:
    • Client and Warehouse
    • Receipt Reference, which ParcelPilot generates automatically
    • External Reference for the PO, ASN, supplier, delivery, or paperwork number your team knows
    • Expected at and Received at when needed
    • Single pallet if the whole receipt should count as one pallet for billing
  4. Add the receipt lines:
    • Type: Pallet, Carton, or Individual item
    • Container ref if you want to record a pallet or carton ID
    • Item for stock-bearing lines
    • Expected quantity
    • For measured items, optionally use Number of units and Quantity per unit when the delivery contains equal physical units such as rolls, reels, drums, coils, or lengths
  5. Click Create.

Receive and finish the receipt

  1. Open the receipt.
  2. If this is a standalone or older receipt, click Start Receiving when that action is available.
  3. Enter the Received qty for each line.
  4. Set the Location for lines that should be added to stock.
  5. Leave Add to stock on for lines that should become inventory.
  6. Leave Include receiving charge on when the received stock should count for Monthly Operations billing.
  7. Use Scan Items or Scan stock in if scanning is quicker than manual entry.
  8. Finish the receipt with:
    • Complete Receiving for a receipt that came from an expected delivery
    • Post Receipt for a standalone or older receipt workflow

Receiving Note

When a receipt is open, warehouse users can use Receiving Note from the receipt header on the View or Edit page.

The Receiving Note is an A4 working document for checking what the receipt expects.

It can be used to:

  • print the expected receipt contents for warehouse checking
  • carry an easy-to-read paper list during unloading or checking
  • open the digital receiving screen quickly by scanning the QR on the note

The paper note does not itself receive stock, post stock, or complete the receipt.

It is a checking sheet that points staff back into the live ParcelPilot receiving workflow.

What happens next?

When the receipt is completed or posted:

  • stock is added to inventory for the lines marked Add to stock
  • the receipt becomes the warehouse record of what actually arrived
  • quantity differences can trigger a final review step before stock is created

Pallet lines and single-pallet billing

Use PALLET lines when you want the receipt to show how many pallets were physically received.

Use Single pallet when the whole receipt should be billed as one pallet, even if it contains several item lines.

If the delivery only says something like "1 pallet" but you do not know the SKU breakdown yet, add the real item lines before posting stock.

Serialised items

For serialised stock:

  1. Create one item line per SKU.
  2. Scan the serials onto that line.
  3. Finish scanning before you complete or post the receipt.

You do not need one receipt line per serial number unless the stock is being split by location, batch, or expiry.

Common questions

What is the difference between Receipt Reference and External Reference?

Receipt Reference is ParcelPilot's own receipt number.

External Reference is where you put the supplier, PO, ASN, or delivery paperwork reference your team wants to search by.

When is stock actually added?

Only when the warehouse finishes the receipt with Complete Receiving or Post Receipt.

What if expected and received quantities do not match?

ParcelPilot shows the variance and can ask for an approval step before stock is created.

If the receipt came from an expected delivery with Handling Units, you can also start from the pallet or box label and move into the same receipt workflow from there. See Receiving an inbound delivery from a Handling Unit label.

What if a location does not allow mixed SKUs?

Choose a different location for one of the items, or clear the conflicting stock first.

Edit, delete, and bulk actions

  • Use Edit to correct a receipt before it is locked by later workflow steps.
  • If stock has already been posted, prefer a correction with an audit trail over deleting the receipt.
  • From the list view, Bulk actions includes CSV export and admin-only delete.

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