ParcelPilot
Help

Receipts — Create Pre-Receipt

A Pre-Receipt is a heads-up to the warehouse team that you have stock on the way.

It lets you tell us:

  • Which warehouse it’s going to
  • When it’s expected
  • What items are coming in (and quantities)

Nothing is added to stock at this point — it’s planned inbound, not received inventory.

What a pre-receipt really is

A pre-receipt is a normal Receipt record saved in Pre-Receipt status.

That means:

  • it can be opened from Receipts
  • the warehouse can receive against it later
  • it only becomes stock once the receipt is actually posted

When to use a Pre-Receipt

Use New Pre-Receipt when you are sending goods to ParcelPilot and you want us to know what’s arriving before it gets here.

If the inbound is coming through a Collection workflow, do not start here.

Instead:

  • open the Collection first
  • click Create pre-receipt on the collection

That keeps the receipt linked correctly to the collection record.

This helps:

  • Speed up goods-in when the delivery arrives
  • Reduce errors (we can match what arrives to what you expected)
  • Give you a reference you can share with your carrier / supplier
  • Give the warehouse a receipt record they can receive against later, either manually or via scanning

How to create a Pre-Receipt

  1. Go to Operations → Receipts.
  2. Click New Pre-Receipt.
  3. Fill in the header:
    • Client: usually locked to your account for client users. Admin users may be able to choose a client.
    • Warehouse: choose where the stock is being delivered.
    • Status: set to Pre-Receipt automatically.
    • Reference (recommended): your PO / ASN / supplier reference / delivery reference.
    • Expected at (recommended): when you expect the delivery to arrive.
  4. Add one or more Lines (what you’re sending):
    • Type:
      • Pallet: use when the inbound is palletised.
      • Carton: use when it’s in cartons.
      • Individual item: use when you want to declare each unit explicitly.
    • Container ref (optional): pallet ID / carton reference / any label you’re putting on the outside.
    • Item (Carton / Individual item only): select the SKU you are sending.
    • Expected qty:
      • For Pallet lines: the number of pallets expected.
      • For Carton / Individual item lines: the number of units expected.
    • Cartons (for billing) and Items per carton (optional, if shown): helps us calculate carton storage/billing where applicable.
  5. Click Create to submit.

If you only know something broad like "1 pallet":

  • you can create the pre-receipt with that container-level information
  • but before stock is posted, the warehouse should make sure the receipt contains the real SKU/item lines that will be received into inventory

Container-only lines are useful operationally, but they do not post item stock by themselves.

What happens after you submit

  • The Pre-Receipt stays in Pre-Receipt status until the warehouse starts processing it.
  • If warehouse notifications are enabled for your account, the warehouse team is notified that a new Pre-Receipt was created.
  • Once created, the receipt can be opened by the warehouse from Receipts, from its Mobile stock-in QR/link, or from Scan Items on the receipt.
  • When the delivery arrives, the warehouse team will:
    • Open the Pre-Receipt
    • In most cases, count the goods and enter the received quantities manually on the receipt
    • Use Mobile stock-in or Scan Items when scanning is appropriate, especially for serialised items
    • Record what was actually received (including any shortages/overages)
    • Assign locations as needed
    • Click Post Receipt to add the received stock into inventory

You may see the receipt move through statuses like Open / In progress / Completed as it’s processed.

How it moves:

  • Pre-Receipt when first created
  • Open or In progress once the warehouse starts working on it
  • Completed only after the receipt is posted to inventory

Tips for best results

  • Use a clear Reference so your delivery can be matched quickly.
  • Set Expected at so the warehouse can plan.
  • Make sure the Item/SKU you pick matches what’s physically being delivered.
  • If you’re not sure whether to use Carton vs Individual item, choose the option that best matches how you want to describe the inbound — the warehouse can still reconcile actual quantities on arrival.

Warehouse follow-up in ParcelPilot

When the stock physically arrives, the normal warehouse path is:

  1. Open the Pre-Receipt in Receipts.
  2. Count the delivery and enter the Received qty manually in normal cases.
  3. Use Scan Items or the receipt's Mobile stock-in QR/link for serialised items or when scanning is useful.
  4. Confirm received quantities, serials, and location.
  5. Click Post Receipt.

Related