Receipts — Create Pre-Receipt

This is now a legacy-compatibility workflow.

For new planned inbound, use Registering and receiving an expected delivery.

The legacy manual URL /admin/receipts/create-pre now renders the Inventory Inbound create experience directly, without redirecting away from the bookmarked address.

A Pre-Receipt is an older heads-up workflow that stores expected inbound on a receipt-shaped record.

Use it only when you specifically need the legacy receipt-first path or when you are working with older operational records that still use that model.

It lets you record:

• 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.

In everyday terms, this is an older way to log an incoming delivery before it reaches the warehouse.

What a pre-receipt really is

A pre-receipt is an older planned goods-in record.

For most new work, the better route is:

1. register the expected delivery
2. let the warehouse receive against that plan
3. complete receiving when the stock is ready to be added to inventory

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 only when:

1. you intentionally need the older receipt-first workflow
2. you are working with a legacy process that has not moved to Inventory Inbounds yet
3. an older collection or support process still points here

For normal new planned inbound, use Inventory Inbounds instead.

Current live use cases are mainly:

• existing legacy pre-receipt records already in the system
• collection-linked flows that still create a legacy pre-receipt for compatibility

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)
• Let you record the legacy receipt reference you want on the pre-receipt, while still storing your own supplier or PO reference separately as the external reference
• Give the warehouse a receipt record they can receive against later, either manually or via scanning

How this workflow is reached now

Use this page as a reference for legacy records and collection-linked receipts.

For a new expected delivery that has not arrived yet:

1. Go to Inventory Inbounds or click Register Expected Delivery.
2. If you enter through the older /admin/receipts/create-pre URL, ParcelPilot keeps that URL but shows the Inventory Inbound create page there.
3. Use the linked controlled receipt later when the warehouse starts receiving.

For legacy or collection-linked pre-receipts already created:

1. Open the existing Pre-Receipt in Receipts.
2. Review the expected lines and references.
3. Continue with Start Receiving when the delivery arrives.

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 the pre-receipt came from a legacy compatibility path that still sends notifications, the warehouse team may be 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 Reference for the legacy receipt number you want on the pre-receipt record.
• Use External Reference for the PO, ASN, supplier, container, or carrier reference you want your team to search by later.
• 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. Click Start Receiving to move it into In Progress.
3. In the receiving workflow, enter the Received qty manually for normal non-serialised stock.
4. Use Scan Items or the receipt's Mobile stock-in QR/link only for serialised products or when barcode scanning is useful.
5. Confirm received quantities, serials, and location as applicable.
6. Click Post Receipt. If the received quantities do not match the expected quantities on add-to-stock lines, ParcelPilot asks the operator to explicitly Approve variance and post before inventory is created.

Important:

• Inventory is not created until Post Receipt is completed.
• This legacy path does not replace the current controlled receiving flow for Inventory Inbounds.

Related

• Scan Stock In
• Receipts — Create, Edit & Delete