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. 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.

Related

• Scan Stock In
• Receipts — Create