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Receipts — Create, Edit & Delete

This guide covers the normal day-to-day workflow for Receipts (goods-in).

Key concept: a pre-receipt is still a receipt

A pre-receipt is not a separate workflow object. It is a normal Receipt record in Pre-Receipt status.

Typical status flow:

  • Pre-Receipt: planned inbound, not posted to stock
  • Open or In progress: warehouse is actively receiving against it
  • Completed: stock has been posted to inventory

Important:

  • a pre-receipt does not become a completed receipt just because the collection was marked arrived/received
  • it only becomes COMPLETED when the receipt is actually posted
  • using Start Receiving or saving the first scan can move it into active receiving before posting

Create a receipt

Use this when goods have arrived (or you are booking them in now).

  1. Go to Receipts.
  2. Click Create Receipt.
  3. Fill in the header:
    • Client and Warehouse
    • Status (usually Open)
    • Reference (recommended: PO / ASN / delivery reference)
    • Expected at / Received at (if applicable)
    • Single pallet (billing): counts this entire receipt as 1 pallet received in Monthly Operations. Does not affect stock posting or serial scanning.
    • Ignore pallet lines (billing) (admin-only): if this receipt was accidentally entered with PALLET lines, ignore those PALLET lines in Monthly Operations pallet totals. Does not affect stock.
  4. Add one or more Lines:
    • Type: Pallet / Carton / Individual item
    • Container ref (optional): pallet ID / carton reference
    • Item (Carton / Individual item): choose the SKU
    • Expected qty
    • (When receiving) Received qty, Location, and Add to stock
  5. Click Create.

Notes:

  • PALLET lines are typically used to represent containers for reporting/billing. They can be entered without an item.
  • Serialised stock should be received on Item lines (Carton / Individual item), not on PALLET container lines.

PALLET lines vs “Single pallet” (billing)

Use this as a quick rule of thumb:

  • Use PALLET line(s) when you want the receipt to represent how many pallets were actually received (e.g. 3 pallets → 3 PALLET lines with qty 1 each, or 1 PALLET line with received qty 3).
  • Use Single pallet when the inbound should be billed as exactly 1 pallet for Monthly Operations, regardless of how many item lines or units are on the receipt.

Examples:

  • 1 physical pallet, 24 serialised units of SKU A → add 1 item line for SKU A (expected 24), scan 24 serials, optionally tick Single pallet for billing.
  • Mixed pallet (SKU A + SKU B), still 1 physical pallet → add one item line per SKU, scan serials SKU-by-SKU, optionally tick Single pallet for billing.
  • 3 physical pallets, mixed contents → use PALLET line qty 3 (or 3 PALLET lines) so Monthly Ops pallet totals reflect 3.

Tip: If you want to notify the warehouse team in advance, use a Pre-Receipt instead.

Create a pre-receipt (planned inbound)

A pre-receipt is planned inbound stock (nothing is added to inventory yet).

Edit a receipt

  1. Open the receipt.
  2. Click Edit.
  3. Update the header/lines as needed.

Notes:

  • Once a receipt is In progress, Completed, or Cancelled, editing is usually locked.
  • Super-admins can use Unlock editing (sets status back to Open) if corrections are needed.

Receive and post to inventory

Typical warehouse flow:

  1. Open the receipt and click Start Receiving (status becomes In progress).
  2. Use Scan Items to speed up goods-in where available.
  3. Confirm each line:
    • set Received qty
    • set Location (when shown)
    • leave Add to stock enabled for lines that should become inventory
  4. Click Post Receipt.

Important:

  • Posting creates/updates inventory units from lines marked Add to stock.
  • Posting is intended to be irreversible in normal operations.
  • If a line has no Item/SKU or no Location, it cannot be posted into stock.
  • If a line location is set to a location that has Allow mixed items/SKUs turned off, and that location already contains a different SKU, ParcelPilot will block the save/post until you choose a valid location.

Receipting pallets with serialised items

Single-SKU pallet (e.g. 24 serialised units of the same item)

Clean workflow:

  1. Create the receipt with 1 item line for that SKU (Type Individual item (EACH) or Carton).
  2. Set Expected qty = 24.
  3. You do not need 24 separate receipt lines.
  4. Go to Operations → Scan stock in and scan 24 individual serial numbers against that receipt line.

You only need separate lines if you want to split them operationally (e.g. different locations, batches, or expiry dates).

Mixed pallet (multiple SKUs)

  1. Add one receipt line per SKU, with the expected qty for each.
  2. When scanning, do it SKU-by-SKU:
    • select the item
    • scan its serials until Received Qty = Expected Qty
    • click Save line and continue
    • the next unfinished SKU is selected automatically and the receipt items list shows what is still left to do
  3. If different SKUs are going into different locations, change the Location selector before scanning each group.

If the inbound only says "1 pallet"

This usually means you know the container count, but not the full SKU breakdown yet.

What to do:

  • if you only need a warehouse heads-up, create a Pre-Receipt and use a PALLET line or note/reference to record the container summary
  • before stock is posted, add the real item/SKU lines the warehouse will receive against

Important:

  • PALLET lines are useful for tracking and billing
  • but PALLET lines on their own do not create inventory because they do not represent receiptable stock items
  • the warehouse should expand the receipt into proper SKU lines before final posting if stock needs to be added accurately

How to scan serial numbers in

  1. Open Operations → Scan stock in.
  2. Select the Receipt you just created (or leave blank to create a new receipt from scans).
  3. Select Client, Warehouse, and the Location you’re putting the stock away into.
  4. Select the Item (SKU) you’re working on.
  5. Scan each serial label (the page queues them up).
  6. Click Save line and continue (you can do this after each scan, or after scanning a bunch).
    • This will “check off” serials onto the existing receipt line until Received Qty = Expected Qty.
  7. Once everything is received, use Complete receipt / Post receipt to post stock.

What scanning changes:

  • scanning/saving against an existing pre-receipt updates the receipt lines and can move the receipt into In progress
  • scanning does not post stock by itself
  • stock is only created when you complete/post the receipt

Important gotcha (serialised items):

  • Scan the serials before completing/posting the receipt. If you post a serialised receipt line without serials captured, stock may be added but it won’t be tied to the individual serial numbers.

Location mixing rules

If a location has Allow mixed items/SKUs turned off:

  • you can still receive more stock of the same SKU into that location
  • but you cannot assign a receipt line for a different SKU into that location if it already holds stock
  • if the same receipt tries to put two different SKUs into the same non-mixed location, ParcelPilot will block the save

What to do:

  • choose another location for one of the SKUs, or
  • move the other SKU out of that location first

Delete receipts

Receipts can be deleted from the receipt edit page.

Important:

  • If a receipt has already been posted and stock exists, consider correcting inventory and leaving an audit trail rather than deleting.

Bulk actions

From the receipts list, select one or more rows then use Bulk actions:

  • Export as CSV: generates a receipts CSV export and provides a download link.
  • Delete: deletes selected receipts (admin-only).

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