Receive / Unreceive Inventory

All your purchases should begin with a purchase order.

Receiving Inventory

Before receiving any items in Brightpearl you should check the items you have actually received in the shipment and check them off against the supplier's delivery note to ensure you have received everything you should have.

Short Deliveries

If your delivery is short it may be that the items are to follow in another shipment or they have mistakenly been missed out. You will know which it is by checking the delivery note. Where items are to follow you can either leave them outstanding on the order, or you can move them to a backorder; if your supplier has invoiced you for what you've already had you'll need to split any outstanding items to backorder.

If the items seem to be missing by mistake (i.e. they are included on the delivery note but not in the package) you will need to speak to your supplier. If you need to amend the order quantity you can do so until it has been invoiced. Remember though that the order needs to match the supplier invoice when it is received. You might need to raise a purchase credit to claim back any difference.

How to mark items as received

1. Search for and open the existing purchase order.
2. Click the Receive Inventory button.
3. A list of each item on the order is displayed along with the quantity already received and the quantity outstanding to be received. Confirm the quantity actually received for each item; amend the figure where required.
4. If you are using warehouse locations you will also see the default product location the items will be received into. If you are using multiple concurrent locations you will be able change this.
5. To print a "put-away note" for the warehouse staff to unpack the items, click the link.
6. Click Submitive to receive the items.

Your stock levels will be updated and the necessary accounting created. Outstanding unreceived items will remain on the order to be received in the same way at a later date, or you can move them to a backorder.

Receiving Inventory on a Bundle Purchase Order

Ensure that only the component items are set to track inventory (bundles don't support inventory control anyway). Click Receive Inventory to process in the normal way.

Editing / Unreceiving Inventory

It is possible to edit or unreceive inventory on a purchase order as long as the purchase invoice hasn't been received. Once items have been received on an order you will see the quantity received displayed on each order line, click on this link to view the goods-in report. You can also open this report using the edit links when you go through receiving inventory, as above.

Goods-in Report

This report provides an audit trail for when items were received on a purchase order. You can see the warehouse and location (always 0.0.0.0 if you are not using locations) into which the items were received and the value they were received at; this is the amount that will have been posted to accounting.

Update Received Quantity / Unreceive Items

Items can be unreceived on the purchase order, this will reverse the original accounting made when then items were received. The items will then display as unreceived on the purchase order, where they can be re-received, or if required the quantity on the order can be amended (unless it has been invoiced). To un-receive inventory, tick the checkbox next to the relevant item and click the Update quantity button, enter the quantity to unreceive on the purchase order.

Click the order ID at the top to return to the purchase order.

Product Details

View further product details, including open orders and order allocations by clicking on the on hand inventory quantity. From here you can also go to edit the product record and add or remove inventory; this will update the actual stock levels and is not related to the the purchase order, it is purely for stock corrections.

Unreceive an entire order

If you want to remove all items from the system in order to re-receive them (or remove the batch completely to delete a PO) then you need to unreceive the whole batch.

1. Go to Products > Inventory detail report and find the items you want to remove.
2. Use the filters to search for items by PO reference.
3. Click the Delete icon (red cross), which will open a window.
4. Click Delete Batch.

This deletes the goods-in entry (batch) and makes accounting transactions to reverse the original process.

Learn more about inventory adjustments (corrections)

Accounting Entries

When you increase your stock levels, there's a matching increase in your asset balances (1xxx nominal codes) if you are using cost of sales accounting. If you're not using cost of sales accounting, then no transactions are entered in your accounts until you receive the purchase invoice against the purchase order.