Receiving: Inspection Hold & Posting Preview
Receive a delivery with batch, expiry and serial numbers, hold units for inspection so they land off sale, and see exactly what the receipt will post before you submit it.
Open the purchase order and choose Receive delivery (/purchase-orders/{id}/receive). The same fields are in the AWRA mobile app’s receive screen.
Batches, Expiry And Serials
- Enter Receiving now for each line, or scan barcodes to count.
- For a batch-tracked item, fill in Batch / lot and Expiry.
- For a serial-tracked item, enter the Serial numbers, one per unit received, on separate lines or separated by commas.
Batches and serials are checked when the receipt is approved, so a duplicate or missing serial is caught before the stock lands.
Holding Units For Inspection
- Under a line, set Hold for inspection to the number of units to check and add an Inspection note, such as Check seals and temperature log.
- To hold every delivery of an item in full, set Inspect every receipt to yes on the item. The line then says so.
- On approval, the stock lands and the journal posts as normal. The held units go straight to Inspection pending: counted and valued, but off sale. Serial-tracked units are held by serial.
- Once they are checked, record the result under Receiving inspections: enter the passed and failed quantities, and passed units go on sale while failed units move to quarantine. See Stock Status & Quality Holds.
Preview Posting
- Press Preview posting, beside Submit Delivery.
- What approval will post shows one balanced journal per line: the item, quantity times unit cost and where the cost came from, then each account with its debit or credit, and a total.
- Lines that will not post say why; held lines say how many units go on Inspection pending.
The preview writes nothing. It uses the same cost rules and the same accounts as the approval, so the journal posted on approval matches it line for line. Use it to catch a wrong inventory account, an unexpected cost or the wrong warehouse before submitting.
Damaged Units
The Damaged column records units that arrived damaged, with a note such as 2 cartons crushed. They are still booked in, and the order joins the Receiving damage queue so the claim is followed up.
Common Mistakes
- Expecting held units to be off the books. They are valued as stock; they are only unavailable to sell.
- Entering fewer serials than units. Approval refuses the receipt until each unit is named.
- Skipping the preview on a new item. The first receipt of an item is where a wrong account is most likely.
Related
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