Receiving Orders

Items might arrive at your warehouse for various reasons, which may include the following:

Vendors send ordered items.
Other warehouse locations transfer items to your warehouse.
Customers send authorized returns.

You receive purchase order items from vendors and suppliers. You receive transfer order items from your company's various warehouse locations. You receive return authorization items as returns from customers.

Before you can receive items into your warehouse, you must enter and approve purchase orders, transfer orders, or return authorizations in NetSuite. These transactions track the purchase, transfer, return, and receipt of items to your warehouse.

NetSuite WMS recognizes and enables you to process only the transactions that meet the following conditions:

All orders must be approved.
The warehouse location for an order must be the same as the warehouse location you select on a mobile device. For transfer orders, it must be the same as the to location or the receiving warehouse.
Purchase orders and transfer orders must have the Pending Receipt or Pending Billing/Partially Received status. Customer returns orders must have the Pending Receipt or Pending Refund/Partially Received status.
If you use the Centralized Purchasing and Billing feature, you can receive centralized purchase orders on your mobile device. On purchase orders, make sure you select the target subsidiary and target location in the order lines. Restrictions and limitations that apply to this feature also applies to receiving centralized purchase orders on a mobile device. For more information, see Centralized Purchasing and Billing.
Centralized purchase orders do not support drop shipments and special orders. They do not appear on inbound shipment records.

To create these transactions, see the following topics:

Watch the following video on receiving purchase orders:

Watch the following video on receiving customer returns:

Depending on the system rules you use, you can receive items to a staging bin location or put them away directly to their storage locations as you receive them. You can autogenerate lot numbers. For both lot and serialized items, you can receive all quantities of a line entered in a purchase order's inventory details. You can also activate the rule to restock or write-off returned items. Note that only one restock setting can apply to partially received items. When you receive purchase orders, you can activate the rule to capture item weights from your scale.

When you scan item bar codes to receive an item, the following system rules may affect the process flow:

Enable Advanced Barcode Scanning? – You can set up and scan item bar codes with one of the following advanced bar code types: GS1, composite, or HIBC.
Enable Tally Scan? – Without entering the total received quantity, you can scan each item to automatically increment the received quantity by 1. Includes the option to tally scan across item types.
Scan bar codes with bulk serial numbers? – For PO Receiving only, you can scan a single item bar code of a serialized item to enter up to 300 serial numbers at a time.

To receive orders or returns by scanning, see Receiving Orders by Scanning Through the App. This topic provides guidelines and instructions specific to scanning item bar codes.

To activate rules, see System Rules for NetSuite WMS.

To receive a purchase order, transfer order, or customer return:

Access order receiving by doing the following:
1. On the WMS app, tap the menu icon at the top-left corner of the screen, and then tap Main Menu.
2. On the Main Menu, tap Receiving.
3. On the Receiving menu, depending on the type of transaction you want to process, tap Purchase Order, Transfer Order, or Returns.
  
  The Receiving page for the specific transaction type appears. The field names and options on this page vary depending on the transaction type.
To choose an order, do one of the following:
- In the Scan/Enter PO # or Item field, scan or enter the transaction number or item. If you enter the data, tap Enter Item to proceed.
- To select from the list of transactions, tap Select PO From List, and then tap the transaction you want to process.
- To search for an order, tap one of the following: Find PO By Vendor, Find PO by Item, or Find PO by MPN. If you search by item, you can provide the item name, number, or UPC.
  
  Tip:
  If you do not find the vendor from the list, you can search by vendor name by clicking the search icon.
On the Enter Item page, do one of the following:
- In the Scan/Enter Item field, scan or enter the item name, number, or UPC. Then, tap Enter Item to proceed.
- To select from the list of items, tap the item name or number.
  
  Tip:
  If you do not find the item from the list, you can view the list of fully received items per order by tapping Show Completed.
If the item has multiple aliases, in the Select Item Alias page, do one of the following:
- If the item bar code includes the item alias, in the Scan/Enter Item Alias field, scan the item.
- From the list of item aliases, tap the item alias
For PO receiving, if you can autogenerate lot numbers, on the Autogenerate Lot Number page, do the following:
1. In each field, enter the lot item detail.
2. Tap Autogenerate Lot Number.
For lot-numbered items, on the Enter Lot Number page, do the following:
1. (Optional) In the Expiry Date field, enter the expiry date of the lot item.
2. In the Scan/Enter Lot field, scan or enter the lot number.
  
  Tip:
  If you can receive the entire purchase order line, you can review the lot numbers and quantities from the Expected Lots list. Then, tap Receive All. To proceed, go to step 9 to enter a bin or return to step 3 to receive another item.
3. Tap Enter Lot.
On the Enter Quantity page, do the following:
1. If you use the Inventory Status feature, in the Inventory Status field, select the status of the item.
2. For customer returns, if you can edit the Restock? field, select YES or NO.
  
  Your selection appears in the same Restock? column on item receipts. If you manually post item receipts, you cannot update the Restock? field on the app. It follows your Restock Returned Items preference setting.
3. To enter the quantity, do one of the following:
  
  Tip:
  If you tally scan item bar codes, you can change the Inventory Status for full or partial quantities. You can do the same if you can edit the Restock? field on the app.
  
  To partially receive an item, enter or tally scan the partial quantity. Then, tap Enter Quantity. You can receive the remaining items at a later time.
  - In the Enter Quantity field, enter the number of items you want to receive.
  - If you use regular Tally Scanning, in the Tally Scan field, scan the GS1, composite, or HIBC item bar code. After you tally scan all the quantities of an item, repeat from step 3 if you have another item to receive.
  - For purchase orders, if you use Tally Scanning across item types, in the Tally Scan field, scan the GS1 or composite item bar code. After you tally scan the different item types, you can proceed to step 5.f if you want to print item labels.
4. If your item has multiple units, you can change the unit.
  
  Tip:
  To view unit conversion rates, tap the unit icon beside the Quantity Remaining field. Each time you edit the quantity, make sure that you assign the correct unit.
5. (Optional) If your warehouse location does not use bins and you want to view the list of stock locations associated with the item, tap the Show Stock Locations toggle.
6. (Optional) For PO receiving, if you can capture item weights from your scale, in the Weight Units field, select the unit of measure for the weight of each quantity. Then, tap Capture Weight.
  
  If you change the weight unit and you also need to update the weight, make sure that you tap Capture Weight again.
  
  The Weight Per Quantity field displays the weight of each item quantity. You can tap the info icon to view the calculated total weight of the received quantity.
7. (Optional) For PO receiving, to manually print or save labels for regular or lot items, tap Print.
  
  Tip:
  For serialized items, if you want to print labels with serial numbers, proceed to step 8.
  
  For more information about mobile printing, see Manually Printing Labels from Your Mobile Device.
8. Tap Enter Quantity.
For serialized items, on the Enter Serial Number page, do the following:

Tip:
If you can receive the entire purchase order line, you can review the serial numbers from the Show Expected list. Then, tap Receive All. To proceed, go to step 9 to enter a bin or return to step 3 to receive another item.
1. In the Scan/Enter Serial Number field, scan or enter a serial number for the item.
  
  Alternatively, depending on the rules you activate for PO Receiving, you can scan an item bar code that contains the serial numbers. The app does not process all the serial numbers if the bar code contains more than the quantity to receive. It also does not include those that already exist in your NetSuite account. In case you have remaining serialized items to receive, you can manually enter the serial numbers. You can tap the Show possible serial numbers toggle to view numbers from the bar code that have not been entered.
2. (Optional) For PO receiving, to manually print or save an item label with the serial number, tap Print.
  
  For instructions on mobile printing, see Manually Printing Labels from Your Mobile Device.
3. Tap Enter Serial Number.
Repeat steps a – c to enter another serial number.
For warehouse locations that use bins, on the Enter Bin page, do one of the following:
- In the Scan/Enter Bin field, scan or enter the number of the destination bin. If you enter the data, tap Enter Bin to proceed.
- To select from the list of destination bins, tap the bin number.

If you have more items to receive from the same order, the Enter Item page appears. Otherwise, a message appears to confirm that you have received all the items.

If you do not post item receipts manually, NetSuite WMS automatically generates item receipts for the received items. It also updates the status and item’s received quantity in the associated order transaction. For more information about posting item receipts, see Item Receipts.

To receive a purchase order, transfer order, or customer return:

Related Topics