Goods receipt software should record what arrived, what was accepted and what needs investigation. Keep physical receipt distinct from acceptance and stock availability where the process requires it. A supplier delivering part of an order should not force staff to mark the whole order complete or alter its original quantity.
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Define the receiving units and references
Identify purchase order, delivery reference, location, item and unit of measure. Specify permitted unit conversions with the responsible business owner. Boxes, pieces and weight should not become interchangeable through an undocumented calculation.
Allow authorised staff to record unexpected quantities or items through a visible exception path. Preventing entry entirely can push discrepancies into untraceable notes outside the system.
Specify receiving outcomes
| Outcome | Record separately | Downstream question |
|---|---|---|
| Partial delivery | Quantity arrived against each line | What remains open? |
| Damaged material | Affected quantity and evidence | Is it usable, held or return-pending? |
| Excess delivery | Difference from the permitted balance | Who may accept the excess? |
| Wrong item | Delivered identity and expected line | How is correction coordinated? |
| Inspection pending | Physical receipt without release | Which stock states may consume it? |
| Receipt corrected | Authorised adjustment and reason | Which dependent records need review? |
Have the organisation define inspection, release and return authority. This checklist specifies software traceability, not a universal goods-acceptance policy.
Make evidence useful without treating it as proof of everything
For a hypothetical warehouse, a photograph may support a damage report but does not automatically establish responsibility or financial settlement. Link permitted evidence to the receiving event and preserve the relevant source reference.
Record who entered and reviewed the discrepancy. Keep acceptance decisions distinct from a driver or receiver merely confirming that a delivery arrived.
Test reconciliation and repeated submission
Receive the same delivery twice in a controlled test and verify duplicate handling. Include a connection loss after posting so staff can recover the existing receipt rather than create another stock movement.
Compare order balances, stock states and matching records. A successful receipt screen is not sufficient if the available quantity and invoice workflow disagree afterwards.
Receiving questions
Should every received item immediately become available stock?
Only where the approved process permits it. Held, damaged or inspection-pending quantities may need distinct treatment.
Can staff close an order with a short delivery?
Define who may close or cancel the remaining balance and preserve the reason. Do not make a shortage disappear by changing history.
Use purchase order version rules, and bring receiving exceptions to Drema's ERP team.