Receiving, Put-Away and Write-Offs
This article explains how to receive deliveries with receipts, how several people can receive into the same receipt, how QrX suggests a location for every line, how to put stock away, how to correct stock quickly with Quick change, how to keep blocked stock in quarantine and how to write off damaged or lost units with a reason and a photo. Warehouse stock is part of QrX WMS.
Who It Is For
Warehouse staff who receive deliveries from suppliers and put them away.
Team leads who handle corrections, damaged goods, quarantine and write-off reports.
Where to Find It
All warehouse pages are in the Warehouse menu in the sidebar, each with its own name: Dashboard, Pack station, Pick lists, Stock, Quick change, Inbound, Transfers, Counts, Backorders, Tasks, History and, when you work with a fulfilment partner, Partner switches and Partner activity. You only see the pages your level, modules and permissions allow. A number next to a page shows what is waiting, for example the open receipts next to Inbound and the units to put away next to Tasks. The numbers update by themselves.
Warehouse > Inbound with the parts Receive (your receipts), Returns to sender, Returns and Quarantine. Returns are explained in the article "Returns in the Warehouse".
Warehouse > Quick change: add, remove or move stock by scanning.
Warehouse > Tasks (Full WMS with bins): Put-away and Replenish.
Warehouse > Stock: the row actions Receive stock, Adjust stock and Move stock, the stock item (Scrap stock, Block stock) and the Write-offs report.
The Stock tab of a product: Receive, Move and Adjust, and per location Change and Move.
Simple Stock and Full WMS
Simple stock: received units go straight into stock and can be sold right away. There are no locations to choose.
Full WMS: every receipt line books into a location. With bins, QrX suggests a bin for each line. Units booked into the receiving area count as on hand, but are not available to sell until they are put away on a bin. Receipts need the module Inbound receipts; the single Receive stock action always works.
Receipts and Their States
Warehouse > Inbound opens on your receipts. Every receipt has a number such as RC-1042. The list shows the number, reference, supplier, warehouse, expected date, lines, Received / expected, the state, who created it and the last activity. Search by RC number, reference or supplier, and filter by state and warehouse. The list loads more as you scroll.
Open: goods are being received. Every confirmed line is already in stock.
Done: the receipt is closed, by a person with Add to stock or automatically after a period without activity.
Cancelled: the receipt was cancelled before anything was received on it. Nothing was booked.
Receive a Delivery Step by Step
Go to Warehouse > Inbound and click New receipt. Choose the warehouse (with several warehouses) and fill in Reference (optional), for example the delivery note number, Supplier (optional), Expected delivery (optional) and Note (optional). Click Create receipt.
Scan the items in the scan field (a hand scanner or the camera), or use Add an item. The field takes an EAN, an extra barcode, a box barcode or a SKU. Scanning an item that is already on the receipt adds to its line; another item adds a new line.
Scanning a pack unit barcode (for example a box of 12) adds a line in that pack unit. Quantities on that line count in boxes; QrX books the pieces inside.
Items with lots need a lot code (Lot needed). A GS1 barcode fills in the item, the lot code and the expiry date. See the article "Batches and Expiry Dates".
Every line shows the image, SKU, name, the ABC badge, the expected quantity and what is received so far. Type the quantity or use the - and + buttons.
With Full WMS and bins, check the location on the line. QrX shows a Suggested bin. Click it to choose another location in the bin picker, with the Bin filters: Only empty bins, Only bulk bins, a location type and a zone.
Click the check on the line (Book this quantity now). That quantity is booked into stock right away, on the location of the line. Order lines waiting on backorder for that item are filled at once. Repeat for each line as the goods come in.
When the delivery is complete, click Add to stock at the bottom (it shows Expected and Received). The dialog lists what is still typed but not confirmed and where it goes. Confirm: those quantities are booked and the receipt becomes Done.
Lines of an item that is tracked by serial number show the button Serials with a counter. Scan the serial number of every unit, damaged units included, before you confirm the line. See the article "Serial Numbers and Lot Recall".
Fulfilment partners who receive stock for other merchants also choose Whose stock arrives in New receipt: Own stock or the merchant the delivery is for. The supplier search then offers that merchant's suppliers, and the receipt and its stock belong to that merchant. This works for an announced delivery too. The field is only shown when you hold stock for at least one merchant.
On the phone, the QrX app asks the same question ("Whose stock arrives?") when you create a receipt, and Announce only, receive later creates an announcement instead of an open receipt. While receiving, a GS1 barcode fills in the item, the lot code and the expiry date on the phone as well. For a serial-tracked item you tick the damaged serial numbers.
In Supplier, search your suppliers and choose one, or type a name and choose Use "..." as the supplier name for a supplier that is not in your list. A receipt linked to a supplier shows it as a link for users who may view purchasing.
You can also scan the supplier barcode on the supplier's packaging. QrX looks at the supplier of the receipt first.
When you book damaged units, choose the damage reason. A reason can ask for a note and photos before the units go to quarantine.
When an item has a minimum shelf life on receipt, a line with an earlier expiry date shows Short shelf life. It never blocks the receipt.
Stock corrections, write-offs and blocking stock use your reason codes. See "Reason Codes, Units of Measure and Lot Holds".
Units of a lot on hold cannot be received or put away into a bin: QrX shows "This lot is on hold. Book it into quarantine or receiving." Receive them into quarantine or receiving instead.
If QrX has no bin to suggest, the units go to the receiving area and wait for put-away. Use the label icon on a line to print product labels for it. A line with nothing received on it can be removed. Receiving more than expected is allowed: the line shows More than expected as a warning.
Several People on One Receipt
Several colleagues can receive into the same open receipt at the same time, for example one per pallet. Each person confirms their own lines. The receipt updates live on every screen, and each line remembers who received what. Quantities someone typed but did not confirm stay on that person's screen only.
The QrX app follows along: a receipt that a colleague changes refreshes on the phone by itself ("Updated by a colleague"), and your own quantities that are not confirmed yet stay on your screen. When the warehouse closes idle receipts automatically, the phone shows the countdown, for example "Completes by itself after 30 min without activity".
The Result of a Receipt
Use View the result on a done receipt. The result page shows:
The totals: lines, expected, received, Short, Over and Backorder units filled.
Received against ordered: per line the expected and received quantity, the Difference and the locations the units went to.
The orders that were waiting for this stock, for example "24 units went to 6 orders waiting for stock", with a link to each order.
Print labels for every received line, Download the put-away list (PDF) and Download the put-away list (CSV). The put-away list is sorted by walk order, with a barcode per location.
Close Idle Receipts Automatically
A receipt that is forgotten can close by itself. In Settings > Warehouse > Warehouses, open the warehouse and choose Auto-complete idle receipts: Off (the default), after 15 or 30 minutes, after 1 hour, or after 2, 4, 8 or 24 hours. An open receipt without activity for that long becomes Done and the person who created it gets a notification. Confirmed lines are already in stock; quantities typed but not confirmed are not booked.
Corrections After Booking
A booked quantity is never edited on the receipt. Correct it with a move or an adjustment, for example with Quick change. A receipt can only be cancelled while nothing was received on it.
For a single item you can still use Receive stock on the stock list or Receive on the product Stock tab. Leave the location empty to book into the receiving area (Full WMS).
Put-Away
Warehouse > Tasks > Put-away lists the units waiting in the receiving area, each with a Suggested bin. QrX looks in this order:
Bins that already hold this item.
Empty bins of the item's Preferred location type, when it has one, before other empty bins.
Empty pick bins before other empty bins.
Fast movers (ABC class A) get bins early on the walk route, slow movers (class C) bins later on the route.
Open the task to put the units away. The Put away dialog shows the suggested bins; choose one, or another bin, and confirm. Suggestions are advice only: capacity, location type and One item only are preferences and never block a booking. If no free bin is found, choose a bin yourself. Location types and ABC classes are explained in "Warehouses, Locations and Labels".
On the phone, put-away and transfers show the Suggested bin and let you pick another one: tap the suggestion to open the bin picker, search a bin code, and narrow the list with the chips Only empty, Only bulk, a location type and a zone. A bin you pick is booked exactly like a bin you scan. In a warehouse with dynamic locations the app offers Any free bin: put the units in any empty bin, the item link follows the stock.
Replenish Pick Bins
When a bin has a pick face (an item with a minimum and a maximum, see "Warehouses, Locations and Labels") and its stock drops below the minimum, Warehouse > Tasks > Replenish shows a task with the suggested quantity and the bulk bin to take it from. Use Fill this pick face to move the units.
The source of a replenish task can be a container. QrX looks in a bulk bin first, then in another bin, then in a container. The task then shows the tag Container. See "Containers: Counting Them and Replenishing From Them".
Adjust, Move and Block
Adjust stock: Add units or Remove units to correct the stock, with a reason. The reason is saved in the history. For a real recount, a count is often better: see "Cycle Counting and Stocktakes".
Move stock (Full WMS): move units from one location to another in the same warehouse.
Block stock (Full WMS, from a location row on the Locations tab of the stock item): move units to quarantine. Blocked units are not sold or picked.
Quick Change
Warehouse > Quick change is made for many corrections in a row, for example after a shelf check. Every line is booked at once.
Under What to do, choose Add, Remove or Move. Move needs bins (Full WMS).
For Add and Remove, choose the Reason. Add offers Correction, Found and Other. Remove offers Correction, Damaged, Expired, Defective, Lost, Theft, Sample or gift and Other. A note is optional.
With bins, choose the location: Add to bin (empty adds to the item's pick face), From bin (empty takes the bin with the most units of the item) or, for Move, the bin to move from and to. With several warehouses, choose the warehouse.
Scan or type in Quantity x code, for example 3x 8712345678901, 3*SKU or just the code for 1 unit, then Enter. A scanner adds 1 per scan.
Each line is booked right away and appears under Booked in this session with its status, or the reason it was refused.
There is no undo: book a line the other way to correct a mistake. The session list is not saved, but every booking stays in the stock history. Items with lots cannot be changed here; use the stock item.
Quick change is also a card in the QrX app. Choose Add, Remove or Move, choose the reason once, and scan or type "3x CODE" (or just the code for one unit). For Move, scan the bin to move from and choose the bin to move to. Every scan is booked at once and listed under the session history with its status or the reason it was refused. A scan that is sent twice because the connection dropped is booked once.
Quarantine
Warehouse > Inbound > Quarantine (Full WMS) lists blocked stock that is not sold, for example damaged goods, returns that still need a check or expired lots. For each line:
Release to a bin: the units go back into a bin and can be sold again.
Scrap: write the units off.
Write-Offs
Use Scrap stock for units that leave stock for good: damaged, expired, lost or stolen. Scrapped units leave stock for good; for counting differences use Adjust instead.
Open Scrap stock on the stock item (Warehouse > Stock, Open item) or use Scrap in the quarantine list.
Enter the quantity and choose the Write-off reason: Damaged, Expired, Defective, Lost, Theft, Sample or gift, Return disposed or Other.
Add a note and, if you like, photos (up to 5 images of at most 10 MB each). For returns graded Scrap a photo is required.
Confirm with Scrap.
The Write-offs report (from the stock list or Warehouse > History) shows the units scrapped, lost in a transfer or lost on the way back, by reason and by item, for a date range of up to one year and per warehouse.
Permissions
Receive stock together with View stock: see and create receipts, receive lines, Add to stock, cancel an empty receipt, see the result and put stock away.
Adjust stock: adjust, move, block, release from quarantine, scrap, fill pick faces, and use Quick change (with View stock).
View stock: see the tasks, quarantine and the write-offs report.
Manage stock settings: set Auto-complete idle receipts on a warehouse.
Limits
A receipt has at most 200 lines. Add the rest to a new receipt.
Reference and supplier: up to 120 characters each; note: up to 2,000 characters.
Auto-complete idle receipts: off, or from 15 minutes to 24 hours, per warehouse.
Photos: up to 5 per write-off, images only, at most 10 MB each.
Tasks, quarantine, moves and blocking need Full WMS. Put-away tasks, bin suggestions and Move in Quick change need bins.
The write-offs report covers at most one year at a time.
Frequently Asked Questions
I received goods but they are not available to sell. Why?
With Full WMS, units booked into the receiving area wait there until they are put away on a bin. Open Warehouse > Tasks > Put-away. Units that are typed on a receipt line but not confirmed are not in stock yet.
The supplier delivered more than I expected. What do I do?
Receive what you counted. More than expected is allowed; the line only shows a warning, and the result page shows the difference under Over.
Two of us are receiving the same delivery. Is that a problem?
No. Open the same receipt on both screens and confirm your own lines. The receipt updates live and nothing is booked twice.
Can I receive a box and get the right number of pieces?
Yes. Add a pack unit with its own barcode to the stock item (Full WMS). Scanning that barcode counts as the number of pieces in the box.
How do I undo a wrong receipt?
A receipt is never edited after booking. Use Quick change or Adjust stock with Remove and a reason, for example Correction, or move the units to the right bin. The history keeps both bookings. A receipt with nothing received can be cancelled with Cancel receipt.
Why did my receipt close by itself?
Its warehouse has Auto-complete idle receipts switched on, and nobody worked on the receipt for that long. The receipt shows that it was closed automatically. Confirmed lines are in stock; receive anything else on a new receipt.
When to Contact Our Support Team
Contact QrX support when a receipt keeps failing, when put-away suggestions stay empty although you have free bins, or when the write-offs report does not match what you scrapped. Include the RC number or reference, the SKU and a screenshot.