Goods receipt

Goods receipt books incoming goods onto stock. You build a list by scanning labels or by choosing items from the catalog. When you confirm the list, the quantity on hand goes up at once. Products and components go on the same list, and you use the same screen to receive goods against an external receipt.

Where to find it: Warehouse → Operations → Goods receipt

When you'll use it

• A delivery is in front of you and you want it on stock straight away.
• Components arrive for production, together with finished products.
• You are entering your opening stock.
• Goods arrived without labels, and you want to label them as you book them in.
• You receive a delivery that was prepared as an external receipt document.

Key concepts

• Nothing changes until you confirm. The list on the screen is a plan. You can scan, remove rows or clear it. Stock changes only when you confirm the list.
• Two ways to add an item. Scan labels is for goods that carry a code. Add manually is for goods without one. Both fill the same list.
• What you can scan. A package label, a product's own code (SKU, stock keeping unit) or barcode (EAN, European Article Number), a component's code or barcode, the number of an external receipt, or a label printed for an external receipt.
• One label is one parcel, not one piece. A product that ships in three parcels counts as one piece only when you have scanned one label from each parcel. Two labels of parcel 1 are zero pieces. An incomplete set blocks the whole receipt.
• A label goes onto stock once. If you scan a label that is already on stock, it is not added to the list.
• Goods without a label get their own codes. When you add a product by hand, or scan its barcode instead of a package label, Complaia gives each piece a new label code when you confirm. A window then offers these labels for printing. Print them and stick them on before the goods go on the shelf.
• Components can be entered in their purchase unit. If a component has a purchase unit (for example a box of 100 pieces), you can type the quantity in that unit. Complaia converts it to the stock unit and shows the result under the quantity.
• A set has no stock of its own. You cannot receive a set. Receive each of its products separately.
• Where the goods land depends on the warehouse type. With the simple type there is nothing to choose. With the advanced type you choose a warehouse and a segment. The screen starts with your default warehouse and its default segment. The warehouse must accept the kind of goods you receive (products, materials or both).
• No cost is asked for. This screen records quantities only. It has no field for a purchase price.

Which of the two receipts is this?

	Goods receipt	External receipt
What it is	A list you build and confirm.	A document with a number, a supplier and expected quantities.
When stock changes	Immediately, when you confirm.	Only when goods are received against the document, on this screen or on a POS (point of sale) terminal.
A delivery arriving in parts	Each part is its own receipt.	One document, received in stages.
Good for	Goods that are already here.	Deliveries you want to prepare before they arrive.

The screen

📷 Screenshot to add: Goods receipt with the Scan labels tab active, one multi-parcel row in the list showing parcel chips, and the footer with the Confirm receipt button.

From top to bottom:

Header buttons

• A button that shows the scanner's state:
  • Ready to scan — the cursor is in the scan field;
  • Enable scanning — the cursor is somewhere else. Click the button to put it back;
  • Scanning… — a code is being checked.
• Clear — empties the list after you confirm Clear the list?

Place bar (advanced warehouse type, or when a document is open)

• Warehouse and Segment — where the goods go. Both are required.

Add panel

• Two tabs: Scan labels and Add manually.
• Document reference — a link at the right of the panel. It opens a field for free text that is saved with the receipt, for example the number of the supplier's delivery note.
• With Scan labels: one large scan field. Under it, a note reports the last scan: the item that was added, or why the code was refused.
• With Add manually: a field where you first choose Products or Components (the small menu at the start of the field) and then the item. Next to it are the quantity with − and + buttons and Add to the list.

The list

One row per item, with the photo, the name, the code, the variant's attributes, a Product or Component badge, the number of labels and the quantity. ✕ removes the row.

A product that ships in several parcels also shows one chip per parcel number and a line such as Complete: 2 pcs. or Missing parcel no. 3. Pieces that have no label yet show a line that tells you how many.

Footer

The footer tells you the state of the list:

• Waiting for the first scan — the list is empty;
• N items ready and Goes into stock: … — with the Confirm receipt button;
• a warning instead of the button text, for example Select a warehouse and segment to submit. or Incomplete unit: finish the set;
• Receipt saved with the time — after a successful receipt. The link Download PDF document gives you the receipt document.

When a document is open

When you receive against an external receipt, the screen changes:

• The place bar shows the document number, the supplier and the progress, for example Posted 4 of 10 pcs.
• The list is titled Delivery. It shows every line of the document with a progress bar: what is already on stock, what was saved earlier and waits for posting, and what you have scanned now. Goods that are not on the document appear under Not on the document.
• Lines with components have their own quantity field. All fills in the quantity that is still missing.
• The document can fix the warehouse and the segment. Then those fields are locked, and an info icon next to the label tells you why.
• Three buttons appear in the bar:
  • Post saved items — shown when goods were saved on the document earlier but not yet posted, and your list is empty;
  • Print labels — prints the labels for the document's products;
  • Leave document — returns to ordinary receiving.

Common tasks

Book a delivery in by scanning

1. Open Warehouse → Operations → Goods receipt.
2. With the advanced warehouse type, check the Warehouse and Segment at the top.
3. Make sure Scan labels is selected and the header button reads Ready to scan.
4. If you want the supplier's document number saved with the receipt, click Document reference and type it.
5. Scan the goods. Scanning the same item again adds to its row.
6. Check the list against the delivery.
7. Click Confirm receipt.
8. In the window Confirm receipt, check the summary and click Submit.

You see Received N items. The goods are on stock. Each line is recorded as a Receipt in the item's movement history.

If some pieces had no label, the window Stick the labels now opens next. See Print labels for goods without labels.

Add goods without a code

1. Click the Add manually tab.
2. In the field, open the small menu at the start and choose Products or Components.
3. Search by name or code and choose the item.
4. Set the quantity. Products take whole numbers. Components can take decimals, depending on their unit.
5. Click Add to the list. The row joins the same list as scanned items.
6. Confirm the receipt as in the task above.

Products added this way have no labels yet. They get label codes when you confirm.

Receive a component in its purchase unit

This works only for a component that has a purchase unit set on its record.

1. Add the component by scanning or by hand.
2. Next to the quantity, choose the purchase unit or the stock unit. The purchase unit is selected first.
3. Type the quantity. The line under it shows the result in the stock unit, for example = 1000 pcs.
4. Confirm the receipt. The confirmation window lists each conversion again.

If the converted quantity is 0, the row turns red and the receipt cannot be confirmed. Type a larger quantity.

Receive a product that ships in several parcels

1. Scan one label from each parcel of the piece. The chips on the row fill in as you go.
2. Read the line under the row. It names the parcel numbers that are still missing.
3. Keep scanning until the row reads, for example, Complete: 1 pcs. The chips then start again for the next piece.
4. Confirm only when no row is short. While a set is incomplete, the footer shows Incomplete unit: finish the set and the button is disabled.

Print labels for goods without labels

After a receipt with unlabelled pieces, the window Stick the labels now lists each product and how many labels it needs. A product in several parcels needs one label per parcel for every piece.

1. Click Print labels (N). The labels open as a PDF in a new browser tab.
2. Print them and stick them on the pieces listed in the window. You do not need to scan them.
3. Click Done. Print again opens the same labels once more.

If you close the window without printing, Complaia asks you to confirm. Without a document these codes cannot be printed later. Labels printed from the product record get new codes, and the warehouse does not know those as received.

Receive against an external receipt

1. Open the document in one of these ways:
   • on External receipts, click a document that is Issued or Receiving;
   • scan the document number (for example GRN-2026-0001) into the scan field;
   • scan a label that was printed for the document, while your list is empty.
2. Scan the goods, or type the quantity on each component line.
3. Click Confirm receipt.
4. Read the window Post document …? It lists what goes onto stock, including goods saved earlier at other stations. Click Post.

If the document still expects more goods, it stays open, and a message confirms that the receipt was posted. When everything has arrived, you see Document … fully received. and the screen returns to the list of external receipts.

Goods that are not on the document are accepted too. The document is then marked as having a surplus.

The letters at the start of a document number depend on your company's language. A Polish company has numbers like PZ-2026-0001. The scanner accepts all of them.

Post goods saved earlier on a document

Goods can be saved on a document without being posted, for example when posting failed at another station. They wait on the document lines as Awaiting posting.

1. Open the document and leave the list empty.
2. Click Post saved items.
3. Check the list in the window and click Post.

Choose where the goods land

This applies to the advanced warehouse type only.

1. In the bar at the top, choose the Warehouse.
2. Choose the Segment.

Do this before you confirm. The place applies to the whole list. When a document names a warehouse or a segment, those fields are locked.

Correct the list before you confirm

1. To remove one item, click ✕ on its row. The row disappears at once.
2. To empty the whole list, click Clear in the header and confirm Clear the list?

Download the receipt document

1. After a successful receipt, look at the footer. It reads Receipt saved.
2. Click Download PDF document. The file covers the products of this receipt.

The link disappears when you add the next item. Every product receipt also has its own PDF in the item's movement history.

Receive on a POS terminal or in the mobile app

• POS terminal: open Warehouse and the tab Receive to stock. You scan labels and component codes, and you can receive against an external receipt in the same way. There is no manual add.
• Mobile app: tap Receive stock on the home screen. It receives product package labels only. Components and external receipts are not available there.

When it doesn't work

What you see	Why	What to do
Label found in history, with the product, the parcel number and Last receipt: …	That label is already on stock. It is not added.	Check the goods. Each parcel has its own label.
This label is already on the receipt list.	You scanned the same label twice.	Nothing. The first scan counted.
Incomplete unit: finish the set	A product has some of its parcels but not a whole set.	Scan the missing parcels named on the row, or remove the row.
A row shows 1/2 parcels although you scanned two labels	Both labels were for the same parcel.	Scan the other parcel.
Nothing happens when you scan	The cursor is not in the scan field.	Click Enable scanning in the header. In the Add manually tab there is no scan field: switch back to Scan labels.
Select a warehouse and segment to submit.	With the advanced type both are required.	Choose them in the bar at the top.
No segments available for receipt. Add a segment in the warehouse card.	The chosen warehouse has no segment.	Add one, see Warehouses.
No product or component with this code was found.	The code is not a label, product code or component code that Complaia knows.	Check the code, or create the product or component first.
This label belongs to an old or unknown package layout.	The label was printed before the product's parcels were changed. Old labels are not accepted.	Print the current labels from the product and relabel the goods, see Packaging.
A variant template cannot be received into stock. Choose a specific product variant.	The code belongs to a product that only groups variants.	Scan or choose the specific variant.
A set has no stock of its own. Receive its products, each one separately.	You chose a set.	Receive the products of the set one by one.
Warehouse “…” has the purpose “…” and does not accept …	The chosen warehouse accepts only products or only materials.	Choose a warehouse that accepts this kind of goods.
This label was printed for document …, so it goes into stock only through that document.	The label belongs to an open external receipt.	Open that document and receive the goods there.
This label is from document …, not from …	You are on one document and scanned a label from another.	Click Leave document and scan the label again.
This label is from document … Confirm or clear the list before opening the document.	Your list already has items, so the document cannot be opened.	Confirm or clear the list first.
Goods cannot be received on this external receipt right now.	The document is a draft, closed or cancelled.	Issue the draft first. For a closed document, create a new one.
Partially saved, and some rows stay on the list	Products and components are saved separately, and one of the two was refused.	What is still listed was not saved. Fix the cause and confirm again. Nothing is booked twice.
The banner Warehouse frozen: stocktake … in progress	A stocktaking session is open. Receiving is blocked for everyone.	Wait until the session is posted or cancelled.

Permissions

To do this	You need
See Goods receipt in the menu and receive products and components	Warehouse: Stock movements (the role editor ticks Warehouse: View with it)
Download the receipt document	Warehouse: Stock movements
Receive in the mobile app	Warehouse: Stock movements

The links at the bottom of the pickers, which open a new product, component or warehouse, are shown only to people who may create those records.

Related

• External receipts — prepare a delivery as a document
• Goods issue — the same screen in the opposite direction
• Stock levels — where the quantities appear
• Identifiers & labels — the labels you scan here
• Stocktaking — the right tool when the shelf and Complaia disagree