# Goods Receiving screen The **Goods Receiving** screen lists every goods receipt in the company – drafts, receipts awaiting verification, verified receipts and cancelled ones. It is where you open a new receipt, upload a supplier document for automatic processing, send a receipt for verification and start the verification in the warehouse. **Who sees it:** Primary User · Co-Manager · Sub-Manager · Worker with the goods-receiving manage or verify permission **Used in modules:** `goods receipt` ::: tip TL;DR A receipt is created by hand (**New Receipt**) or from a scanned document (**Receive from Document**), reviewed as a *Draft*, sent to *Awaiting verification*, and only changes stock when someone in the warehouse finishes verification with **Finish verification**. Clicking a row opens its actions. The full process is on the [Goods receiving with AI](/en/modules/goods-receiving) page. ::: ## How to get here - **On the phone:** ☰ menu → **Management** → **Movements** → **Goods Receiving** - **On a computer:** side menu → **Movements** → **Goods Receiving** **Goods receiving with AI** is a paid module that requires an active integration with an ERP that supports receiving: Bina ERP, Priority, SAP Business One, Hashavshevet, Boss Software Solutions or Kod Bina - Minisoft. The module does not work through Excel files. If the module has not been purchased, the menu item is shown locked. Details on the [License & purchases](/en/guide/management/license) and [Integrations](/en/guide/management/integrations) pages. A worker sees the screen only if one of these permissions was ticked for them on the [Users](/en/guide/management/users) screen: **Manage goods receiving (open, edit, send for verification)** or **Verify goods receipts only**. ## What is on the screen  ### (1) Branch picker Shown only when there is more than one branch. It filters the list and also pre-selects the branch for a new receipt. ### (2) New Receipt / Receive from Document - **New Receipt** – opens **New Goods Receipt** for a manual receipt. - **Receive from Document** – opens **Receive Goods from Document** to upload a delivery note or tax invoice. Both buttons are shown only to the primary user, co-managers and sub-managers. A worker with the manage permission does not see them. ### (3) Document processing card Every uploaded document gets a progress card until it is ready. The cards survive leaving the screen. ### (4) Search and filters Filter by status (*All Statuses* / *Draft* / *Awaiting verification* / *Verified* / *Cancelled*) and date range; sort by *Created At*, *Receipt Number*, *Supplier Name* or *Receipt Date*. ### (5) Receipts list Receipts are shown as a table or as cards. Choose with the **View mode** switch (**Table** / **Cards**). On a phone the default is cards, and your choice is kept in the browser. The table has no actions column: clicking a row or a card opens the [actions dialog](#receipt-actions). ## Table columns | Column | Content | |---|---| | **Document Ref.** | The supplier's delivery note or invoice number. If the document had none, the OpticCount receipt number is shown instead (for example GR-00012). On a card this is the card title. | | **Receipt Date** | The date entered on the receipt (default: the day it was created). | | **Supplier** | The supplier's name. Suppliers are managed on the [Suppliers](/en/guide/management/suppliers) page. | | **Branch** | The branch the goods are received into. | | **Receipt Number** | The running number of the receipt in OpticCount. In card view this field is hidden by default; show it through **Fields**. | | **# Items** | Number of lines on the receipt. | | **Total Cost** | Sum of the lines: the document's line total, otherwise unit price × quantity, otherwise catalog cost price × quantity. | | **Verified by** | Who finished verification and on what date. Empty until verification finishes. | | **Status** | See [Statuses](#statuses). | ## Statuses | Status | Meaning | |---|---| | *Draft* | The receipt is being built or reviewed. It can be edited, sent for verification and cancelled. Stock is unchanged. | | *Awaiting verification* | The paperwork is closed and the receipt waits for the goods to be checked in the warehouse. It can be verified or cancelled. Stock is unchanged. | | *Verified* | Verification finished and the quantities actually scanned were added to branch stock. No editing. | | *Cancelled* | The receipt was cancelled and never touched stock. | A receipt created from a document goes straight to *Awaiting verification* when you click **Confirm Receipt** on the review screen. Receipts confirmed before version 3.0.0 show as *Verified*. ## Receipt actions Clicking a row in the table or a card opens a dialog with the document number, supplier, branch, date, who verified, and the status. Below it are only the actions you are allowed on this receipt, each with a one-line explanation. If no action is allowed, you see *No actions are available for you on this row*. | Action | When it appears | Who sees it | What it does | |---|---|---|---| | **Verify Receipt** | *Awaiting verification* | Managers and holders of either receiving permission | Opens the counter page in **Receipt verification** mode: scan what actually arrived against the receipt lines. | | **Reopen for Review** | a *Draft* created from a document | Managers and holders of the manage permission | Reopens the **Review Document Receipt** screen. | | **Download Excel** | always; disabled on *Draft* and *Awaiting verification* | Managers and holders of the manage permission | Downloads the receipt and its lines as an Excel file in the user's language, including a Locations column. On a draft or a receipt awaiting verification the button is disabled with the note *Available once the receipt is confirmed*. | | **Send for verification** | *Draft* | Managers and holders of the manage permission | Moves the receipt to *Awaiting verification*. Needs a branch and every line linked to a catalog item. | | **Cancel Receipt** | *Draft* or *Awaiting verification* | Managers and holders of the manage permission | Asks for confirmation and moves it to *Cancelled*. Nothing is added to stock. | ## New Receipt (manual) 1. Click **New Receipt**. The **New Goods Receipt** dialog opens. 2. Fill in **Branch / Warehouse**, **Supplier Name** (required; searches the supplier list), **Delivery Note / Invoice Number**, **Receipt Date**, **Allocation Number** and **Notes**. 3. Click **Continue to Items**. A draft is created and the counter page opens in **Goods Receiving** mode. 4. Scan or type each item and quantity. 5. Click **Finish Receiving**. You return to the list, where the receipt shows as *Awaiting verification*. ## Receive from Document 1. Click **Receive from Document**. 2. Drop files into the dialog, click **Choose Files** or **Scan Document**. Accepted files: *PDF, JPG, PNG, WebP, HEIC · up to 20MB each*. 3. Click **Start Processing**. The progress card moves through *Queued* → *Identifying document type* → *AI extracting document data* → *Matching to catalog* → *Ready for review*. A failed document shows **Retry**; an upload still in progress can be stopped with **Cancel upload**. 4. Click **Review & Confirm** on the card. The **Review Document Receipt** screen opens. If the upload was cut off, mostly on an iPhone, the message *The file did not reach the server in full* appears. Try again, and if it keeps failing, reload the page and pick the file again. ### Review Document Receipt screen - **Original Document** – the file shown next to the data. It can be hidden, shown half-and-half, or given most of the width. - **Receipt Details** – **Supplier Name** (search the supplier list or **Add new supplier**), **Branch / Warehouse**, **Delivery Note / Invoice Number**, **Receipt Date**, **Allocation Number** and **Notes**. - **Detected Items** – one line per item on the document: **Catalog Assignment**, **Supplier Description**, **Catalog Item**, **Qty**, **UOM**, **Unit Price**, **Line Total** and **Doc. Code / Barcode**. You edit the description, quantity, unit and prices directly in the table; **Add item** adds a line the engine missed, and the trash icon (**Delete line**) removes an unwanted one. - **Catalog Assignment** – a confidence chip on each line: *Certain match*, *Good match*, *Worth checking*, *Manual assignment* or *No match found*. An item that AI suggested for an uncertain line stays at *Worth checking* at most and is never accepted automatically. - **Picking an item** – clicking **Catalog Item** on a line opens **Select Catalog Item**. If the item is not found, **Create new catalog item** opens an item dialog pre-filled from the line: name, item code, barcode, buying price (after the line's discount), unit and supplier, plus other columns from the document's table such as model, colour, size, consumer price and pack quantity. - **Create N missing items** – shown when some lines have no item. Opens a new-item dialog for each such line in turn, pre-filled from the document and the supplier, with *Adding item X of Y* and a **Skip** button. - **Totals** – **Computed Total** against **Subtotal (pre-VAT)**, **VAT** and **Document Total**. - **Review notes** – shown when there is a *Total mismatch* between the lines and the document total, or an allocation-number warning on a tax invoice. - **Confirm Receipt** – sends the receipt to *Awaiting verification* and shows *Receipt sent for verification*. While a branch is missing or some lines have no item, the button is disabled and a red chip next to it lists the reason (the full explanation starts with *Cannot confirm yet:*). Clicking the chip takes you to the first line that has no item. - **Back to list** – on the full page, returns to the list without sending for verification. Document processing has a daily quota. When it is reached you see *Daily AI limit reached* and processing resumes the next day. Manual receipts keep working. ## Verifying and finishing a receipt **Verify Receipt** opens the counter page in **Receipt verification** mode. Three buttons sit at the top of the page: | Button | What it does | |---|---| | **View Verification Status** | Shows a summary of the verified and remaining lines. | | **Back to Goods Receiving** | Returns to the list without finishing. The scanned quantities are kept. | | **Finish verification** | Closes verification, moves the receipt to *Verified* and adds the quantities actually scanned to branch stock. | A line nobody scanned adds nothing to stock. If some lines are not fully verified, **Finish verification** asks whether to finish anyway. Scanning beyond a line's quantity shows a question with a **Record anyway** button. When the connected ERP supports it, **Finish verification** also creates a supplier delivery note in the ERP. For that the supplier must be linked with an external code, otherwise you see *Link a supplier with an external code to this receipt before confirming*. If the ERP rejects the document, the receipt stays *Awaiting verification*. Full details on the [Goods receiving with AI](/en/modules/goods-receiving#verifying-the-receipt-in-the-warehouse) page. ## Dangerous actions ::: danger Finishing verification cannot be undone After **Finish verification** the receipt cannot be edited or cancelled, and the quantities are already in stock. Fix mistakes with a manual count or a supplier return. Check the lines that are not fully verified before finishing. ::: ## Related pages - [Goods receiving with AI](/en/modules/goods-receiving) – upload a document, review, send for verification and verify - [Users](/en/guide/management/users) – give workers the manage or verify permission - [Suppliers](/en/guide/management/suppliers) – manage suppliers and their ERP external codes - [Item catalog](/en/guide/management/catalog) – add items that are missing from the catalog - [License & purchases](/en/guide/management/license) – see credit usage for receipts