Goods Receiving – how to receive a supplier delivery into stock

TL;DR

The office prepares the receipt: upload a delivery note or invoice (photo or PDF) and OpticCount extracts the lines and matches them to your catalog, or open a manual receipt and scan. After review the receipt moves to Awaiting verification. In the warehouse, someone scans what actually arrived and clicks Finish verification – only then do the verified quantities go into branch stock. The module needs a supported ERP integration; every receipt line costs one credit.

Who this is for and when

Goods Receiving is for businesses that take deliveries from suppliers and want branch stock updated without typing dozens of lines by hand. The process is split between two roles: whoever prepares the receipt against the document (usually in the office), and whoever checks the goods that actually arrived (usually in the warehouse).

You use the module in two situations:

• A delivery arrives with a document – photograph or upload it and let the engine build the receipt.
• A delivery arrives without a usable document – open a manual receipt and scan the items off the pallet.

Who sees the tab and what each user can do

The Goods Receiving tab is shown according to the permission level and two individual permissions. You tick the individual permissions for a worker in the user edit dialog on the Users screen. They appear there only when the company has the Goods Receiving module.

User	What they see and do
Primary user, co-manager, sub-manager	Everything: open receipts with New Receipt and Receive from Document, review, send for verification, verify, cancel and download Excel
Worker with Manage goods receiving (open, edit, send for verification)	Sees the receipts list; Reopen for Review, Send for verification, Cancel Receipt, Download Excel and Verify Receipt. The New Receipt and Receive from Document buttons are shown to managers only
Worker with Verify goods receipts only	Sees the receipts list and can only Verify Receipt on a receipt awaiting verification
Worker with neither permission	The tab does not appear in the menu

Before you start

• The company has an active integration with an ERP that supports goods receiving: Bina ERP, Priority, SAP Business One, Hashavshevet, Boss Software Solutions or Kod Bina - Minisoft. Priority, SAP Business One and Hashavshevet are connected together with the OpticCount team. The module does not work through Excel files. See Integrations.
• The Goods Receiving module is part of your license. If it is locked, clicking the tab opens the Unlock Goods Receiving dialog marked Requires ERP integration. See License & Purchases.
• The company has a credit balance. Every new receipt line costs one credit the moment it is created – including lines in a draft that is never sent for verification. A company at zero credits cannot open a receipt or upload a document.
• The incoming items exist in the item catalog, or you create them on the review screen. A line that is not linked to a catalog item blocks sending the receipt for verification.
• Optional: the supplier is set up under Supplier Management. If your integration creates supplier delivery notes in the ERP, the supplier must have an external code.
• Supported files: PDF, JPG, PNG, WebP and HEIC, up to 20MB each (the on-screen hint reads PDF, JPG, PNG, WebP, HEIC · up to 20MB each).

The life of a receipt

Every receipt goes through three stages. Stock changes only in the last one.

Status	What happens at this stage	Who handles it	Affects stock?
Draft	The lines are built and checked against the document	A manager, or a worker with Manage goods receiving	No
Awaiting verification	The paperwork is closed; the goods wait to be checked in the warehouse	Anyone who can verify	No
Verified	Verification finished and the quantities actually scanned went into stock	–	Yes
Cancelled	The receipt was cancelled before verification	–	No

Receipts confirmed before version 3.0.0 now show as Verified.

Two paths

Path	When	How lines are added	Where the receipt goes next
Receive from Document	You have a delivery note or invoice	The engine extracts the lines from the document and you review them	Confirm Receipt on the review screen → Awaiting verification
New Receipt (manual)	No document, or you count off the pallet	You scan items on the counter page in receiving mode	Finish Receiving → Awaiting verification

On both paths stock changes only when someone clicks Finish verification at the end of the warehouse check.

Step by step – receiving from a document

Uploading the document

1. Open Management ← Goods Receiving.
2. Click Receive from Document. The Receive Goods from Document dialog opens.
3. Drag the file onto Drop files here, or click Choose Files. On a phone, tap Scan Document and photograph the delivery note.
4. Optional: add more files. Several files in one upload are merged into a single document – for example three photos of a three-page delivery note.
5. Click Start Processing. The document appears as a card on the tab with a progress bar.

A file that was already processed successfully is not processed again – the app takes you to the existing result. Only a failed file can be uploaded again.

Following the processing

The card shows the current processing stage. You do not need to stay on the page – the cards are kept in the browser and keep updating when you come back.

Stage on screen	What happens
Queued	The file is waiting in line
Identifying document type	The engine classifies it: Delivery note, Tax invoice or Other
AI extracting document data	Supplier details, document number, date, totals and lines are read
Matching to catalog	Each line is matched to a catalog item; X of Y items matched is shown
Ready for review	Click Review & Confirm to open the review screen
Failed	Click Retry – the same file is processed again without re-uploading

If you exceed the daily document-analysis quota, the message Daily AI limit reached appears. Continue with manual receipts and upload again the next day.

The review screen

The Review Document Receipt screen opens as a dialog from the tab, and can also be opened as a full page at /goods-receiving/ai-review/[job number]. The original document is shown next to the form.

1. Check Receipt Details: Supplier Name, Branch / Warehouse, Delivery Note / Invoice Number, Receipt Date, Allocation Number and Notes. The fields are pre-filled from the document and can be edited.
2. Pick a supplier from the list. If the supplier does not exist, click Add new supplier, enter Supplier name and External code (ERP), then click Create Supplier.
3. Pick a Branch / Warehouse. Without a branch you cannot confirm.
4. Go through Detected Items. Each row shows Catalog Assignment, Supplier Description, Catalog Item, Qty, UOM, Unit Price, Line Total and Doc. Code / Barcode.
5. Fix rows flagged Worth checking or No match found: click Catalog Item on the row and choose an item in the Select Catalog Item dialog. If the item is not found, click Create new catalog item. The item dialog opens filled with everything the document said about the item: the name, item code, barcode, buying price, unit and supplier, plus any other columns the document's table had, such as model, colour, size, consumer price and pack quantity. The buying price is the price after the line's discount. Discount, batch and expiry date do not go into the item card.
6. Optional: when there are several new items, click Create N missing items. A new-item dialog opens for each unmatched line in turn, pre-filled from the document and the supplier, with the caption Adding item X of Y. Click Skip to move to the next line without creating an item. At the end a summary says how many items were added and how many lines are still unmatched.
7. Optional: click Add item for a line the engine missed, or Delete line (trash icon) for a row you do not want (shipping, discount).
8. Check the Review notes: Total mismatch appears when the sum of the lines differs from the document total; an Allocation Number warning appears on a tax invoice with no allocation number. Neither warning blocks you.
9. Click Confirm Receipt. The message Receipt sent for verification appears, and the receipt shows in the list as Awaiting verification. Stock has not changed yet.

While something blocks confirmation, a red chip next to Confirm Receipt lists the reason, for example select a store or N line(s) without a catalog item. The full explanation starts with Cannot confirm yet:. Clicking the chip takes you to the first line that has no item.

Match levels in the "Catalog Assignment" column

Label	How the item was found
Certain match	Identical barcode in the catalog (95% confidence or higher)
Good match	Identical item code (85%–95% confidence)
Worth checking	Description similarity only, or an item picked by AI (60%–85% confidence) – check before confirming
No match found	Confidence below 60%, or the engine found no item; pick one manually
Manual assignment	You picked the item on the review screen

When the engine is unsure about a line, AI can suggest an item from the candidates. An item picked by AI is never accepted automatically: the line stays at Worth checking at most until you confirm it.

Step by step – manual receipt

1. Open Management ← Goods Receiving.
2. Optional: pick a branch in the branch selector. It is pre-filled in the next dialog.
3. Click New Receipt. The New Goods Receipt dialog opens.
4. Enter a Supplier Name (required) and pick a Branch / Warehouse. Optional: Delivery Note / Invoice Number, Receipt Date, Allocation Number, Notes.
5. Click Continue to Items. A draft is created and the counter page opens in Goods Receiving mode. The title reads Receiving from [supplier].
6. Scan or type each item that arrived. Scanning the same item again adds to the quantity on the existing line.
7. Click Finish Receiving. The message Receipt N created successfully appears, and the receipt moves to Awaiting verification.

If you leave the counter page before Finish Receiving, the draft stays in the list with the status Draft. Click its row and choose Send for verification to continue, or Cancel Receipt to void it.

Recording locations while receiving

When the Show Location Input Option setting is on, the location field also appears in receiving mode. Enter the location where you are putting the goods, then scan the items you place there. OpticCount records how many units of each line went into each location. When verification finishes, stock is recorded in those locations; units received without a location are recorded in the branch with no location. The receipt's Excel file includes a Locations column.

Verifying the receipt in the warehouse

Verification is the step where you physically count what arrived against the lines on the receipt. Only a receipt with the status Awaiting verification can be verified. The person verifying can be a manager, a worker with Manage goods receiving, or a worker with Verify goods receipts only.

1. Open Management ← Goods Receiving and click the receipt's row.
2. In the actions dialog, click Verify Receipt. The counter page opens in Receipt verification mode.
3. Scan each item that arrived. Each scan adds one unit to the verified quantity on the line. If Show Quantity Window After Scan is on, a window opens for entering the quantity.
4. Optional: tap the quantity on a line to type it directly.
5. Click Finish verification. The message Verification finished and stock updated appears, and the receipt moves to Verified.

What you see while verifying:

• A fully verified line collapses and moves to the end of the list, with a status chip next to the item name.
• An item that is not on the receipt shows Item X was not found in this receipt.
• When you scan more than the line says, a question with the numbers appears (how many received against how many expected). Click Record anyway to record the extra quantity, or close the message to leave the line as it was.
• When every line is verified, All items verified successfully! appears. The page does not close on its own – click Finish verification to update stock.
• View Verification Status shows a summary of the verified and remaining lines. Back to Goods Receiving returns to the list without finishing; the quantities you scanned are kept and you can continue later.

If some lines are not fully verified, Finish verification asks whether to finish anyway. Only the quantities actually scanned are recorded, and the shortfall stays on the receipt. If nothing was verified, the message Nothing has been verified yet on this receipt. appears and the receipt stays open.

What happens next

• Branch stock goes up only by the verified quantity. When verification finishes, a positive count record is created for each line, in the receiving branch, under the user who finished verification, inside the active counting cycle. A line nobody scanned adds nothing. The records appear in Inventory Counts and in reports.
• Verified by. The receipts list shows who finished verification and on what date.
• ERP. If the active integration creates supplier delivery notes, OpticCount posts the receipt to the ERP when you click Finish verification. If the ERP rejects it, the receipt stays Awaiting verification and the message Failed to create the supplier delivery note in the ERP appears. A supplier without an external code shows Link a supplier with an external code to this receipt before confirming.
• Credits. Every new receipt line costs one credit when it is created – in a draft from a document, in a manual draft, and when scanning in receiving mode. Editing quantities, sending for verification, verifying and cancelling are free. See License & Purchases.
• Excel. After verification you can download the receipt and its lines as an Excel file: click the receipt's row and choose Download Excel.

Irreversible action

Finish verification updates stock, and the receipt cannot be edited or cancelled afterwards. Fix a mistake with a manual count on the counter page.

Common problems

• The tab is missing → you have neither goods-receiving permission, or the module was not purchased. Ask a company manager for a permission on the Users screen, or unlock the module under License & Purchases.
• There are no New Receipt and Receive from Document buttons → the buttons are shown only to the primary user, co-managers and sub-managers. A worker with the manage permission works on existing receipts.
• Confirm Receipt is disabled on the review screen → read the red chip next to the button. Usually Branch / Warehouse is empty, or some lines have no catalog item. Link every line to an item, create the missing items, or delete the line.
• There is no Verify Receipt in the actions dialog → the receipt is still a Draft. Click Send for verification first, or ask whoever manages receipts to do it.
• "The file did not reach the server in full" (mostly on iPhone) → try again. If it keeps failing, reload the page and pick the file again.
• "Document is too large for a single pass" → split the file into smaller parts and upload each part separately.
• "AI provider rate limit reached" → wait a minute or two and click Retry.
• "Could not process document" → photograph it again in good light without cropping, or switch to a manual receipt.
• The engine matched the wrong item → click Catalog Item on the row and pick the right item in the Select Catalog Item dialog before confirming.
• "Failed to create the supplier delivery note in the ERP" when finishing verification → check that the supplier has an external code in Supplier Management, then click Finish verification again.
• "Receipt draft not found or already confirmed" on the counter page → the receipt was already sent for verification or cancelled. Go back to the list.
• The total mismatch does not go away → check quantity and unit price on the flagged rows, and Subtotal (pre-VAT) against the document. The mismatch does not block confirmation.

Related pages

• Goods Receiving screen – look up every column, status and action
• Users – give workers the manage or verify permission
• Supplier Management – set up suppliers and their ERP external code
• Item catalog – create items before receiving
• Counter page – learn the receiving and verification modes