Goods receipt note

Goods receipt note is the internal document used to confirm what products entered the warehouse after Goods receiving. In Putaway WMS, this document is also shown as NIR.

The NIR is not created before receiving. First, the goods are scanned into a receiving location, then the document is generated from the products found in that location.

Important

The NIR in Putaway WMS is an internal document for stock evidence and traceability. It does not replace the invoice, delivery note, or financial-accounting documents issued in an ERP or accounting system.

In Short

The normal flow is:

1. Receive the goods in Warehouse operations -> Goods receiving.
2. Complete receiving so the receiving location is protected until documentation.
3. Open Documents -> Goods receipt note.
4. Choose the receiving location.
5. Check the products, quantities, received document, currency, and acquisition prices.
6. Save the NIR.
7. Continue with Putaway to move the products to their final locations.

When to Use It

Use Goods receipt note after products have been scanned in receiving and need to be documented.

The page is used for:

• receiving without a supplier order;
• receiving based on a supplier order;
• checking the value of received products;
• keeping traceability for supplier, lots, serial numbers, product condition, and acquisition price;
• printing or downloading the receiving document;
• invalidating a NIR if it was issued incorrectly and must be redone.

NIR List

When you open the page, you see the existing documents.

The list can be filtered by:

• supplier;
• user who created the document;
• date range.

For each NIR you can see:

• NIR number;
• supplier;
• user who created it;
• creation date;
• number of products;
• total quantity;
• total value;
• available actions.

On mobile, the same information is shown as cards, so documents can be checked easily from a phone or tablet.

Generating the NIR

To create a new NIR, press Generate Goods receipt note.

1. Choose the Receiving Location

The first step is choosing the receiving location. Putaway WMS shows the receiving locations relevant to the current warehouse.

Choose the location where the products were scanned. If you do not see the location:

• check that you are working in the correct warehouse;
• check that receiving was completed;
• check that the products are still in the receiving location;
• check that the document was not already issued for those products.

Note

The NIR is generated for the products found in the selected receiving location. Do not add products manually to the NIR from this page.

2. Check the Products in the Location

After you select the location, Putaway WMS shows the products found there.

Check carefully:

• product name;
• SKU;
• quantity;
• unit of measure;
• supplier shown for the selected location;
• acquisition price that you will enter.

Lots, serial numbers, and product condition come from receiving. If you work with products tracked by lot, serial number, or condition, check that receiving was done correctly before saving the NIR. These details appear in the document details after generation.

If you see a difference compared with the physical goods or the received supplier document, do not save the NIR yet. Correct receiving before issuing the document.

3. Fill In the Document Received With the Goods

In the generation area, fill in Document type.

The available types are:

Document type	When to use it
No document	The goods arrived without an accompanying document.
Invoice	The goods are accompanied by an invoice.
Delivery note	The goods are accompanied by a delivery note.
Receipt	The goods are accompanied by a receipt.
Proforma invoice	The goods are accompanied by a proforma invoice.
Contract	Receiving is based on a contract.
Other	The received document does not fit the options above.

If you choose anything except No document, fill in:

• Document number;
• Document date.

Enter the data exactly as it appears on the supplier document.

Important

Do not use No document as a shortcut when the document exists but is not at hand. The choice must reflect the real receiving situation.

4. Check Currency and Exchange Rate

The NIR uses the document currency. If the supplier issued the document in a different currency than the account’s main currency, select the correct currency.

When the document currency differs from the main currency, Putaway WMS shows the Exchange rate field. Check the rate before saving because the document value is calculated from it.

Examples:

• the account works in RON, and the supplier invoice is in EUR;
• the account works in EUR, and the supplier document is in USD.

In these cases, prices are entered in the document currency, and Putaway WMS also shows the converted value in the main currency.

5. Fill In Acquisition Prices

For each product, fill in Acquisition price.

The price must be greater than zero. If a product has no valid price, the NIR cannot be saved.

Use the real acquisition price from the received document or from internal records. This price is important for stock value, reports, and traceability.

6. Check the Total

Putaway WMS calculates automatically:

• the total for each line;
• the document total;
• the converted total, if the document currency differs from the main currency.

Before saving, compare the total in Putaway WMS with the supplier document. If there are differences, check quantities, prices, and currency.

7. Save the NIR

Press Save Goods receipt note only after all information is correct.

After saving:

• the NIR receives a number;
• the document appears in the list;
• products are linked to the NIR;
• products are included in stock calculations;
• products with condition Good become available according to the existing reservation rules;
• products with condition Damaged or Quarantine remain separate from sellable stock;
• the receiving location is ready for the next step, Putaway;
• if receiving was based on a supplier order, the order status is updated depending on what you chose for any missing products.

Note

If the account plan uses credits for document generation, saving the NIR consumes credit according to the active plan.

When Quantities Do Not Match

The generation screen includes the action Scanned quantities do not match the document.

Use this action when, before saving the NIR, you notice that the products or quantities in the receiving location do not match the physical goods or the received document.

After confirmation, the receiving location is unlocked for correction. Go back to Goods receiving, correct the products, complete receiving again, then return to the NIR.

Important

Do not save an incorrect NIR just to correct the differences later. Correct receiving before issuing the document.

Receiving Without a Supplier Order

For receiving without a supplier order, the NIR is based on the supplier and products scanned in the receiving location.

In this case:

• check that the supplier is correct;
• check that all products belong to the current receiving flow;
• fill in the received document or choose No document if the goods really arrived without a document;
• fill in acquisition prices;
• save the NIR.

After saving, the products can continue to putaway.

Receiving Based on a Supplier Order

If receiving was done based on a supplier order, the NIR shows the link to that order.

Putaway WMS compares what was ordered with what was received. The screen may show missing products, meaning products that were ordered but not received in the expected quantity.

For each missing product, you can see:

• SKU;
• name;
• ordered quantity;
• received quantity;
• remaining quantity.

For missing products, choose one of the options:

Option	What happens
Close order	You accept the delivery as final. The supplier order is considered received, and the missing quantities are no longer expected on that order.
Create child order	You keep the difference to be received later. Putaway WMS creates a child order with the remaining products and quantities.

Choose Close order when the supplier will not deliver the remaining products or when you decide to close the difference.

Choose Create child order when the supplier will deliver the remaining products in a future receiving flow.

Tip

If you are not sure what will happen with the missing products, check with the person responsible for purchasing before saving the NIR.

Surplus in Receiving

Surplus means the supplier sent products or quantities greater than those ordered.

Surplus is checked while completing receiving. If it was accepted there, the accepted products also appear in the NIR. If the surplus should not be kept, receiving must be corrected before generating the NIR.

NIR Details

To open a NIR, press the desired document in the list or use View details.

In details you can see:

• NIR number;
• creation date;
• supplier;
• user who created the document;
• company;
• warehouse;
• document currency;
• exchange rate, if applicable;
• document received with the goods;
• products;
• brand;
• SKU;
• serial numbers;
• lots and expiration dates;
• unit of measure;
• product condition;
• quantity;
• acquisition price;
• line total;
• document total;
• people shown for receiving and validation.

The NIR also includes a receiving statement with the supplier and source document. If No document was selected, the statement shows that the goods were received without an accompanying document.

Print, Download, and Export

From the actions menu you can:

• open document details;
• download the PDF;
• print the PDF;
• export to Excel;
• export to CSV.

The PDF is suitable for internal archiving or signing. Excel and CSV are useful for checks, reports, or comparisons outside the application.

Invalidating a NIR

Invalidation is used when the NIR was issued incorrectly and should no longer be treated as valid.

An invalidated NIR remains visible in the list, marked as INVALIDATED, together with the person and time of invalidation.

After invalidation:

• products are no longer treated as documented through that NIR;
• the receiving location can return to the state needed for correction;
• if the NIR was linked to a supplier order, the order status may be restored so documentation can be redone;
• if a child order was created from missing products, it can be cancelled as part of rebuilding the flow.

Important

Credits already used for the NIR and for any generated child supplier order are not returned on invalidation. Saving the NIR again and generating a new child order later may consume credits again, according to the active plan.

After Generating the NIR

After the NIR is saved, receiving is not yet operationally finished for the warehouse. Products are documented and included in stock, but they still need to be moved from the receiving location to their final locations.

The next step is Putaway.

During putaway, products can go to:

• storage locations, for good products;
• quarantine locations, for damaged products or products that must be checked;
• other destinations allowed by the internal flow.

Tip

Do not leave products blocked in receiving after issuing the NIR. Complete putaway so the receiving location can be used for new receipts.

Simple Examples

Goods Received With an Invoice

1. The operator receives the products in location R-Z-1.
2. Receiving is completed.
3. In Goods receipt note, location R-Z-1 is selected.
4. Invoice is selected.
5. The invoice number and date are filled in.
6. Acquisition prices are filled in.
7. The NIR is saved.
8. Products continue to putaway.

Goods Received on an Order, With Missing Products

1. Quantity 10 was ordered.
2. The supplier delivered only 7.
3. The NIR shows remaining quantity 3.
4. If the supplier will deliver the rest, choose Create child order.
5. If the rest is no longer expected, choose Close order.

Wrong Quantity Before Saving

1. The NIR shows 12 pieces, but the supplier document and physical goods show 10.
2. Do not save the NIR.
3. Use Scanned quantities do not match the document.
4. Correct receiving.
5. Complete receiving again and generate the correct NIR.

Common Mistakes

Situation	What to do
The location does not appear when generating	Check the current warehouse and whether receiving was completed.
The total does not match the supplier document	Check quantities, prices, currency, and exchange rate.
A product is missing from the NIR	Check whether it was scanned in receiving in the correct location.
You chose the wrong document type	Do not save. Correct the type, number, or date before saving.
The NIR was saved incorrectly	Use invalidation only if you have permission and a real operational reason.
The order has missing products	Decide whether to close the order or create a child order.

Important Rules

• The NIR is generated after receiving, not before.
• The NIR is generated from a receiving location, not by manually adding products.
• The location must belong to the warehouse you are working in.
• The document received with the goods must be filled in correctly.
• No document is used only when the goods really arrived without an accompanying document.
• Acquisition prices must be filled in before saving.
• If the currency differs from the main currency, check the exchange rate.
• Physical differences are corrected before saving the NIR.
• Missing products from a supplier order are decided at NIR: close order or create child order.
• After the NIR, continue with product putaway.