Receiving and putaway without the paper
Receiving is where inventory accuracy is won or lost: a wrong count or a missing lot at the dock follows the stock for months. NextStock receives against advance shipping notices and purchase orders, captures lot, serial and license plate as goods arrive, and directs each pallet or case to a bin.
Highlights
Receive against ASNs and POs
Expected quantities are on screen, and split deliveries receive against the same order until it is complete.
Variances with approval
Over, short, damaged and short-shelf-life receipts raise a variance that the office approves or rejects.
Receive to quarantine
Incoming stock can be held for inspection so it can't be allocated before it is released.
Directed putaway
NextStock suggests a bin and the operator confirms by scanning it. A different bin needs a reason.
Common receiving problems
Most receiving errors come from the same few habits: counting against the paperwork instead of the goods, skipping lot and expiry capture when the dock is busy, and leaving pallets in the receiving area for days. Each one inflates dock-to-stock time and makes the system disagree with the shelf.
The fix is to make the right step the easy step: expected quantities on the screen, scans instead of typing, and a clear next task for every received pallet.
How receiving works in NextStock
Inbound starts with a purchase order or an ASN, created in the office, by import or through the API.
- Purchase orders go through approval, are sent to the supplier with attachments, and accept split deliveries
- At the dock, the operator scans items; GS1 labels fill in lot, expiry and serial in one scan
- Lot-tracked SKUs require a lot, and serial-tracked SKUs require one serial per unit
- Goods can be received onto a license plate so the pallet moves as one
- Unplanned items can be allowed or blocked per setting; unknown items become provisional items for the office to activate
Handling variances and exceptions
When what arrived doesn't match what was expected, NextStock records a variance instead of silently accepting it. Over, short, damage and shelf-life variances wait for approval, and each decision is recorded against the receipt. A minimum remaining shelf life can be set per SKU or per client.
Mistakes at the dock can be undone cleanly. A receipt line can be voided while the stock is still untouched at receiving, but not once putaway has started or the stock has been allocated. For the purchasing side, see purchasing and replenishment.
How directed putaway works
Each received line or pallet becomes a putaway task with a suggested bin. Suggestions follow a clear order of reasons.
- Quarantine location for stock received into inspection
- Pick-face top-up when the pick face for that SKU is below its level
- Consolidation into a bin that already holds the same SKU
- An empty bin with room for the stock
Putaway checks and exceptions
The operator confirms by scanning the destination bin. If the bin can't take the stock, the scan is rejected. If the operator chooses a different bin than suggested, NextStock asks for a reason, which tells you over time where your suggestions don't match reality.
Small operations can skip the separate putaway step. A warehouse can be set to store goods as they are received, so the operator scans the bin at the dock and the stock is home in one pass.
Who receiving and putaway is for
Brands receive from a handful of manufacturers and care most about lot capture and speed. For 3PLs, each client's ASN arrives with the owner recorded on every line, and clients can get receipt emails when their goods are in. Distributors run many POs with split deliveries and supplier-specific pack sizes. Our warehouse receiving process guide covers dock layout and staffing.
Built for
Frequently asked questions
Short, direct answers to the questions warehouse teams ask most.
Can I receive without an ASN or purchase order?
Yes, if the warehouse allows unplanned receipts. You can also block them, so everything arriving must match an expected document. Items with no record at all can be captured on the floor as provisional items and activated by the office, so the dock isn't held up by a missing catalog entry.
What happens when a delivery is short?
The receipt records what actually arrived, and the shortage becomes a variance for approval. The purchase order stays open for split deliveries, so a later truck can bring the rest. Approved variances are recorded against the receipt, which helps when you raise the shortfall with the supplier.
How does NextStock pick a putaway bin?
It suggests quarantine first for inspected stock, then a pick face that needs topping up, then a bin already holding the same SKU, then an empty bin with room. The operator scans the bin to confirm. Choosing a different bin is allowed but requires a reason, which is recorded.
Can I undo a receipt entered by mistake?
Yes, while the stock is still untouched at receiving. A receipt line can be voided until putaway has started or the stock has been allocated to an order. After that, correct it with a movement or an adjustment so the history stays accurate.
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