Receiving

Steps in the receiving process

Receiving looks simple, but every later process depends on getting it right. A typical flow:

• Check in the truck and match it to an expected delivery (a PO, ASN or transfer).
• Unload and inspect pallets and cartons for visible damage.
• Identify and count each item, ideally by scanning its barcode.
• Capture lot, expiry, serial numbers and license plates where the item needs them.
• Record variances: over, short, damaged, or too little shelf life left.
• Label the stock and move it to putaway, or to quarantine if it needs inspection.

Handling receiving variances

Deliveries rarely match the paperwork perfectly. Say the ASN announces 240 bottles of serum SRM-030, but 228 arrive and 6 of those are cracked. The receiver records 222 good units, 6 damaged units into a damaged status, and a shortage of 12 against the ASN. A supervisor approves the variance, and purchasing takes it up with the supplier.

The rule is simple: record what physically arrived, then deal with the difference. Receiving the paperwork quantity to "keep things clean" plants an error that surfaces later as a short pick.

Receiving vs putaway

Receiving ends when the goods are identified, counted and recorded. Putaway is the next step: moving them from the dock to a storage location. The time from truck arrival to stock being available is dock-to-stock time, and it spans both steps. Many operations separate the two roles so receivers keep the dock clear while putaway drivers work the racks.

Common receiving mistakes

Receiving errors are cheap to prevent at the dock and expensive to find later.

• Receiving cases as units, or the reverse.
• Skipping lot and expiry capture because the truck is waiting.
• Receiving damaged stock as available instead of setting it aside.
• Leaving unknown items on the dock with no record while someone figures out what they are.

How NextStock handles receiving

NextStock receives against POs and ASNs on a mobile browser, reading GS1-128 and DataMatrix barcodes to capture GTIN, lot, expiry and serial in one scan. It captures license plates, records over, short, damage and shelf-life variances for approval, and can receive straight to quarantine. Unknown items are captured as provisional items for the office to activate. See receiving and putaway, and the warehouse receiving process guide.