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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

Warehouse receiving is where incoming shipments are logged into inventory. This is the starting point for inventory accuracy and is paired with purchase orders to track what arrived versus what was ordered.

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Receiving Workflow

The typical warehouse receiving flow is:
  1. Vendor shipment arrives at dock
  2. Staff member scans or manually enters the PO number
  3. System displays all open items on that PO
  4. Staff member physically counts items or scans barcodes
  5. Staff member selects the receiving bin for each item
  6. Staff member confirms the receipt
  7. Items are now in inventory in the assigned bins

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Start a Receipt

  1. Go to Warehouse or navigate to your receiving station.
  2. Scan or enter the PO number, or click Find PO.
  3. Search by vendor name or PO number.
  4. Click the PO to open it.
  5. Click Receive in the PO detail.
PO entry screen showing search and list of open POs

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Enter Receipt Quantities

For each line item on the PO:
  1. Review the ordered quantity
  2. Count the physical items (or scan to verify)
  3. Enter the quantity received
  4. If you are not receiving all items, leave unordered items blank or zero
  5. Press Enter or Tab to move to the next item
The system calculates how many units remain open on the PO.
Receiving form with item quantity fields

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Assign Bins

If your warehouse uses bins (see Bin Setup):
  1. After entering receipt quantity, locate the bin assignment field
  2. Click the dropdown or start typing the bin ID
  3. Select the destination bin (typically a receiving or staging bin)
  4. Confirm the selection
Items will be moved to this bin and tracked there until picked for fulfillment.

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Verify Unit Cost

The unit cost is crucial for accounting:
  • It matches the PO cost
  • When the vendor bill arrives, accounting uses this cost to match the invoice
  • If the cost is blank, the receipt cannot be completed
If the cost differs from the PO (vendor gave a discount, etc.), you can edit it before confirming. Accounting will note the variance later.

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Complete the Receipt

  1. Review all quantities, bins, and costs
  2. Click Confirm Receipt or Complete
  3. The system processes the receipt:
    • Items are added to inventory in assigned bins
    • PO status updates (Processing if partial, Fulfilled if complete)
    • An inventory transaction record is created
  4. Arcus displays a confirmation message with the receipt number
Receipt confirmation showing items received and status update

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Partial Receipts

You can receive part of a PO multiple times:
  • First shipment: receive 100 of 250 units. PO stays in Processing status.
  • Second shipment arrives later: receive 150 more units. PO still in Processing.
  • Final shipment: receive the last 0 units (vendor is short). Mark PO as “Closed Short”.
This flexible receiving supports just-in-time inventory and handles late or split shipments from vendors.

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Over-Receipt Prevention

If you try to receive more than ordered:
  • The system blocks the over-receipt
  • You see an error message: “Cannot receive more than ordered”
  • This prevents accidental duplicate inventory
If the vendor sent extra items by accident, escalate to your manager for authorization to receive more.

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Troubleshooting

“Unit cost is required” - Every line must have a cost per unit. If cost is blank, contact the PO creator or check the vendor agreement. “PO does not exist” - Verify the PO number is correct. The PO may still be in Draft status (not yet active for receiving). “Cannot find the bin” - The bin may not be set up yet. See Bin Setup to create receiving or storage bins first. “Items are damaged on arrival” - Receive them to a Quarantine bin if your warehouse has one. Note the damage in the activity timeline and escalate to your manager.

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After Receiving

Once items are in inventory:
  • The warehouse has them in assigned bins
  • Finance is ready for the vendor bill (when it arrives)
  • Pickers can fulfill orders that use these items
  • Cycle counts can verify the received quantity later

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Accounting Impact

Receiving does not immediately post GL entries. When you receive:
  • Inventory quantity increases in the system
  • An Inventory Transaction record is created
  • When accounting enters the vendor bill, they match it to this receipt for a 3-way match

Bin Setup and Management

How to organize bins for receiving and storage.

Receive Against a Purchase Order

Detailed purchasing guide for recording receipts.

3-Way Match

How accounting matches receipts to bills.