Receive / Unreceive Inventory

The purchasing process in Brightpearl allows you to bring goods into stock at the relevant prices and quantities, whilst maintaining the accounting.

Receiving inventory / goods-in

All purchased inventory is received directly against a purchase order.  Using a purchase order ensures that:

  • The correct accounting is created
  • A record of the purchase is retained
  • The supplier account is updated

When items are received on the purchase order, inventory levels are automatically updated which will then trigger item availability on integrated sales channels to be updated.

Although, inventory corrections can be used to add or remove items from stock, this process should only be used to make corrections after a stock take indicates the level to be incorrect.

How to receive inventory

  1. Search for and open the purchase order.
  2. Click the  Receive Inventory  button.
  3. Confirm the quantity received for each item; amend the figure where required. If warehouse locations are being used each item will be received into a location.
  4. To assist in putting the items away in their correct locations click the link to print a "put-away note".
  5. Click the  Submit  button to mark the items as received and update stock levels.

Un-receiving items on a purchase order

This method of correction is the preferred method when dealing with items that have been received on a purchase order by mistake. Un-receiving will remove the required number of items from stock and show them as un-received on the original order. When they do arrive they can be received as normal.

This method can be used as long as:

  • The invoice has not been received on the order
  • The items are still in on hand stock, in other words, if they have not been allocated, fulfilled or shipped on sales. Note that allocation and fulfillment can be reversed in order to free the items up and then un-receive them on the order.

When items are un-received on a purchase order the original accounting created when receiving the items is reversed.

  • Stock/inventory account (nominal) code is credited.
  • Inventory received but not invoiced / Inventory transit account is debited (code set at Settingsse > Company > Accounting: Accounts (Nominals))

How to unreceive items on a purchase order

  1. Search for and open the purchase order.
  2. Click the X received link on any of the order rows.
  3. Select the item for which inventory should be unreceived.
  4. In the pop-up window enter the quantity to be removed and click the Update inventory button. The items are removed from stock and are now waiting to be received on the order.

Deleting a goods-in note

Each time a batch of items are received on a purchase order a goods-in entry is recorded. A whole goods-in note, or batch, can be deleted to mark all the items as un-received. Like un-receiving the specific items as described above this will then show the items as un-received on the original order so that they can be received as normal when they are delivered.

Use this method when:

  • The invoice has been received on the order
  • The items are still in on hand stock, in other words, if they have not been allocated, fulfilled or shipped on sales. Note that allocation and fulfillment can be reversed in order to free the items up and then un-receive them on the order.

When items are un-received on a purchase order by deleting a goods-in note the original accounting created when receiving the items is reversed:

  • Stock/inventory account (nominal) code is credited.
  • Inventory received but not invoiced / Inventory transit account is debited (code set at Settings > Company > Accounting: Accounts (Nominals))

How to delete a goods-in note

  1. Go to  Products > Inventory detail  report and use the filters to find at least one of the items on the purchase order.
  2. In the Actions column on the far right, click the red cross.
  3. Confirm that you wish to delete the batch/goods-in note in the pop-up window by clicking the Delete batch button.

Inventory audit trail

All changes to product inventory levels are recorded on the inventory audit trail.

The inventory audit trail can be viewed for all products, a particular warehouse or a specific product.

Find the full report at Products > Inventory audit trail , or using the Action button for a particular product at Products > List products/services .

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