FAQ: Delivery & Fulfillment

What happens when I mark a bill as received?

When you mark a bill as received, Usystems records that the goods have arrived at your warehouse and adds them to your inventory count. The system also creates an accounting entry that increases your inventory value and records the amount owed to the vendor (accounts payable). The bill status changes to "received" so you and your team know it is complete.

Can I receive only part of a bill if the shipment is incomplete?

Yes. Many suppliers send goods in multiple shipments. You can mark a partial receipt on the bill to add the items that have arrived to inventory, and then update the bill again when the remaining items arrive. This keeps your inventory records accurate as shipments come in.

What if the goods I received don't match what's on the bill?

Stop and contact the supplier before marking the bill as received. Check for:

• Incorrect items (different SKUs or products)
• Wrong quantities
• Damaged goods
• Missing items

Once you confirm what should be received and what should be returned, you can proceed with marking the bill as received for the correct quantity.

Does the estimated arrival date affect my accounting?

No. The estimated arrival date is a planning tool to help you track when goods are expected. It does not affect your accounting ledger or financial reports. Only when you mark a bill as received do accounting entries get posted.

Can I change the estimated arrival date after creating the bill?

Yes. If the supplier notifies you of a delay or early shipment, you can edit the bill and update the estimated arrival date. This keeps your team informed and helps with warehouse planning.

What if goods arrive but I'm not ready to receive them yet?

You can hold the bill in "pending receipt" status for as long as needed. The estimated arrival date can help you remember when goods are waiting. However, once you have the goods physically in your warehouse, it's best to mark them as received promptly to keep your inventory records accurate.

Who can mark a bill as received?

Anyone with permission to edit and mark bills as received. This permission is typically granted to warehouse managers or procurement staff. Check with your system administrator if you cannot see the receive option.

Is there a way to undo a receipt if I made a mistake?

If you marked a bill as received by mistake or need to remove items from inventory, you may be able to create a refund or return note for the bill. The exact process depends on your setup. Contact your system administrator for help with reversing a receipt.