Marking a bill as received (stock into the warehouse)

When a shipment arrives at your warehouse, you need to confirm that the goods have been received and add them to your inventory. Marking a bill as received records this transaction and updates your stock levels.

Before you start

• You must have a bill that is pending receipt (created but not yet marked as received).
• You must have permission to mark bills as received.
• You must be using an inventory-enabled product.
• Confirm the goods physically match the purchase order (correct items, quantities, and condition).

Steps

1. Go to the bill — Navigate to Bills, find the bill you want to mark as received, and open it. Open Bills in Usystems

2. Review the items and quantities — Check that all items listed on the bill match what you have physically received. If quantities are different or items are missing, contact the supplier before proceeding.

3. Look for the receive or fulfill option — On the bill details page, find the button or option to mark the bill as received or confirm receipt. It may be labeled "Mark as received," "Receive goods," or "Confirm receipt."

4. Confirm the receipt details — If prompted, confirm the quantities being received. You may have the option to receive all items at once or split the receipt across multiple dates if items arrive in stages.

5. Complete the receipt — Click the button to confirm. The bill status changes to "received," and the goods are now added to your warehouse inventory.

6. Verify in inventory — Go to Inventory to confirm that the stock levels for the items have increased. Open Inventory in Usystems

Accounting impact

When you mark a bill as received, the system records the cost of goods in your inventory and posts a payable to your vendor account. Specifically:

• Inventory account is debited (increased).
• Accounts payable (vendor payable) is credited (increased).

This entry is made at the receipt date, not the original bill date. If there is a price difference between the bill and what was received, those adjustments are handled separately.

Tips & common mistakes

• Receive goods only if they match the order — If items are damaged, missing, or incorrect, reject them or contact the supplier for a replacement before marking the bill as received.
• Receiving updates your inventory immediately — Once marked as received, the goods count toward your available stock. Do not mark as received if you intend to hold goods in a separate location (e.g., quarantine or quality check area).
• You can edit quantities if items arrive in batches — If a partial shipment arrives and the rest is coming later, you may be able to mark a partial receipt and update the bill again when the remaining items arrive.