Receiving stock into a warehouse

When you purchase goods from a supplier, you need to record them in your warehouse as soon as they arrive. This is called "receiving stock." Usystems lets you record inventory receives manually or automatically from purchase documents.

Before you start

• You must have permission to manage inventory receives.
• You need at least one Warehouse (storage location) set up in your system.
• You should have a Purchase Order or Bill already created, or you can receive stock manually without a document.

Steps

1. Go to Inventory → Receive Stock and click New Receive. Open in Usystems

2. Choose your Warehouse from the dropdown — this is where the stock will be stored.

3. In the Items section, add each product you are receiving:

   • Enter the Product name (or search for it).
   • Enter the Quantity received.
   • Enter the Cost per unit — this is how much you paid for each item.

4. If the goods came from a purchase order or bill, click Link to purchase document and select the document. Usystems will auto-fill the items and costs.

5. Check the Date is correct (it defaults to today).

6. Review the Total cost at the bottom to make sure it matches your invoice.

7. Click Save to record the receive.

Once saved, the stock quantity updates immediately in your warehouse and reports, and the inventory cost is recorded in your accounts.

Accounting impact

When you receive stock, Usystems records the cost as a debit to Inventory (an asset) and a credit to Accounts Payable (if linked to a bill) or a separate asset account (if manual). The exact accounts depend on your chart of accounts setup.

Tips & common mistakes

• Link purchases to documents: If your receive came from a purchase order or bill, always link it so you don't accidentally double-record costs.
• Check quantities and costs: Usystems stores the receiving quantity and unit cost permanently—correct them before saving if they don't match the invoice.
• Multiple warehouses: If you receive into the wrong warehouse by mistake, you will need to transfer the stock later to the correct location.
• Expiry dates: Some inventory types (like food or medicine) may require expiry dates—add them in the product settings if needed.