FAQ: Receiving Stock

Q: Can I receive stock without a purchase order or bill?

A: Yes. You can create a manual Receive for stock that arrives without a formal purchase document. Go to Inventory → Receive Stock and create a new receive, then enter the items and costs manually. This is common for donations, transfers from other locations, or purchases you didn't formally order.

Q: What happens if I receive the wrong quantity?

A: You can edit the Receive after saving it (before it is finalized). Click the Receive record, make your changes, and save again. If the Receive is already locked or finalized, you may need to issue a return or adjustment—ask your system administrator.

Q: How do I know if a stock item has an expiry date?

A: If your products have expiry dates set up, the Receive form will show an Expiry Date field when you add the item. Fill it in with the date from the supplier's label. Usystems uses this to warn you when stock is nearing or past expiry.

Q: Can I receive stock into multiple warehouses at once?

A: No. Each Receive record is for a single warehouse. If you are receiving the same items into different locations, create separate Receive documents for each warehouse.

Q: Does the cost I enter affect my accounting?

A: Yes. The unit cost you enter in the Receive is recorded as the inventory cost in your accounting system. This cost flows into your balance sheet and cost-of-goods-sold calculations, so make sure it matches your supplier's invoice.

Q: What is the difference between receiving from a PO and receiving from a bill?

A: A Purchase Order (PO) is a formal request for goods before you receive them. When goods arrive, you confirm receipt on the PO, and Usystems auto-generates a Receive. A Bill is an invoice from the supplier after delivery. If the items are in inventory, creating the bill can trigger an automatic Receive. Both methods get you the same result; the choice depends on whether you want to order first and pay later, or handle orders and payment together.