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Inventory Receive

Overview

The Inventory Receive feature allows users to record inventory received from vendors and add the received items into the inventory management process.

Inventory can be received through the following methods:

  1. Fetch from Invoice — Users can upload a vendor invoice, and the system extracts the available item and purchase information from the invoice.

  2. Fetch from Vendor Email — When Vendor Integration is enabled, the system can automatically fetch vendor invoices from the configured vendor email and use the invoice information to create the inventory receipt.

  3. Manual Entry — Users can manually select inventory items and enter the purchase quantity and unit price when an invoice is not fetched automatically.

After an inventory receipt is created, it follows the inventory receiving workflow:

Pending → Approved → Assigned

  • Pending — The inventory receipt has been created but has not yet been approved. The received quantity is not added to available stock until approval.

  • Approved — The receipt has been approved and the received stock is added to inventory.

  • Assigned — The approved inventory has been assigned to the appropriate Store Room according to the configured inventory assignment rules.

Vendor Integration

When Vendor Integration is enabled for a vendor, the system can automatically retrieve vendor invoices from the configured vendor email. The invoice information is then used to populate the inventory receiving details, reducing the need for manual data entry.

If vendor email integration is not enabled or an invoice cannot be fetched automatically, users can create the receipt using Fetch from Invoice or Manual Entry.

Inventory Receive List

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The list allows users to review the current status of each inventory receipt and identify whether the receipt is pending, approved, or assigned.

The screen provides the following controls and information:

  • Receipt / Invoice Number — Identifies the inventory receipt or vendor invoice associated with the received inventory.
  • Vendor — Displays the vendor from whom the inventory was received.
  • Receipt Date — Displays the date on which the inventory receipt was created or received.
  • Total Items — Displays the number of inventory items included in the receipt.
  • Total Amount — Displays the total purchase amount associated with the receipt.
  • Status — Displays the current stage of the inventory receiving process.
  • Create — Opens the inventory receive creation process.

Inventory Receive Status

The Inventory Receive workflow uses the following statuses:

Status Description
Pending The receipt has been created but is waiting for approval. Stock is not yet updated as approved inventory.
Approved The receipt has been approved and the received stock has been added to inventory.
Assigned The approved inventory has been assigned to a Store Room.

Create Inventory Receive

Click Create from the Inventory Receive list to start the receiving process.

The system provides two methods for creating an inventory receipt:

  • Fetch from Invoice
  • Manual Entry

These methods are described separately because the information is entered differently.

Fetch from Invoice

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The Fetch from Invoice option allows users to upload a vendor invoice instead of manually entering every inventory item.

The system reads the uploaded invoice and extracts the available purchase information. The extracted vendor item information is then matched with the inventory item Vendor mapping configured in System.

Key Fields — Fetch from Invoice

  • Vendor — Identifies the vendor associated with the invoice. The selected vendor is used to determine the vendor-specific item information and mapping.

  • Invoice — Used to upload the vendor invoice. The invoice contains the purchase information that the system uses to extract inventory details.

  • Invoice Number — Identifies the vendor invoice. This value is used to associate the received inventory with the corresponding vendor invoice.

  • Invoice Date — Represents the date shown on the vendor invoice and helps identify when the purchase was made.

  • Item — Displays the inventory item identified from the uploaded invoice after the system processes the invoice information.

  • Vendor Item ID / Vendor Item Name — Represents the item identifier or item name provided by the vendor. The system uses the vendor item information to identify the corresponding SpendWell inventory item.

  • Purchase Quantity — Represents the quantity purchased from the vendor using the item's configured Purchase Unit.

  • Purchase Unit — Represents the unit in which the vendor supplied the item, such as Box, Case, Pack, or Each.

  • Stock Quantity — Represents the quantity that will be maintained in inventory after applying the configured stock conversion.

  • Stock Unit — Represents the unit in which the item is tracked in inventory.

  • Stock Conversion — Defines the relationship between the purchase unit and stock unit.

    For example:

    1 Box = 80 Pieces

    If the invoice contains:

    Purchase Quantity = 5 Boxes

    the system calculates:

    5 × 80 = 400 Pieces

    Therefore:

    Stock Quantity = 400 Pieces

  • Unit Price — Represents the purchase price of one purchase unit according to the vendor invoice.

  • Total Amount — Represents the total purchase value for the item based on the purchase quantity and unit price.

Invoice Item Mapping

When an invoice is uploaded, the system uses the vendor item information to identify the corresponding SpendWell inventory item.

The vendor item must be mapped through Vendor Item Assignment.

If the system cannot identify or map the item, the corresponding information is highlighted as an error and the receipt should be corrected before it can proceed.

Common validation errors include:

  • Vendor Item Mapping Not Found — The vendor item has not been mapped to a SpendWell inventory item.
  • Item Not Found — The extracted item cannot be matched to an existing inventory item.
  • Quantity Missing — The purchase quantity could not be identified from the invoice.
  • Unit Price Missing — The purchase unit price could not be identified from the invoice.

Users should resolve all required validation errors before completing the receipt.

Manual Entry

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Create Inventory Receive
Create an inventory receipt by entering the receipt details, selecting the property and vendor, and providing the invoice and purchase information.


Add Inventory Line Items

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Add Inventory Line Items
Add inventory items to the receipt by selecting the item and entering the purchase quantity and unit price.

The Manual Entry option allows users to create an inventory receipt without uploading an invoice.

This method is useful when the vendor invoice is unavailable, the invoice cannot be processed automatically, or the user needs to enter the received inventory directly.

Key Fields — Manual Entry

  • Vendor — Identifies the vendor from whom the inventory was received.

  • Invoice Number — Identifies the vendor invoice associated with the inventory receipt, when applicable.

  • Invoice Date — Represents the date of the vendor invoice.

  • Item — Used to select the inventory item being received. The item is selected from the items configured for the property.

  • Purchase Quantity — Defines how many purchase units were received from the vendor.

  • Purchase Unit — Displays the unit in which the item is purchased.

  • Stock Quantity — Displays the quantity that will be maintained in inventory after applying the stock conversion.

  • Stock Unit — Displays the inventory unit used to track the item.

  • Stock Conversion — Defines how the purchase quantity is converted into the stock quantity.

  • Unit Price — Defines the purchase price for one purchase unit.

  • Total Amount — Represents the total purchase value for the entered item.

  • Add Item / Add Row — Allows the user to add the selected inventory item to the receipt and enter additional items.

Manual Item Entry Example

If an item is configured as:

  • Purchase Unit: Box
  • Stock Unit: Piece
  • Stock Conversion: 80

and the user receives:

Purchase Quantity = 3 Boxes

the system calculates:

3 × 80 = 240 Pieces

The receipt therefore contains:

Purchase Quantity: 3 Boxes
Stock Quantity: 240 Pieces

Create and Submit Inventory Receipt

After entering the required inventory information using either Fetch from Invoice or Manual Entry, the user completes the receipt creation process.

Steps

  1. Navigate to Inventory Receive from the Inventory Management section.
  2. Click Create.
  3. Select the required receiving method:
    • Fetch from Invoice, or
    • Manual Entry.
  4. Select the Vendor.
  5. Enter or verify the invoice information.
  6. Add the inventory items.
  7. Verify the Purchase Quantity, Purchase Unit, Stock Quantity, Stock Unit, Stock Conversion, and Unit Price.
  8. If using Fetch from Invoice, review all extracted items and resolve any mapping or validation errors.
  9. If using Manual Entry, select the required item and enter the purchase quantity and unit price.
  10. Add additional items if required.
  11. Review the complete inventory receipt.
  12. Save the receipt.
  13. The newly created receipt is placed in Pending status.

Approve Inventory Receive

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The Approve process confirms that the inventory receipt has been reviewed and that the received inventory can be added to the property's inventory stock.

Pending Status

When a receipt is created, it initially has the status:

Pending

At this stage:

  • The receipt has been recorded.
  • The received items can be reviewed.
  • The receipt has not yet been approved.
  • The approved inventory stock has not yet been updated.

Approval Details

Before approving the receipt, the user should verify:

  • Vendor
  • Invoice information
  • Inventory items
  • Purchase quantity
  • Purchase unit
  • Stock quantity
  • Stock unit
  • Stock conversion
  • Unit price
  • Total amount
  • Item mapping and validation information

Approve Steps

  1. Open the Inventory Receive list.
  2. Locate the receipt with Pending status.
  3. Open the receipt.
  4. Review the vendor and invoice information.
  5. Review all inventory items and quantities.
  6. Verify the purchase and stock unit conversion.
  7. Verify the unit price and total amount.
  8. Resolve any validation errors, if present.
  9. Click Approve.
  10. The receipt changes from Pending to Approved.
  11. The approved received quantity is added to inventory stock.

Assign Inventory

Step 1 – Assign Inventory
After the inventory receipt is approved, click the Assign (+) icon to begin assigning the approved inventory to a Store Room.


Step 2 - Review and Approve Assignment

Step 2 – Review and Approve Assignment
Review the quantity automatically assigned to the Store Room. If required, update the quantity before selecting Approve & Assign to complete the inventory assignment.

After the inventory receipt is approved, the received inventory can be assigned to the appropriate Store Room.

The assignment process determines how the approved inventory should be distributed among configured store rooms.

Store room assignment can be handled automatically or manually depending on the configured Auto Assign Received Items setting.

Assignment Details

The Assignment Details provide an audit trail for inventory assigned to a Store Room. Users can first review the Assignment List and then click an assignment to open its detailed information.

Step 1 – Assignment List
Review the inventory assignment list and identify the required assignment. The list displays the Store Room, Store Room No., Items Assigned, Assignment Type, and Status. Click the required assignment to view its details.


Step 2 - Assignment Details

Step 2 – Assignment Details
View the selected assignment in detail, including the Store Room, assigned inventory, quantity, assignment type, assigned user, assignment date and time, and current status.

The assignment record provides the following information:

  • Assignment ID — Unique identifier for the inventory assignment. This ID can be used to trace and reference a specific assignment record.

  • Store Room — Identifies the Store Room to which the inventory was assigned.

  • Store Room No. — Displays the unique Store Room number or code associated with the Store Room.

  • Item — Identifies the inventory item included in the assignment.

  • Assigned Quantity — Displays the quantity of the item assigned to the Store Room.

  • Stock Unit — Identifies the unit in which the assigned quantity is recorded.

  • Assignment Type — Identifies how the assignment was created, such as Auto or Direct Assign.

  • Assigned By — Identifies the user who performed the inventory assignment.

  • Assignment Date / Time — Records when the inventory assignment was performed.

  • Status — Displays the current status of the assignment.

Audit Trail

The assignment information provides traceability from the approved inventory receipt to the final Store Room assignment.

For audit purposes, users can verify:

  • Assignment ID — Which assignment was performed.
  • Store Room — Where the inventory was assigned.
  • Item — What inventory item was assigned.
  • Assigned Quantity — How much inventory was assigned.
  • Assignment Type — Whether the assignment was automatic or directly performed.
  • Assigned By — Which user performed the assignment.
  • Assignment Date / Time — When the assignment occurred.
  • Status — The current state of the assignment.

This provides a clear audit trail of inventory movement from Approved Inventory → Store Room Assignment.

Inventory Receive WorkFlow

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Important Notes

  • Inventory receipts can be created using either Fetch from Invoice or Manual Entry.
  • Invoice-based receiving depends on correct Vendor Item Assignment to map vendor items to SpendWell inventory items.
  • All required invoice extraction and item-mapping errors should be resolved before approval.
  • Purchase Quantity represents the quantity purchased using the purchase unit.
  • Stock Quantity represents the quantity maintained in inventory using the stock unit.
  • Stock Conversion is used to convert the purchase quantity into the stock quantity.
  • Example: 1 Box × 80 = 80 Pieces.
  • A newly created receipt remains Pending until it is approved.
  • Inventory should be reviewed carefully before approval because approval updates the inventory stock.
  • Only approved inventory proceeds to the Store Room assignment process.
  • Store Room assignment determines where the approved inventory will be stored.
  • Auto Assign Received Items can be used to prepare assignments based on Store Room inventory requirements.
  • Approval Required on a Store Room determines whether the assignment requires an additional approval step.
  • The final Assigned status indicates that the approved inventory has been assigned to its Store Room.
  • The complete process provides traceability from the original vendor receipt through approval and final Store Room assignment.
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