Receiving Goods

Header data is on the left side of the layout, taking up 1/3 of the layout. It consists of the following fields:

Reference Number - A reference number for the receipt record. This number is automatically created.

Status - A receipt will have one of 3 statuses:

New - Goods have arrived and are ready to be checked in.

Posted - Goods have been checked in and are ready to be put away.

Canceled - The receipt was canceled.

Order Type - Goods can be received against 3 different types of orders:

Purchase Order - Ordered goods coming from a vendor.

Transfer Order - Moving from one warehouse to another warehouse within your system.

Return Order - A return from your customer back to you.

Order Number - The reference number of the Order Type. A left carat icon, when clicked, will navigate the user to that record. When creating a receipt manually, the user will need to manually select which order number is being received. The list of order numbers is filtered, based on the Order Type. If you don't see any order numbers, make sure you have order type is populated. If it is populated, then make sure at least one order of that type is in a status that can be received.

Putaway - The putaway reference number and a left caret to navigate to that record. The field will appear blank until the receipt is posted.

Warehouse - Warehouse name that is receiving the goods.

Created On - Date and time on which this receipt was created in Trayse Inventory. This field is automatically populated.

Received On - Date on which the goods were received. Presumably, this can be the same data as the Created On field. However, having both fields offers more flexibility. For example, a receipt can be created in anticipation of the actual arrival of the goods. The field is editable for manual modifications.

Created By - Name of the logged in user who created the Receipt. This field is automatically populated.

Creating a New Receipt

The most convenient place to create a receipt is via the Receipt button in the process section of the Order layout (bottom of the layout). A receipt can also be created from scratch in the following ways:

Under the secondary menu of Receipt:

By clicking the Add button on the top of the Receipt layout:

By clicking on the application menu Record/New Receipt:

By using the keyboard shortcut of Control+N on Windows and Command+N on Mac.

Importing Receipt Line Items

When you create a receipt from a purchase order, the receipt lines will automatically populate. When you use one of the other methods to create a receipt, you'll need to import the line items. The line items are displayed in a layout object that is called a "portal" in FileMaker terminology. Under the portal are two buttons: Import and Receive All.


The Import button will import all the pending line items from the order line items (purchase order, transfer order, or return order). Purchase orders can be received over multiple shipments from the vendor, so only the pending lines and quantities are imported into the receipt line.

Receive All

Receive all populates the Received field in each line with the value from the Expected field.

There are two exceptions to the receive all process: serial numbers and lots. These need to be manually updated, which is described below.

Receiving Serial Numbers

To receive serial numbers, click on the Serials... button in the line item. Enter the serial numbers in a comma separate format or a return separated format.

The serial numbers will be counted and the received field will automatically be updated.

Receiving Lots

To receive lots, click on the Lot button in the line item. Enter the lot number, expiration date, and quantity.

Posting Receipt

Every receipt line requires quantity received. If the vendor hasn't sent any of that line item, enter a 0.

Once every line item has a quantity received, it can be posted.

The posted receipt creates a transaction record and updates each item's quantity. It also creates a putaway record, which is the last part of the purchasing process.

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