Receiving inspection

APEX has no software gate between the dock and the shelf — receiving inspection is a procedure your shop runs before the click, backed by the one control that does enforce itself: the condition code. This page teaches that procedure.

What receiving does — and does not — enforce

• Clicking Receive on a purchase order books every outstanding quantity on every line straight to ON_HAND, at each line’s condition code — in one click, with no per-line prompt and no inspection step in between. See Receiving against a purchase order.
• A direct receive on the part record books the unit at whatever condition you pick in the form. See Direct receive from the part record.
• The condition is fixed at receive: the console has no control to change a unit’s condition afterwards. What you book at the dock is what protects — or exposes — you.

The dock decision

The inspection routine, step by step

Run this before anyone touches the Receive button:

1. Match the packing slip against the purchase order’s lines — part numbers, quantities, conditions. Open the PO in Purchase Orders and compare against the line grid.
2. Check the paperwork is complete for the condition claimed: an OH or SV unit should arrive with its release certificate (8130-3, EASA Form 1), a new unit with its C of C or material cert, trace paper per your customer requirements. The document taxonomy lists every type APEX files.
3. Verify serial numbers on the units against the paperwork.
4. Capture photos of the unit, data plate, and any shipping damage from the mobile app — see Photos at receiving below.
5. If everything matches: click Receive on the PO detail. Stock books in at the line conditions and lands at your RECEIVING-type dock location.
6. Upload the delivery paperwork — packing slip, certs — to the purchase order’s Documents panel (+ Add document), so the receipt and its evidence live together.

Quarantining suspect material

For material that has no purchase order behind it — customer-supplied units, cores, found stock, anything of uncertain pedigree — book it so the system itself keeps it out of sales:

1. Open the part on the Inventory screen and use the Receive stock form (row peek or part detail).
2. Set Condition to AR (As Removed). This is the control that matters: AR units are excluded from Free to sell automatically.
3. Set Location to a QUARANTINE-type location. This is the physical side — the cage or shelf that keeps hands off the unit.
4. Enter quantity, unit cost, and the serial for serialized parts, then click Receive.

Why condition first, bin second: APEX computes what is sellable from the condition code, not the location. A unit received as SV and parked in the quarantine cage still counts toward free-to-sell and can be quoted. The bin protects the hardware; only the condition protects the data. Read the canonical warning in Quarantine: segregating suspect stock.

Disposition. When inspection later condemns the unit, use Scrap on the part detail’s stock units table. If the unit passes and should become sellable, remember the console cannot edit its condition — the practical path today is to scrap the AR unit and re-receive it at the passed condition and the same cost, noting the inspection result in the part’s documents.

Photos at receiving

The mobile app captures receiving-inspection photos and files them against the exact unit:

1. On a phone, open the mobile app and tap Photo (the home tile reads “Inspection capture”).
2. Scan the stock unit’s label — or type the unit id.
3. Take the picture with the rear camera and tap Attach photo.
4. The photo is stored on that stock unit’s document trail as a Photo-type document. Unlike the other mobile operations, the picture itself uploads at capture time — if you have no signal at the dock, retake the photo once you’re back in coverage.

Screen: The mobile Photo screen — a scan field labeled “stock unit”, the hint “Scan the unit, then capture a receiving-inspection photo.”, a camera capture control, and the Attach photo button.

See the Mobile guide for scanning and offline behavior.

Roles: Receiving and photo capture are open to any staff member with inventory access — the warehouse crew runs this without waiting on a supervisor. What matters is the routine, not the role.