Skip to Content
Inventory & WarehouseReceiving stock

Receiving stock

Stock enters APEX two ways: against a purchase order (the normal procurement path) or as a direct receive on the part record (found stock, initial load, customer-supplied material). Both create stock units, open cost layers, and write RECEIPT entries to the movement ledger — the difference is what drives the numbers.

Receiving against a purchase order

Use this path when the delivery matches a purchase order — quantities, conditions, and unit costs come from the PO lines, so nothing is re-keyed at the dock.

  1. Open Purchase Orders and click the order.
  2. Check the status pill: only an ISSUED or PARTIALLY RECEIVED order can be received.
  3. Click Receive in the header actions.
  4. APEX receives every outstanding quantity on every line in one step and confirms with “Received into stock.” The RECEIVED meta figure jumps to 100% and the order advances to RECEIVED — the button always completes the order, even one that was sitting at PARTIALLY RECEIVED.

Screen: The purchase order detail — PO number and status pill in the header, a meta row with ORDERED / EXPECTED / CLOSED / LINES / RECEIVED (a percentage), plus SENT once the PO has been emailed; the line grid showing #, Part, Cond, Ordered, Received, Unit cost, Extended; and the action buttons — Receive among them while the order is issued.

What one click creates, per received line:

  • A stock unit in ON_HAND status, with the line’s condition code and unit cost.
  • A cost layer at the line’s unit cost — the basis for cost of goods when the part later ships. See Valuation & planning.
  • A RECEIPT entry in the part’s movement ledger.
  • A numbered receipt record (like RCV-2026-0007) tying the delivery together. Receipt records are kept for trace but have no browsing screen in the console yet.

The value received also posts to your books immediately — inventory goes up and an accrued payable is recorded, which the vendor’s bill later clears against.

The Receive button takes everything still outstanding on the order — there is no per-line quantity prompt in the console. If a delivery is short, don’t receive the order yet, or the missing quantity will be booked as on-hand. Over-receiving is blocked by APEX itself, and imported (read-only) orders can’t be received at all.

Where PO stock lands

PO receipts land automatically at a RECEIVING-type location (your receiving dock). If the workspace has no receiving dock configured, APEX uses the first available location. From the dock, stock is put away as part of your shop’s flow — see Locations & transfers.

Direct receive from the part record

Use this path for stock that has no purchase order behind it. The same form appears in two places:

  • the row peek drawer on the Inventory list (click the part’s row), and
  • the Receive stock section at the top of the part detail page.
  1. Find the part on the Inventory screen and click its row (or open the full part page).
  2. In Receive stock, pick the Location — shown as warehouse/location, e.g. MIA-MAIN/A-01.
  3. Pick the Condition. The peek drawer offers the receivable conditions NE through AR; the part detail form offers all nine codes.
  4. Enter the Qty and the Unit cost — both drive valuation, and unit cost is required.
  5. For a serialized part, enter the Serial (opt) — one receive per serial, quantity 1.
  6. Click Receive. The toast confirms (“Received into P/N.”) and on-hand, value, and the movement ledger update immediately.

Screen: The part detail’s Receive stock cell — a single row of fields: Location (searchable dropdown), Condition, Qty, Unit cost, Serial (opt), and the Receive button at the end of the row.

Tip — suspect or unevaluated units: receive them as AR into a QUARANTINE-type location so they stay out of Free to sell and physically segregated until inspection disposition. See Locations & transfers and the Compliance guide.

Tip — serialized parts: receive each serial as its own line with quantity 1. A serial number identifies exactly one physical piece; batching a quantity under one serial breaks trace.

Receiving on the mobile app

The warehouse crew can receive from a phone — scan the part label and the bin label, key the quantity and cost, done. The mobile Receive screen works offline and syncs when the device reconnects, and each scan is booked exactly once even if the connection drops mid-sync.

Note that a mobile receive is a direct receive: it does not tick quantities off a purchase order’s lines. Receive PO deliveries from the PO detail screen so the order’s received figures stay true.

See the Mobile guide for the scanning workflow, and the Warehouse quick start for a day-one walkthrough.

OverviewLocations & transfers