Receiving Requests

A receiving request is a purchase that your accountant sent from SolaCount to the warehouse. When a supplier bill is entered in SolaCount for goods that have not arrived yet, the accountant can send it to SolaStock. The request tells the warehouse what to expect - products, quantities, supplier and agreed cost - but it adds no stock and does not post the bill. Stock is added only when someone in the warehouse confirms what physically arrived, on a Goods Receipt created from the request.

The page exists so that the people who unload trucks work from one clear list: what was ordered, what has been received, what is still outstanding, and which receipts belong to it.

Typical users: warehouse operators and managers who receive deliveries; purchasing approvers who assign the receiving warehouse; accountants who watch the result in SolaCount.

Where to find it

The page is titled Purchase receiving requests, with the note "These purchases were sent by the accountant from SolaCount. A request adds no stock: confirm actual quantities and the warehouse when receiving."

The menu item exists only for members who hold the permission Receive approved purchase orders without changing valuation (Owner, SolaStock Administrator, Inventory Manager, Warehouse Manager, Warehouse Operator, organization Managers and Members). Requests are only meaningful for an organization connected to SolaCount (see SolaCount); without a connection the list is simply empty: "No receiving requests yet. An accountant can send a purchase bill from SolaCount."

Warehouse scope applies. You see requests of the warehouses assigned to you. A request that has no warehouse yet is visible only to people who can approve it (or hold the adjustment permission).

Screen tour

• Status tabs: Active (default, requests still waiting or partly received), Cancelled, History (fully received and cancelled). The choice is kept in the address (?status=).
• If you cannot post with a changed cost, a notice reads "An approved receiving request can be received in its assigned warehouse. An unapproved request needs approval by the purchasing approver first."
• Each request is a card, newest first (up to 100):

A card with the note "Sending was cancelled before Stock accepted it. No receiving request or goods receipt was created." is a cancelled attempt: the accountant withdrew the bill before it reached the warehouse. It appears under Cancelled and History for approvers.

Errors loading a request show The receiving request could not be opened. Check your access and try again. with Retry.

Statuses and what they mean

A request that has an approved warehouse shows the warehouse on the receipt. If the request later changes in SolaCount (for example the bill is posted or edited), the approval applies only to the revision that was approved; a changed request needs a fresh look ("The purchase changed. Refresh and review the latest version."). Once receiving has started, editing or cancelling the purchase in SolaCount is blocked: "Receiving has started. Review the existing receipts before changing or cancelling this purchase."

Approve a request

1. Open Purchasing → Receiving Requests. Find the request with the approve block.
2. Choose the Warehouse where the goods will arrive (your default warehouse is pre-selected when you may use it; only active warehouses you are assigned to are offered).
3. Click Approve receiving request.

SolaStock checks the same things as a purchase order approval: the supplier, products and units must be mapped to SolaCount ("This supplier, product or unit needs a verified connection mapping. Ask the organization integration manager to review it."), the unit conversions must still match, and the currency must be valid. Nothing is added to stock and the bill is not posted. The approval is recorded in the audit log.

Receive the goods

1. Click Receive goods on the request. The goods receipt form opens, with the request, supplier and warehouse filled in. Supplier and items are locked.
2. Each line is pre-filled with the Remaining quantity as both received and accepted. Change them to what actually arrived (the same columns as in Goods Receipts: Received, Accepted, Rejected, Disposition, Lot, Serial, Expiry, Bin).
3. The unit cost comes from the bill: "This receipt uses the approved purchase cost. Only an authorized inventory valuation user may change it."
4. Save the draft, then Post GRN. Posting adds the accepted quantities to stock at the bill's cost and the request moves to Partially received or Fully received.

Specific messages while receiving: "Enter a quantity greater than zero and no more than the remaining 200.", "The actual accepted quantity exceeds the purchase quantity remaining to receive.", "Enter the batch or lot number for this product.", "Enter one serial number for each unit received.", "Enter the expiry date for this batch.", "Choose the product variant being received.", "This receiving request needs approval by an authorized purchasing approver and an assigned warehouse before receiving.", and "The approved warehouse is unavailable to your account. Ask the purchasing approver to review the warehouse assignment."

If the draft was saved but the connection dropped, the form offers Check current status instead of creating a second receipt. The date defaults to today in your own calendar day.

What the accountant sees

After posting, the goods receipt page shows what happened with SolaCount:

A receipt that belongs to a posted supplier bill cannot simply be reversed: "This receipt belongs to a posted supplier bill. Reverse the financial receipt matching and bill through the authorized Finance workflow first, or use the supplier-return workflow; then retry the receipt reversal." For goods that go back to the supplier use Supplier Returns.

How it connects

• SolaCount: the request is created when the accountant sends a purchase bill from SolaCount to the warehouse. The cost, supplier and units are fixed by the bill, so warehouse staff never need valuation permission. See SolaCount.
• Goods receipts: every receipt created from a request keeps the link and shows the request number and the bill status at the last synchronization (Posted or Draft).
• Warehouse notifications: the bell in the top bar tells receiving staff when a request is ready, partly received, fully received or cancelled; see Warehouse notifications.
• Landed costs: freight and duty bills that arrive later are added with Landed Costs.
• Purchase orders: a request does not create or use a purchase order; it is the SolaCount-led way to receive. See Purchase Orders for the SolaStock-led way.

Worked example 1: two deliveries against one bill

Gulf Packaging Supplies LLC bills Al Noor Trading for 500 cartons of PKG-CTN-M (medium shipping carton) at AED 3.20 = AED 1,600.00, bill BILL-2610-0457. Nadia (accountant) sends it from SolaCount. SolaStock creates RR-14.

1. Omar (SolaStock Administrator) opens Receiving Requests. RR-14 · BILL-2610-0457 is Pending receiving: Requested 500, Received 0, Remaining 500. He selects Dubai Main and clicks Approve receiving request. Stock is still 0.
2. The first truck brings 300 cartons. Sara (Warehouse Operator for Dubai Main) clicks Receive goods, leaves Received and Accepted at 300 (she types 300 over the prefilled 500), posts the receipt GRN-000052. The request becomes Partially received: Received 300, Remaining 200. Dubai Main holds 300 cartons at AED 3.20 = AED 960.00.
3. Three days later the second truck brings 200. Sara receives 200 on GRN-000058. The request is Fully received and moves to History. Stock: 500 cartons, AED 1,600.00 (assuming none were there before).
4. Nadia sees Receipt synchronized with SolaCount on both receipts and posts the bill for AED 1,600.00 + 5% VAT in SolaCount.

Worked example 2: a request with no warehouse

A bill for 40 pallets of PAL-EU (wooden pallet) at AED 28.00 arrives while Sara is the only user on shift. RR-15 has no warehouse yet, so Sara (Warehouse Operator without approval permission) does not see it. Omar approves it for Jebel Ali (JA-01). Sara is assigned to Jebel Ali only, so she now sees RR-15 and a bell notification Purchase ready for receiving. The driver delivers only 38 pallets and promises the other 2 tomorrow. She receives 38 on GRN-000060. The request shows Received 38, Remaining 2 and stays Partially received until the last 2 arrive. Jebel Ali holds 38 pallets worth AED 1,064.00 (38 x 28.00).

Worked example 3: the accountant withdraws a bill

Nadia sends BILL-2610-0460 (80 rolls of TAPE-48) and then notices the supplier invoiced the wrong customer. Before anyone in the warehouse touched it she cancels the sending in SolaCount.

1. If SolaStock had not yet accepted the request, nothing was created: there is no RR-n and no goods receipt. Approvers see a card under Cancelled with "Sending was cancelled before Stock accepted it. No receiving request or goods receipt was created."
2. If it had been accepted (RR-16) but nothing received, the request becomes Cancelled. Staff get Receiving request cancelled and the Receive goods button disappears.
3. If one pallet had already been received on GRN-000061, the accountant cannot cancel simply: "A receipt is already confirmed. Reverse it using the normal authorized reversal process before cancelling receiving." Omar reverses the receipt (or returns the goods with a Supplier Return), after which the cancellation goes through. Receipts already recorded are never deleted.
4. After a clean cancellation the accountant can send a corrected bill; it arrives as a new request. A new request is only possible when the earlier one was cancelled before SolaStock accepted any request or receiving operation ("A new receiving request is available only for a cancellation before Stock accepted any request or receiving operation. Existing history is preserved.").

Who can do what

Tips and common problems

Related

• Goods Receipts · Purchase Orders · Supplier Returns · Landed Costs
• Warehouse notifications · Team access · SolaCount · What's new