Add a stock arrival

When a supplier delivers goods, you log them as a stock arrival. Each arrival names the supplier, the items, and the warehouse location they go into.

Before you start

  • The supplier and contact person must exist. See Suppliers.
  • The product head and code must exist. See Products.
  • The warehouse, room, and rack where you are placing the stock must exist. See Warehouses.

Open the form

  1. Open Inventory in the sidebar and click In Stock.
  2. Click Add Entry at the top right. The form opens with the heading Add Stock Entry.

Fill in the supplier

  1. Pick the Select Supplier.
  2. Pick the Select Contact Person.
  3. Add the supplier's invoice number — for example INV-001.
  4. Add any header-level notes — Any notes….

Add items

For each item being received:

  1. Pick the Select Category, then the Select Code.
  2. Choose the Unit.
  3. Set the Tax rate.
  4. Open the make/HSN popover and pick Select Make — if no category is set, the field reads Choose a category first.
  5. Open the location popover and pick Select Godown, Select Room, and Select Rack. The room and rack pickers are enabled in cascade.
  6. Enter the quantity and price.
  7. Add any item-specific notes — Add custom notes for this product….

Repeat for every line on the supplier's invoice.

Save

Save the arrival. If your firm uses the approval permission, the arrival sits under Pending Approvals until an authorised user approves it. Once approved, stock appears in the Stock snapshot.

Recording an arrival from a purchase order

If the goods arrived against an open PO, open In Stock → Pending Arrivals instead, click View on the PO row, and use the upload action there. The form is pre-populated from the PO; items already added show as Already in list so you do not duplicate them.

Common questions

Can I split one item across two locations?

Yes. Add the same item twice with different Godown, Room, or Rack selections.

What happens if I make a mistake?

If the arrival has not yet been approved, you can edit it from its row. After approval, raise a transfer or talk to your administrator about reversing it.

Last updated 2026-04-30