Help centre / Warehouse Management

Goods Inward Register

When a vehicle arrives, the gate logs what came before anything is counted: the supplier, the papers, the transporter, the boxes. The Receiving desk then ties the receipt to that entry, where the voucher type asks for it, and the goods receipt voucher carries it.

1What this screen is for #

Menu path: Warehouse Management > Inbound > Goods Inward Register. Route /warehouse/goods-inward .
The register the desktop kept ( Goods Inward Register under Transactions), on the web for the first time. Entries of the branch you signed in to.
An entry is open to receipts while it is not cancelled and its total quantity is not used up by the receipts tied to it. The Receiving desk offers only open entries.
A voucher type asks for the entry when Track Goods Inward ID is on in Voucher Manager; the receipt then cannot be finished without one.
An entry tied to a receipt cannot be altered or cancelled - cancel the receipt voucher first. Entries are cancelled, never deleted .

2Step by step #

Press Add (F3) when the vehicle is at the gate.
Give the day it arrived and the supplier picked from the ledger accounts; the invoice and LR numbers and dates, the transporter and vehicle, the boxes and the total quantity as far as known.
Note what the gate sees: the driver's name and phone , the gate pass number , the seal number before the seal is broken, and a photo of the vehicle, seal or load from the phone's camera - all optional.
Press Save (F5) and confirm. The entry's number is what the receipt quotes.
On the Receiving desk , pick the entry in Gate entry and receive the goods. The voucher posted carries the entry's number.
A vehicle turned away, or an entry made twice: pick it and press Cancel entry , with the reason.

3Toolbar & keyboard #

Find (F2) puts the cursor in the find box; the list narrows as you type - by number, supplier, invoice, LR, transporter, vehicle, driver, gate pass or seal. Open entries only hides what receipts can no longer use.
Take or choose a photo opens the phone's camera (or a file picker on a computer); the picture is shrunk on the device and goes up with Save. Remove the photo drops it with Save. The small picture opens full size in a new tab.
Add (F3) , Modify (F4) , Save (F5) with a confirm (OK focused); after a save the entry stays on screen in view mode.
Cancel (Esc) asks before dropping what was typed; in view mode Esc closes the page.
Cancel entry stands where Delete would: an entry is marked Cancelled with the reason and kept.
Enter moves from field to field; the last Enter lands on Save.

4If something does not work #

"Give the date the goods arrived." / "Pick the supplier - the ledger account the goods came from."

Why: An entry needs at least the day and the supplier - a ledger account picked, not a name typed (its name is kept beside the account); everything else - invoice, LR, transporter, vehicle, boxes, quantity, driver, gate pass, seal, photo - may be filled in later with Modify. An entry typed before the account was asked for shows its old name until an account is picked.
What to do: Fill them in and save again. The account must exist: add the supplier on the ledger master first.

"The driver's name can't exceed 100 characters." / "The driver's phone can't exceed 30 characters." / "The gate pass number can't exceed 50 characters." / "The seal number can't exceed 50 characters."

Why: A column's width. The driver, gate pass and seal are the gate's own notes, all optional.
What to do: Shorten it.

"The driver's phone takes digits, spaces, + - ( ) and / only."

Why: The phone number is kept so it can be dialled: digits with the usual separators, at least one digit.
What to do: Type the number as it is dialled, for example +91 98765 43210; put anything else in the remarks.

"The photo must be a picture (JPEG, PNG or WebP)."

Why: The file picked is not an image.
What to do: Take a photo with the camera, or pick an image file.

"The photo is over 2 MB ..." / "The photo is over 2 MB even after shrinking - pick a smaller picture."

Why: The screen shrinks a picture to 1280 px before it is sent; one that is still over 2 MB is refused, as is a file the browser could not shrink.
What to do: Pick a smaller picture, or a plainer one.

"Gate entry ... is saved, but its photo was not attached ..." / "... was not removed ..."

Why: The entry is saved by one call and the photo by another, right after it; the second was refused - the table's permission, a receipt tied to the entry meanwhile, or the server unreachable.
What to do: Modify the entry and attach the photo again; the message names the reason.

"The photo of gate entry ... could not be read ..."

Why: The entry says it has a photo, but the call that reads it failed.
What to do: Press Refresh and pick the entry again; if it keeps failing, the message names the reason.

"The supplier's name can't exceed 256 characters." / "The invoice number can't exceed 100 characters." / "The LR number can't exceed 100 characters." / "The transporter can't exceed 256 characters." / "The vehicle number can't exceed 50 characters." / "The remarks can't exceed 2000 characters."

Why: A column's width.
What to do: Shorten it.

"The invoice date is after the day the goods arrived." / "The LR date is after the day the goods arrived." / "The goods received date is before the day the goods arrived."

Why: The papers cannot be dated after the arrival, nor the goods taken in before it.
What to do: Check the dates on the papers.

"The number of boxes cannot be below zero." / "The total quantity cannot be below zero."

Why: A count is zero or more.
What to do: Correct it.

"Gate entry ... is cancelled and cannot be altered. Make a new entry." / "Gate entry ... is already cancelled."

Why: A cancelled entry is kept as it was.
What to do: Add a new entry.

"That gate entry no longer exists. Open the list again."

Why: The list on the screen is older than the database.
What to do: Press Refresh.

"Say why the entry is cancelled - it is kept with it." / "The reason can't exceed 1000 characters."

Why: Cancelling asks for a reason.
What to do: Type it and press Cancel this entry.

The entry is not offered on the Receiving desk

Why: The desk offers open entries only: not cancelled, and the total quantity not used up by the receipts tied to it.
What to do: Check the entry's status and total quantity; press Refresh on the desk after making an entry.

This is the help InvoiceNET® ERP shows beside the Goods Inward Register screen. Whether you have the screen depends on the modules of your licence and the rights your administrator has given you.

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