Receive stock

Receiving turns what arrived into stock. Each receipt creates one new box in one warehouse, records a receive movement in the stock ledger and gives the box a code you can print as a label. If a delivery brings several containers you want to track separately, receive each one as its own box.

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Who can do it

• The inventory.receive permission (Receive deliveries), or inventory.adjust, which includes it.
• Access to the warehouse you receive into. Only active warehouses in your access are offered.

Members without the permission do not see the Receive link. If they open the screen anyway, it shows You don’t have permission to receive deliveries. Ask an administrator for “Receive deliveries”.

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Where

Inventory in the main navigation, then Receive at the top of the Stock screen. The direct path is console.muveya.com/inventory/receive. The screen is titled Receive: “Scan the supplier code or choose the supply, confirm what arrived and say how many.”

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Before you start

• The supply must exist and be active in the catalog, with its unit of measure.
• To receive by scanning, the supplier’s code must be registered on one of the supply’s presentations. See Presentations and codes.
• Check what the supply tracks (lot, serial numbers, expiry date). The screen asks only for what the supply tracks, and requires all of it.

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Step by step

First, under How to find what arrived, choose Scan a code (selected when the screen opens) or Choose the supply. Then complete the receipt form:

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Quantities, presentations and units

• Presentation: the count is multiplied by the presentation’s content. Three boxes of 100 units enter as 300 units. The box keeps the presentation, its version and the count, shown later as Received as on the box.
• Loose units: the count is already in base units.
• The ledger always stores base units. The supply’s unit is locked when it is activated in the catalog; a receipt also locks it if it was not locked yet.
• Only active presentations can be received. A presentation that is retired while you are on the screen shows This presentation is retired and no longer accepts new entries.
• If someone corrects the presentation while you are receiving, nothing is received and the screen shows the new content, for example This presentation was corrected while you were receiving: it is now Box of 50, 50 × Unit (version 3). Nothing was received: check the count and receive again. While the new content loads it says This presentation was corrected while you were receiving. Nothing was received: loading what it contains now…
• If the supply’s unit changes while you are receiving, nothing is received: The unit of this supply changed while you were receiving. Nothing was received: review the amount and receive again.

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Lot, serial numbers and expiry date

Fields for data the supply does not track are not shown and nothing is stored for them. When required tracking data is missing or invalid, including an expiry date in the past, the receipt is refused with This supply needs its lot, serial numbers or expiry date to be received. Check them and receive again.

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Box codes

• Leave the code empty and muveya generates one: BX- followed by six characters made of digits and capital letters, never I, L, O or U (for example BX-7K3QM9), so it is easy to read aloud and copy by hand.
• A typed code has spaces at either end removed, can have up to 64 characters and must be unique in your dental clinic. A code already in use shows Another box already uses this code. Change it or leave it empty. under the field.
• The label prints the code as a Code 128 barcode. Use letters without accents, digits and common symbols; a code with other characters prints as text only, without a barcode.

To print the label, follow Print the label for and then Print label on the box screen. See Boxes and labels.

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What the system records

• A new box with status Active: its code, supply, warehouse, quantity in base units, reception time (server clock), unit of measure and, when they apply, the presentation (with its version and count), lot, serial numbers and expiry date.
• One receive movement (Received) that adds the quantity to on hand, with you as the person who recorded it.
• A balance for the box: on hand equal to the quantity, nothing reserved.
• Stock alerts for the supply are evaluated again shortly after (see Replenishment and alerts).

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Retries: a receipt is never recorded twice

Every receipt you start carries an internal operation key that survives failures.

• If the connection drops or the server does not answer, the screen says We could not confirm whether this receipt was recorded. Receive again with the same details: it will never be recorded twice. Press Receive again without changing anything. Either the receipt is recorded now, or you see Already recorded, in box BX-7K3QM9. with the box that already exists.
• A double click or a repeated press also creates only one box.
• If you change the details and the first attempt had in fact been recorded, you see An earlier attempt was already recorded with different details. Check the stock before receiving again. Check the Stock screen filtered by the supply. After this message, your next Receive counts as a new receipt.
• After a successful receipt the form clears and the next Receive is a new box. Two identical deliveries received one after the other are two boxes, as they should be.

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Rules and limits

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What can go wrong

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Receiving from WhatsApp

Members linked to WhatsApp can also receive stock from their phone. Those receipts follow the same rules and land in the same ledger. See WhatsApp operations.

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