Return/Transfer Reception

This screen brings merchandise into a warehouse's inventory that had already gone out through another document. It's used for two different situations that share the same screen: receiving a customer's return that was previously authorized, or receiving the destination side of a transfer between your own locations. Either way, AdmCloud increases stock and generates the matching accounting entry when you save.

Module: Inventory Requires the "Receptions" permission

What is it and what is it for?

Unlike a regular Reception (which almost always comes from a Purchase Order), a Return/Transfer Reception is never a stand-alone document: it always depends on another transaction that authorized the movement beforehand. This guarantees that only what was actually authorized to be returned or transferred comes into inventory, and prevents the same merchandise from being received twice.

The source document can be one of these three:

A Customer Return Authorization (RA), when a customer returns merchandise from a sale.
A Location Transfer Request, when you're receiving at a warehouse what was dispatched from another one.
An already-generated Dispatch, which in turn is linked to one of the two transactions above.

ℹ️

You can't create a Return/Transfer Reception "from scratch." You always need to indicate, either on the header or on each line, which document authorized what you're receiving.

How to use it

Open the Customer Return Authorization, the Location Transfer Request, or the related Dispatch, and generate the Reception from there; AdmCloud automatically prefills the Location, the Customer/Vendor and the item lines with what's pending to be received.
Confirm the Location where the merchandise is coming in and, if your company has Subsidiaries enabled, the document's Subsidiary.
Review each line: quantity received, unit and, if the item requires it, Bin, Lot, Serial numbers, Customs Declaration or Attributes. You can type the Source Document at the header level and copy it to every line with the arrow button, or set a different source per line. If every line uses the same Bin, type the value on the first line and click the blue arrow in that column header to copy it down to the rest of the detail. The bin only goes to lines whose item uses bins; if a line is left out, AdmCloud tells you.
Attach any supporting files you need and save the document. AdmCloud increases stock, posts the accounting entry, and updates the pending-receipt status on the source document.
From the Details screen you can print the Reception (with or without costs, depending on your privilege), duplicate it, view its Journal Entry, or delete/void it if it has no dependent documents yet.

Main capabilities

Automatically generates the reception from a Customer Return Authorization, a Location Transfer Request, or a Dispatch linked to either one.
Never lets you receive more than what's pending on the source document, unless your company enabled the preference that allows receiving Location Transfer Requests in excess.
Supports Bins, Lots with expiration date, Serial numbers, Customs Declarations, Attributes and custom fields, just like every other Inventory transaction.
Calculates each line's cost according to your company's costing method, and shows it on the Details screen and on the with-costs report if you have the matching privilege.
Lets you print with custom document templates, in addition to the standard format.
The list can be filtered by date range and Subsidiary, and its columns are customizable.

Key fields

Field	What it is for
Location	The warehouse where the merchandise comes in. Required, and must belong to the document's same Subsidiary.
Subsidiary	Required only if your company has Subsidiaries enabled.
Source Document	The Return Authorization, Transfer Request or Dispatch that authorizes what's being received. Can be set on the header (applies to all lines) or per line.
Customer/Vendor	Taken from the source document: the customer returning goods, in the case of a Return Authorization.
Item, Quantity and Unit	What's being received; the unit must belong to the item's unit-of-measure plan.
Bin	Physical spot inside the warehouse; required if the item requires it.
Lot / Expiration Date	Required if the item is lot-tracked.
Serials	Required if the item is serialized; AdmCloud can validate that they aren't already duplicated in stock.
Customs Declaration	Required if the item needs one; only available with the matching Enterprise module.
Cost and Extended	Only visible on the Details screen if your user has the privilege to view item costs.

Validations when saving

The Inventory accounting period must be open for the document's date.
At least one valid item line is required.
The Location must exist and belong to the document's same Subsidiary.
Every line needs a Source Document (header or per line); that document must exist, not be voided, belong to the same Subsidiary and be authorized.
You can't receive more than what's pending on the source document for that item.
If the source is a Location Transfer Request, the reception's Location must match that request's destination Location.
The item must exist and be active; Kits aren't supported on this document type.
If the item requires Lot, Serials, Bin, Customs Declaration or Attributes, those fields are required on the line.
The document number is assigned automatically and can't be changed once created.
You can't edit a Reception whose related bank account is already reconciled.

⚠️

You can't delete a Return/Transfer Reception once it has dependent documents (for example, if its items were already used on another inventory movement). Void it instead of deleting it in that case.

Availability, plans and conditions

This feature is only available on the Enterprise edition, and only if your company has the add-on Advanced Inventory module (enables receiving customer returns) or the Location Transfer Requests module (enables receiving transfers). It isn't a preference you can turn on yourself — it needs to be contracted at the company level.
Access is controlled with the "Receptions" permission, the same one used by regular Receptions.
Seeing the Cost column on the Details screen may require, depending on your company's setup, the item-cost viewing privilege.
The Bin, Serials, Lots, Customs Declaration and Attributes fields only show up if the matching module is active for your company and the item requires it.

Tips and common mistakes

💡

Always generate the Reception from the source Return Authorization or Transfer Request: that way AdmCloud prefills the lines automatically and you won't forget an item that's still pending receipt.

⚠️

If AdmCloud tells you that you can't receive more than what's pending, check the source document: you probably already received part of that quantity before, or the source document was edited after the reception was generated.

ℹ️

If the screen shows up as unavailable, it's because your company hasn't contracted the Enterprise Advanced Inventory module nor the Location Transfer Requests module. Contact your account administrator to have it enabled.