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Direct Receiving lets you receive items without adding them to stock. Use it for single-use items, consumables, and direct expenses.

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How do you set up direct receiving?

Back Office → Settings → Inventory → Item → Add/Open Item Back Office → Settings → Inventory → Store→ Add/Open Store
  1. Mark both the store and the item as Direct Receiving.
  2. After you use them, you cannot change these items and stores back to normal.
Direct Receiving checkbox

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How does direct receiving affect purchasing and inventory?

Purchase Requests and Purchase Orders:
  • Direct receiving items work only with direct receiving stores, and the other way around.
  • A PR can have both direct receiving and normal items. The system then creates separate POs.
  • A PO never has both kinds of items.
Receiving Orders:
  • You can create one from a PO or by hand.
  • One receiving order can have both direct and normal items. Each line item is handled on its own.
  • You submit a Receiving Order with Direct Receiving Items. A popup asks you to create a Store Usage for those items only.
  • Items, quantities, and values are filled in and cannot be edited. You can edit only Expense Account, or Usage Department to fill the expense accounts automatically.
Store Usage popup Store Transfers & Usages:
  • You cannot use Direct Receiving stores and items in the Store Transfers or Store Usage screens.
  • If you select them, you get an error. This stops stock moves that are not needed.
Return Requests
  • You cannot create return requests for Direct Receiving items. They count as direct expenses.

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May 2025 Update

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💡 Business Value

  • Faster flow: Direct receiving items no longer wait for the bulk submit.
  • Exact cost: The Store Usage uses the exact purchase price, not the average price.
  • Cleaner approvals & audits: Only the settlement handles its own Store Usages. Nothing is processed twice.

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Update: 12th of October, 2025

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Splitting Direct Receiving Items in Store Usage

Split a direct receiving item in store usage to charge it to more than one expense account.

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Business Value

  • Exact cost split: Split item quantities and give each part its own expense account.
  • More flexible: Split items from the usage screen when receiving orders are created by hand.
  • Easier audits: Each expense account keeps clear records.

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Use Case

A user charges part of a direct receiving item to one expense account and the rest to another. For example, two departments share one single-use item.

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Technical Know-how

Back Office → Purchasing → Receiving Orders
  • A receiving order created from a PR and PO does not allow extra line items. You cannot add lines to give an item more than one expense account.
  • Each direct receiving line in the linked store usage now has a “Split” button.
Split button on a store usage line Clicking “Split” opens a pop-up:
  • Enter a “Splitting Quantity”.
  • “Confirm” splits the line. “Cancel” closes the pop-up.
Split pop-up
  • The new line shows the split quantity. Both lines are read-only, except the “Expense Account” field.
  • Splitting Rules:
    • Splitting Qty must be less than the original quantity.
    • It must be 0.1 or more (not zero or negative).
    • Numbers only.
Split lines in store usage