The Direct Receiving feature streamlines purchasing and inventory management by:Documentation Index
Fetch the complete documentation index at: https://help.kwentra.com/llms.txt
Use this file to discover all available pages before exploring further.
- Receiving items directly without adding them to stock.
- Suitable for single-use items, consumables, and direct expenses.
How do you set up direct receiving?
Back Office → Settings → Inventory → Item → Add/Open Item Back Office → Settings → Inventory → Store→ Add/Open Store- Both the store and the item must be marked as Direct Receiving.
- Once used, direct receiving items and stores cannot be reverted to normal.
How does direct receiving affect purchasing and inventory cycles?
Purchase Requests and Purchase Orders:- Direct-receiving items can only be used with direct-receiving stores and vice versa.
- If a PR contains direct-receiving items with non-direct-receiving ones, the system will generate separate POs.
- This prevents mixing direct receiving with non-direct receiving items in the same PO.
- It can be created from a PO or manually.
- Mixed receiving orders (direct + non-direct items) are allowed, but each line item is categorized separately.
- Upon submitting a Receiving Order with Direct Receiving Items, a popup automatically prompts users to create a Store Usage entry for direct receiving items only.
- All items, quantities, and values are pre-filled and cannot be edited except for the Expense Account field or the Usage Department field to autofill the expense accounts automatically.
Store Transfers & Usages:
- Direct Receiving Stores and Items cannot be used in Store Transfers or Store Usage screens.
- Selecting them triggers validation errors to prevent unnecessary inventory movement.
- Return requests for Direct Receiving Items are not allowed, ensuring these purchases are treated as direct expenses.
May 2025 Update
| Area | Previous behavior | New behavior |
|---|---|---|
| Store Usage status after you save a Receiving Order that contains Direct Receiving items | Store usage is auto-approved. Store usage remains unsubmitted, waiting for bulk submit action. | auto-approved and auto-submitted immediately. JV created from that Store Usage is auto-posted (unchanged). |
| Value of Store Usage created from a Direct Receiving order | Calculated using the item’s average price. | Uses the exact price on the Receiving Order, ensuring 1-to-1 cost matching. |
| Duplicate Items inside the same Purchase Request or Receiving Order | Allowed (could lead to double quantities) | Blocked. If the same item is added to two lines, the system shows: “Item X is already added in this request.” |
| Bulk Submit / Un-submit | Included Store Usages generated by Store Settlements. | Store usages linked to Store Settlements are now excluded. They submit or un-submit only when the settlement itself is processed. |
💡 Business Value
- Faster stock flow: Direct-receiving items now move straight into inventory without waiting for the bulk-submit batch.
- Accurate cost matching: The Store Usage created by a direct-receiving order now carries the exact purchase price, not the system’s average price.
- Cleaner approvals & audits: Store Usages that belong to settlements are handled only by the settlement action, keeping bulk submits tidy and avoiding double processing.
Update: 12th of October, 2025
Splitting Direct Receiving Items in Store Usage
Split direct-receiving items in store usage for accurate allocation to multiple expense accounts.Business Value
- Precise Cost Allocation: Allows users to split item quantities and assign different expense accounts for better financial tracking.
- Operational Flexibility: Users can split items directly from the usage screen when receiving orders are created manually, improving adaptability.
- Audit Compliance: Maintains clear records for each expense account, simplifying audits and approvals.
Use Case
A user needs to allocate part of a direct-receiving item’s quantity to one expense account and the remainder to another—for example, splitting a single-use item between two departments.Technical Know-how
Back Office → Purchasing → Receiving Orders- In case the receiving order is created through PR & PO, the system doesn’t allow adding extra line items, which means the item cannot be split into multiple lines to add multiple expense accounts in the linked store usage.
- Each direct-receiving line item in the linked store usage now has a “Split” button.
Clicking “Split” opens a pop-up:
- Allows the user to enter a “Splitting Quantity”.
- “Confirm” button splits the line; “Cancel” closes the popup.
- The new line displays the split quantity; both the original and new lines are read-only, except for the “Expense Account” field.
- Splitting Rules:
- Splitting Qty must be less than the original quantity.
- Must be greater than or equal to 0.1 (cannot be zero or negative).
- Only accepts numeric input.
