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The Direct Receiving feature streamlines purchasing and inventory management by:
  1. Receiving items directly without adding them to stock.
  2. Suitable 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. Both the store and the item must be marked as Direct Receiving.
  2. Once used, direct receiving items and stores cannot be reverted to normal.

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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.
Receiving Orders:
  • 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
  • Return requests for Direct Receiving Items are not allowed, ensuring these purchases are treated as direct expenses.

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May 2025 Update

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💡 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.

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Update: 12th of October, 2025

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Splitting Direct Receiving Items in Store Usage

Split direct-receiving items in store usage for accurate allocation to multiple expense accounts.

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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.

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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.

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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.