Learn how to make a new receiving report and manage existing ones
Overview
A Receiving Report is created when goods are received against a Purchase Order (PO).
When a Receiving Report is completed in Luminous, inventory is automatically added based on the SKU and the selected receiving location.
This process ensures accurate inventory tracking and provides visibility into:
- When shipments were received
- Where inventory was received
- Who completed the receiving process
How to Create a Receiving Report
- Navigate to Inventory → Receiving
- Select Create Receiving Report in the top right corner
- Search for the Purchase Order by PO number or Vendor, and select it
- In the Add from Record dialog, select the line items to receive (or use Select Unreceived) and click Done. Then, in the Items table, confirm the Qty received, select the correct Warehouse and Location, and add a Tag if applicable
- Fill in the remaining required fields: Received Date, Received By, Tracking Number, and Received At (if applicable)
- Click Submit to finalize. Inventory will automatically update based on the quantities and locations entered
Manage or Update Existing Receiving Reports
Once a Receiving Report is submitted, it is treated as a finalized inventory and cost transaction. To locate a report:
- Navigate to Inventory → Receiving
- Adjust the date filters to locate the correct report
- Select the report to view details
Fields editable after submission (permissions-dependent):
- Date
- Tracking Number
- Received By and Received At
- Extra Cost (if applicable)
Quantity is not editable on a submitted Receiving Report. Quantity is locked once a report is finalized because it directly determines the cost layer and inventory valuation created at receiving. If the received quantity needs to be corrected, use Adjustment Entries (Inventory → Adjustment Entries) instead — this keeps your inventory count and cost layers accurate without altering the original receiving record.
Key Features / Options
| Field | Editable after submission? | Notes |
|---|---|---|
| Date | Yes | Permissions-dependent |
| Tracking Number | Yes | — |
| Received By / Received At | Yes | — |
| Extra Cost | Yes | Affects landed cost allocation |
| Quantity | No | Locked to protect inventory valuation; use Adjustment Entries |
Tips & Best Practices
- Always confirm the correct receiving location before saving — this cannot be changed after the fact for quantity purposes.
- Double-check quantities before clicking Submit — once a report is saved, quantity cannot be edited directly.
- Use tags when additional tracking or categorization is needed.
- Ensure the Purchase Order is approved before receiving items.
- FAQs & Troubleshooting
Inventory did not update after saving
- Confirm the Receiving Report was successfully saved.
- Verify quantities were entered in the Items table before clicking Submit.
I entered the wrong quantity on a submitted report
- Quantity cannot be edited directly once a Receiving Report is submitted.
- Go to Inventory → Adjustment Entries and create a new adjustment for the affected SKU to correct the count. This preserves the original receiving record while keeping inventory and cost layers accurate.
Additional Help
If you're unsure whether a correction should go through Adjustment Entries or need help locating a specific Receiving Report, contact the Luminous Support Team.