Receipts

How receipts fit in

The flow is Purchase Order or Transfer Order → Arrival → Receipt.

• The arrival lists what was shipped or is expected.
• A receipt lists what was received. An arrival can have several receipts, for example when a shipment is unloaded over a few days.
• Receipts are what mark inventory as received. Creating or pushing an arrival doesn't.

When a new receipt is saved, Pipe17:

1. Adds its quantities to Qty Received on the matching arrival lines.
2. Moves the arrival to Partial Received, or to Received once every line's received quantity reaches its Qty on ASN.
3. Moves the purchase order or transfer order to Partial Received or Received the same way, comparing what was received across all its arrivals with what was ordered.
4. Sets the order's actual arrival date to the receipt's Actual Arrival Date (or the time you saved, if it's empty), when that's later than the date already on the order.
5. Adds the received quantities to inventory at the arrival's destination location, unless that location is set to exclude receipt inventory events. Inventory can update a moment after the receipt is saved.

A purchase-order arrival can be canceled only until it has a receipt. Transfer-order arrivals don't offer Cancel.

Find receipts

Go to Inventory > Receipts. To open a receipt, click its Receipt ID.

You can also see an arrival's receipts in the Receipts section of the arrival's details page, and a purchase order's receipts under each arrival on the PO.

Permissions

An admin sets these on Settings > Roles. An action you don't have permission for is either disabled, with a tooltip that explains why, or fails when you try it.

Add a receipt

Most receipts come from your 3PL or WMS integration, which reports what the warehouse counted. The Integration column on the list shows which connection sent each one. Add a receipt yourself when goods arrive at a location that doesn't report receipts, or to record a count by hand. Check the list first: a second receipt for the same delivery adds the quantities again.

Lines and quantities can't be changed after you save. On the receipt page you can still add or edit serial numbers. See Change a receipt after saving below.

On a purchase order

Add Receipt is in the arrival's actions menu on the PO, unless the arrival is Draft, Received, Canceled or Failed.

To add a receipt:

1. Open Inventory > Purchase Orders and open the PO.
2. Find the arrival, open its actions menu, and choose Add Receipt.
3. Check the lines. Shipped is the quantity on the arrival. Receiving starts at what's still expected on that line, after earlier receipts. Change it to what actually arrived in this delivery. Whole numbers only. A line left at 0 is left off the receipt.
4. To remove a line, click its trash icon. The trash icon is disabled while there's only one line; to leave that SKU off the receipt, set its Receiving to 0. To receive a SKU that wasn't on the arrival, click Add item, choose the Product, and enter Receiving.
5. Optionally, click Add under Serial Numbers to enter serial numbers for a line. See Serial numbers below.
6. Optionally, expand Advanced fields to enter the Ext Receipt ID (the warehouse's receipt number), Actual Arrival Date, Shipping Carrier and Shipping Class. Expanding it also adds a Quantity Unit column (each, can, bottle, basket, kg or litre).
7. Optionally, expand Custom fields to add custom fields.
8. Click Save, then Save receipt to confirm.

Pipe17 shows Receipt saved. If every line is 0, it asks you to add at least one item.

On a transfer order

New Receipt is in the arrival's actions menu on the transfer order's fulfillment. It's available once the transfer order has an arrival and isn't Draft, New, On Hold, To Be Validated, Review Required or Received.

To add a receipt:

1. Open Inventory > Transfer Orders and open the transfer order.
2. On the fulfillment, find the arrival, open its actions menu, and choose New Receipt.
3. In Add Receipt, set each Receiving quantity to what arrived, and add serial numbers if you track them.
4. Optionally, fill in Custom Fields.
5. Click Save, then Save receipt to confirm.

The transfer order version uses the arrival's lines. It has no Add item, Quantity Unit or advanced fields.

Use the Receipts list

Columns

To show, hide or reorder columns, click the grid icon (Customize) at the right of the list toolbar.

Search and filter

Receipt details

The header shows the external receipt ID, or the Pipe17 receipt ID if there isn't one, and the actions menu (Push receipt and View JSON).

• Receipt Items: Pipe17 SKU, Item Name, Quantity and Serial Numbers for each line, with the total quantity, plus line custom fields when there are any.
• Shipping Details: Actual Arrival Date, Shipping Carrier, Shipping Class and Currency.

On the right, the Details tab shows:

• Exceptions on the receipt.
• Related Fields: links to the PO or TO and the arrival.
• Custom Fields.
• Events: click here to see the receipt's completed, failed and pending events.
• Activity: comments and history.

The Timeline tab shows the receipt's change history.

Multiple receipts on one arrival

Each receipt adds its own quantities. For example, receipts of 4 and 6 against a line of 10 bring that line to 10 received. The arrival stays Partial Received until every line is fully received. The purchase or transfer order is checked by totals instead: for each SKU, Pipe17 adds up what was received across all its arrivals and compares that with the quantity ordered. The order moves to Received once every SKU's total reaches the ordered quantity, even if one of its arrivals is still Partial Received.

To compare receipts with an arrival:

1. Open the arrival and find Receipts.
2. Expand a receipt to see its lines, or click its Receipt ID for full details.
3. Compare the arrival's Qty Received with Qty on ASN.

When an arrival covers lines from several purchase orders, open the receipt: Receipt Items adds a Purchase Order (or Transfer Order) column that shows which order each line belongs to and links to it. On a PO, the arrival view only shows that PO's lines, so open the receipt itself to see all of them.

Serial numbers

You can add serial numbers when you add a receipt, or later on the receipt's details page. Adding serial numbers later doesn't change quantities, inventory or order status.

To add or edit serial numbers:

1. Open the receipt.
2. In Receipt Items, click Add in the line's Serial Numbers column. If the line already has serial numbers, it shows a count such as "2 of 4"; click the pencil icon to edit them.
3. In Enter serial numbers, type one serial number per line. For a range, use two dots: SN-1001..SN-1005 or 1001..1005. Both ends are included. A line with a quantity of 1 shows a single field instead: enter the serial number there and skip to the last step.
4. Click Add to list, check the list, and remove or fix any entry.
5. Click Save.

Limits:

• A line can't have more serial numbers than its quantity. The dialog shows the count, for example "0 of 4 serial numbers added". Fewer is fine.
• Duplicates aren't allowed, including overlapping ranges.
• A range can cover up to 100,000 serial numbers. Both ends need the same prefix and must end in digits, and the start can't be higher than the end.
• Commas and spaces don't separate serial numbers; use a new line for each.
• A line with a quantity of 0 can't have serial numbers.

Change a receipt after saving

The receiving form can't change a saved receipt's lines or quantities, and receipts can't be deleted, so check quantities before you save. If a receipt is wrong, submit a support request so the correction keeps receiving progress and inventory consistent. Don't add another receipt to cancel one out.

From the actions menu, View JSON lets you change some receipt fields directly, such as the external receipt ID, actual arrival date, shipping fields and custom fields. It can't change the receipt ID, integration, external order ID, timeline, exceptions or the created and updated dates. These changes are only for external systems: they don't recalculate received quantities or change the arrival, the purchase or transfer order, or inventory.

Push receipts

Push sends a receipt to your integrations again, for example when an ERP missed it. It doesn't create another receipt or add inventory again.

To push one receipt:

1. Open the receipt.
2. Open the actions menu and choose Push receipt. Pipe17 shows Successfully synced the receipt.

To push several receipts:

1. Go to Inventory > Receipts and select the rows.
2. Click Push Receipts, then Submit.

To push every receipt in a filtered list (available for some organizations):

1. Filter the list and select all matching receipts.
2. Click Push Receipts.
3. Enter the email to notify and click Submit. Pipe17 runs the push as a job and emails you when it's done.

Check the receipt's Events afterward to confirm the integration processed it.

Export receipts to CSV

Export covers the whole filtered list. It isn't available while only some rows are selected.

To export receipts:

1. Filter the list to the receipts you want, then click Export.
2. On Confirm filters, check the filters. To get one row per line item, select Include all line items, one row per line item. Each row then repeats the receipt's fields and adds line fields such as SKU, quantity, quantity unit, order IDs and damaged quantity.
3. Click Next. On Choose properties, pick the fields. Internal Receipt ID is always included.
4. Click Next. On Enter emails, confirm the email that should receive the file. Click Add email address for more recipients.
5. Click Submit. Pipe17 emails you the CSV when it's ready.

Troubleshooting

• Add Receipt is missing on a purchase order.
  The arrival is Draft, Received, Canceled or Failed. Mark a Draft arrival as Shipped or Expected first. A Received arrival is already complete. Also check that your role has Receipts: Create. If the whole arrival card is missing from the PO, your role also needs Arrivals: List and Read and Receipts: List and Read.
• New Receipt is missing on a transfer order.
  The transfer order is Draft, New, On Hold, To Be Validated, Review Required or Received, or the fulfillment has no arrival yet.
• Saving says "Add at least one item to save."
  Every line's quantity is 0. Enter a quantity on at least one line.
• The arrival or order stays Partial Received.
  An arrival stays Partial Received while any of its lines is below Qty on ASN. An order stays Partial Received while the total received for any SKU, across all its arrivals, is below the quantity ordered. Add a receipt for the rest when it arrives.
• Inventory didn't increase after the receipt.
  Check that the arrival's Destination is the right location and that the location doesn't exclude receipt inventory events, then check the receipt's Events for failures. Pushing a receipt or editing it in View JSON doesn't add inventory. If it still looks wrong, submit a support request.
• A receipt has an exception.
  Open the receipt, read the exception on the Details tab, and open Events to see the failed event. Fix the cause, then choose Push receipt if an integration still needs it.
• Serial number Save is disabled.
  Look for duplicates, a range written backward or with different prefixes, or more serial numbers than the line's quantity.
• Export is disabled.
  Export covers the whole filtered list, so clear any partial row selection. Your role also needs Jobs: Create.

Need Help?

If you need additional assistance:

• Use Ask Pippen, our AI agent, located at the top of the platform page.
• Submit a support request with as much relevant detail as possible. Learn how to submit a request.

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