Receiving Inventory: How to and best practices

5 min
Warehouse worker receiving inventory into the warehouse from the truck

Inventory management is an essential aspect of any business that deals with physical products. Whether you sell products online or operate a brick-and-mortar store, you must keep track of your inventory levels to ensure that you always have the products your customers need.

One of the key components of inventory management is receiving inventory. This process involves receiving goods from suppliers or manufacturers, verifying their quantity and quality, and then adding them to your inventory. Receiving inventory may seem like a straightforward task, but it is critical to get it right to ensure that your inventory levels are accurate.

Optimize the receiving process

To help you optimize your inventory management process, let's take a closer look at the receiving inventory process and the steps you can take to receive inventory efficiently and accurately.

Step 1: Prepare your receiving area

The first step in the receiving process is to prepare your receiving area. This area should be clean, organized, and free of clutter. Clear obstructions and make space available to receive the shipment. A well-organized receiving area makes receiving and inspecting incoming shipments easier.

Step 2: Verify the shipment

To prevent the costly mistake of shipping incorrect items or needing more inventory to fulfill customer demand, it is critical to thoroughly verify that the inventory you receive is exactly what you ordered. Depending on the type of cargo you receive, there are several aspects that you should verify.

  1. Check the quantity of items received to ensure that it matches the number you ordered.
  2. Verify that the items' description matches what you ordered and that the product code is correct.
  3. Check the goods' condition to ensure they are in good shape and meet your quality standards.
  4. If you receive products with varying weights, verify the weight of each item to ensure that it matches your order.
  5. For perishable items, check the temperature to ensure that the goods are being stored at the correct temperature.
  6. Verify the batch tracking number and the serial number to ensure the products are traceable and can be identified if needed.
  7. Make sure to verify everything when you receive inventory to avoid future issues and headaches.

Step 3: Update your inventory

After verifying the shipment, it is time to update your inventory system to reflect the new items. Updating your inventory system is critical to ensure your inventory levels are accurate and up-to-date. It is essential to ensure that your inventory system is integrated with your receiving process to update the system automatically when you receive new shipments.

Step 4: Label and organize items

Organize your inventory by grouping similar items, making it easier to find specific items when needed. To make your inventory easier to manage, label the items with the appropriate information, such as the item name, SKU, and location. You can use labels, tags, or even a barcode system to keep track of each item's unique identifier.

Step 5: Put the items away

Finally, put the items away in their designated location. Organizing items by similar products or categories makes locating and picking products for orders easier. Having a clear and organized storage space not only makes it easier to find products but can help reduce picking errors and minimize the chances of stockouts.

Best Practices for Receiving Inventory

While the above steps are essential to optimize your receiving process, there are additional best practices that can further enhance your inventory management. Here are some tips:

  1. Use a barcode system: Implementing a barcode system to identify and track products can help you quickly and accurately update your inventory system.
  2. Use a mobile device: A mobile device like a smartphone or tablet can help you receive shipments and update your inventory system from anywhere in your warehouse.
  3. Implement an inventory management system: An inventory management system helps you automate many aspects of the receiving process, such as updating inventory levels and generating purchase orders.
  4. Train your staff: Proper training on the receiving process and the use of technology can help your team receive inventory efficiently and accurately.
  5. Analyze your data: Analyzing your inventory data can help you identify trends and adjust your inventory levels accordingly. This can help you reduce the likelihood of stockouts and overstocking, saving you time and money.

How Brahmin Solutions inventory management can make receiving easier

To keep your inventory organized, use the purchase module of Brahmin Solutions. This module helps you keep track of all purchases in one place so you know what you have in stock. Scan barcodes and print labels to identify your items as you receive inventory. You can also track other details, like serial numbers or batch / expiry, to help you keep track of your inventory. This makes it easier to find what you need when you need it.

Book a demo to get a personalized demo to see how it would work for your business. 

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