Inbound Operations Guide
Inbound operations form the foundation of inventory management by ensuring accurate receipt, verification, and storage of goods. InvenTrack's comprehensive inbound workflow automates and streamlines every step from purchase order creation through final put-away, providing real-time visibility and control over your incoming inventory.
Purchase Order Management
Create, track, and manage purchase orders with suppliers, including multi-line items, approval workflows, and automatic vendor communication.
PO Creation Features
- • Vendor catalog integration
- • Historical pricing analysis
- • Automatic reorder point triggers
- • Multi-currency support
- • Blanket PO management
- • Terms and conditions templates
- • Attachment support (quotes, specs)
Approval Workflow
- • Multi-level approval chains
- • Amount-based routing
- • Department authorization
- • Mobile approval support
- • Automatic escalation
- • Audit trail tracking
- • Email/SMS notifications
Best Practice: Configure automatic PO generation based on min/max inventory levels to maintain optimal stock levels while reducing manual intervention and preventing stockouts.
Goods Receipt Note (GRN) Process
Streamlined receiving process with RFID/barcode scanning, quality inspection, and automatic PO matching for accurate inventory updates.
Standard Receiving Workflow
Dock Check-In
Register arrival with carrier details, seal numbers, and documentation
PO Verification
Match delivery to purchase order, verify quantities and item specifications
Physical Inspection
Check for damage, verify packaging, scan RFID/barcodes
Quality Control
Sample inspection, compliance verification, certificate validation
GRN Creation
Generate receipt document with discrepancies, update inventory
Bulk RFID Scanning
Scan entire pallets or containers simultaneously with RFID portal readers
Mobile Receiving
Process receipts anywhere using mobile devices with camera scanning
Cross-Docking
Direct transfer to outbound without storage for time-sensitive items
Discrepancy Resolution
- • Automatic vendor notifications for shortages or overages
- • Damage documentation with photo capture
- • Rejection workflow with return merchandise authorization (RMA)
- • Three-way matching (PO, Invoice, GRN) for payment approval
Put-Away & Storage Optimization
Intelligent put-away strategies ensure optimal warehouse space utilization while maintaining accessibility and compliance requirements.
Put-Away Strategies
- • Directed Put-Away: System suggests optimal location
- • Fixed Locations: Dedicated bins for specific items
- • Random Storage: First available suitable location
- • Zone-Based: Group by category or velocity
- • ABC Analysis: Fast-movers in prime locations
- • FEFO/FIFO: Expiry or arrival date based
Location Management
- • Multi-level location hierarchy (Zone > Aisle > Rack > Bin)
- • Capacity and weight constraints
- • Temperature zone assignments
- • Hazmat compliance tracking
- • Cycle count scheduling by location
- • Location barcode generation
Visual Put-Away Process
Receive Task
Check Location
Scan Location
Confirm
Returns & RMA Processing
Manage vendor returns, warranty claims, and defective merchandise with complete tracking and documentation.
Return Reasons
- • Quality issues or defects
- • Wrong item shipped
- • Quantity discrepancies
- • Damaged in transit
- • Expired or near-expiry
- • Specification mismatch
RMA Process
- • Generate RMA number
- • Document with photos
- • Vendor notification
- • Quarantine location
- • Credit note tracking
- • Replacement monitoring
Key Performance Indicators
Monitor and optimize your inbound operations with real-time metrics and analytics.
Additional Metrics to Track
Quick Reference - Common Tasks
Create PO from requisition
Documents → New → Purchase Order → Link Requisition
Process blind receipt
Inbound → New GRN → Manual Entry
View pending receipts
Inbound → Open Purchase Orders
Generate put-away list
Warehouse → Put-away Tasks → Print List