OFBIZ-13240 - Getting issue details... STATUS
Overview

Once the Material Requirements Planning (MRP) engine identifies material shortages and generates product requirements, a Purchase Order is created to procure items from suppliers. These items are essential to manufacturing products , which are made of multiple items, and help fulfill sales orders.

After the Purchase Order is approved, it is sent to the supplier, who processes the order and dispatches the items to the warehouse. The next step is to receive these items into inventory to ensure production can start on time.

Apache OFBiz supports multiple approaches for receiving incoming shipments from suppliers, depending on business requirements and user roles (e.g.  procurement managers or warehouse managers). There are three different approaches:

  • Shipment Creation and Receiving from the Purchase Order Tab
  • Shipment Receiving from the Facility Tab
  • Third-Party System Integration

This guide focuses on the first two approaches to help you select the one that best fits your workflow. You will learn how to locate a Purchase Order, receive items, and update inventory accurately, ensuring production begins smoothly and on time. Let’s begin by locating the Purchase Order.

Locate the Purchase Order

To receive components, you must first locate the relevant Purchase Order in Apache OFBiz.

Steps:

  1. Navigate to Order Management:
    • In Apache OFBiz, go to the Order Management module.
    • Select Orders > Find Order.



  2. Search for the Purchase Order:
    • On the Find Order screen, enter the Order ID in the search field.
    • Click Find to display matching orders.



  3. View Purchase Order Details:
    • Select the Purchase Order ID from the results to open the Purchase Order Details screen.

Note : The steps above are common across all approaches. After locating the Purchase Order details, the appropriate method can be selected based on the specific need.

Shipment Creation and Receiving from the Purchase Order Details Screen

In this approach, incoming shipments are created directly from the Purchase Order screen, either automatically or manually. It is typically used by warehouse managers or users with access to the Purchase Order screen. This flow includes two options:

Option 1: Automated Shipment Creation

This approach allows you to receive inventory directly from the Purchase Order Details screen, with auto-generated Shipment ID, enabling tracking from the moment goods are received.

Steps:

      1. Initiate Receipt:

    • On the Purchase Order Details screen, go to the Actions section.
    • Click Receive.

        2. Receiving Shipment:

    • On the Purchase Order Details screen, go to the Actions section.
    • Click Receive.
    • Select the Shipment ID and click Receive Selected Shipment


                       

         3. Complete Receipt:

    • Inspect the components upon receipt and assess them based on the applicable acceptance criteria. 
    • Enter the received quantities for each item.



    • Click Receive Selected Product(s) to update inventory and finalize the receipt.
    • Apache OFBiz confirms the receipt and displays a summary of the shipment with the received quantities.

Option 2: Manual Shipment Creation

This approach provides greater control, allowing the user to manually create and customize a shipment from the Purchase Order screen.

Steps:

  1. Create a Shipment:
    • On the Purchase Order Details screen, go to the Shipment Information section.
    • For the relevant Ship Group ID, click New Shipment For Ship Group.


        2. Update Shipment Details (Optional):

    • On the Shipment Details screen, enter:
      • Warehouse ID
      • Supplier name
      • Estimated delivery date 
    • Click Update to save the details.

        3. Receive Components:

    • On the same screen, click Receive Against PO.



    •  Enter the received quantities for each item.



    • Click Receive Item(s) to update inventory and finalize the receipt.


FAQs for Various Use Case Scenarios While Receiving Shipments

​The preceding section covered the ideal workflow: receiving an entire shipment at once against a purchase order from the purchase order screen, resulting in a clean, single invoice once complete. While this represents the simplest and most straightforward process, real-world warehouse operations rarely follow such a perfect pattern. Deliveries may arrive in batches, staff may need to pause mid-receipt, suppliers may fulfill large orders over extended periods, or goods may even arrive without formal purchase orders. Crucially, the orders are received via the Facility Screen as we will see moving forward, keeping in line with real world operational scenarios.

Below are answers to the most common questions warehouse teams ask when facing these variations. Each scenario is tied to an officially supported Apache OFBiz workflow, ensuring accurate inventory updates, traceability, and alignment with downstream invoicing and payment processes. Detailed step-by-step guides are linked for each case to help you implement the correct approach confidently.

Q: My supplier delivered a shipment, but we could only inspect and receive it partially today due to time constraints with the rest remaining for tomorrow — does Apache OFBiz support partial receiving for a shipment? 

Answer

Yes, Apache OFBiz fully supports partial receiving against the same purchase order and shipment. Inventory is updated immediately for the received quantities, while the shipment remains open for additional receipts. Once the full shipment quantity is received, Apache OFBiz generates exactly one invoice for the entire shipment, ensuring clean financial tracking.

Use cases

  • Large or bulky shipments requiring staged processing over multiple days due to space, equipment, or staffing limitations
  • Time constraints (e.g., end-of-shift arrivals where only part of the shipment can be unloaded and inspected)
  • Quality inspections that delay full acceptance of certain items

How it works in practice

For a complete step-by-step walkthrough with screenshots, see the dedicated guide:

How to Receive Partially Against a Shipment of a Purchase Order in Apache OFBiz

Q: My supplier is delivering one large purchase order in multiple shipments over time — how should I receive those in Apache OFBiz?

Answer

Apache OFBiz fully supports handling a single purchase order through multiple separate shipments. Each shipment is created and received independently, with inventory updated progressively upon each receipt. Per the system's built-in rule, every completed shipment generates exactly one invoice, providing clear traceability and supporting staggered supplier billing.

Use cases

  • Large or blanket purchase orders fulfilled in batches over weeks/months
  • Phased deliveries due to item availability, logistics, or multiple facilities

How it works in practice

For a complete step-by-step walkthrough with screenshots, see the dedicated guide:

How to Receive Multiple Shipments Against a Single Purchase Order in Apache OFBiz.

Q: I just want to raise POs and record the stock that arrived, but I don’t want to create shipments or invoices — is that possible?

Answer

Yes, Apache OFBiz allows direct inventory receipt against a purchase order without creating any shipment records. Inventory is updated immediately upon receipt, no automatic invoice is generated, and the PO remains open until you manually close it (or receive everything). Invoicing can be created manually from the Accounting module or outside the system.

Use cases

  • Small-value or frequent purchases focused on quick stock replenishment
  • Small businesses preferring minimal operations in warehouse

How it works in practice

For a complete step-by-step walkthrough with screenshots, see the dedicated guide:

How to Receive Inventory Against PO Without Creating Shipments or Invoices.

Q: I don’t manage Purchase Order — can I still receive inventory and add to stock?

Answer

Yes, Apache OFBiz fully supports direct inventory receipt without any purchase order or shipment record. Items are added straight to warehouse stock upon entry, with immediate updates to Quantity on Hand (QOH) and Available to Promise (ATP). No links are created to procurement or financial transactions, providing complete flexibility for unplanned inflows (invoices can be created manually later if needed).

Use cases

  • Free samples, promotional items, or gifts from suppliers
  • Customer returns, repairs, or replacements being restocked
  • Inter-company or inter-warehouse transfers without formal POs
  • Inventory corrections (e.g., found stock) or donations

How it works in practice

For a complete step-by-step walkthrough with screenshots, see the dedicated guide:

How to Receive Inventory With No Purchase Order in Apache OFBiz.

Q: What if the received quantities don't match the purchase order (e.g., over-receiving, under-receiving, or rejecting items) — how are discrepancies handled during receiving?

Answer

Apache OFBiz allows full flexibility to handle quantity discrepancies directly during the receiving process. You simply enter the actual quantities received, and the system records the variance accurately in inventory and on the PO. For all quantity mismatch cases remember to mark the shipment as closed after the final receipt to prevent further updates. Discrepancies are reflected downstream in the generated invoice, enabling easy reconciliation during invoicing.

Use cases

  • Short shipments from the supplier (under-receiving)
  • Damaged or defective items rejected upon inspection
  • Bonus or extra quantities sent by the supplier (over-receiving)
  • Partial acceptance where some items meet quality standards and others do not

How it works in practice

Quantity variances are managed at the point of receipt, no separate workflow is required:

  1. On the receiving screen, enter the actual quantities received in the Qty Received field, be it a case of rejected or under/over-receiving. For rejected items, enter the quantity in the Qty Rejected field.

    If the receipt is final and quantities will not match the PO (e.g., permanent shortage or full rejection), check the Set Shipment As Received box before clicking Receive Selected Product(s). This closes the shipment and prevents further receipts.



  2. Back on the Purchase Order screen, the Order Items section clearly shows received vs. ordered quantities, highlighting any over, under, or rejected amounts



  3. When the shipment is complete, the generated invoice reflects the actual received quantities. Below are the PDF invoices for cases: 

  • The first one will show up in cases of under-receiving and rejected quantities. For example here we had ordered 100 units and received in full but rejected 25 units, hence the invoice generated is for 75 units only.
  • The second will show up in cases of over-receiving. For example here we had ordered 100 units and received 120 units, hence the invoice generated is for 120 units.



Next Steps After Receiving

With the goods successfully received, whether through partial receiving of a shipment, multi-shipment, direct receiving with no Shipment or PO, your warehouse inventory is now accurately updated in Apache OFBiz. Stock levels reflect reality, enabling smooth progression to production, manufacturing, or sales order fulfillment.

The procurement cycle continues with financial validation and settlement:

These interconnected guides complete the full procure-to-pay process, ensuring end-to-end accuracy from order to payment.