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). This guide covers three primary 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.

Approach 1: 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 1.1: 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. Initiate Receipt:

    • 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 1.2: 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.


Approach 2: Shipment Receiving from the Facility Screen

This approach is commonly used by warehouse managers through the Facility module. It supports receiving shipments either by referencing an existing Shipment ID or directly from the Purchase Order without a pre-created Shipment.

Option 2.1: Receive against existing Shipment

Use this method if a Shipment ID has already been created, either automatically or manually from the Purchase Order Details screen, as explained in Approach 1 above. 

Steps:

  1. Locate the Shipment:
    • Navigate to the Facility screen.



    • Enter the Shipment ID and click Find.



    • Select the relevant Shipment ID from the list to view its details.


       2. Receive Against the Purchase Order: The remaining steps for receiving the Purchase Order follow the same steps described earlier (Option 1.2 – Step 3). Refer to the previous section for the walkthrough.

Option 2.2: Receive against PO without any pre-existing Shipment

This quicker method does not require a Shipment ID, as the PO is received directly without referencing any shipment. However, if a pre-existing Shipment ID is available, the system allows receiving against it.

Here we are receiving the PO without Shipment ID.

Steps: 

  1. Receive Through Facility:
    • Navigate to Facility > Facilities.
    • Select the Warehouse from dropdown: Web Store Warehouse
    • Click Submit

    • Go to Receive Inventory
    • Enter the Purchase Order Number 
    • Click on the Receive Product(s)


    • Select No specific shipment(Receive entire PO) and click on Receive Selected Shipment


    • Inspect the components upon receipt and assess them based on the applicable acceptance criteria. 


    • Enter the received quantities for each item and Click on Receive Selected Product(s).


           2. Finalize Receipt:

    • Verify the quantities and confirm the receipt.
    • Apache OFBiz updates
      • Warehouse inventory



      • Cancel: If the Cancel button is clicked, the received quantities are voided. The user can receive those quantities again if needed.


Approach 3: Third-Party System Integration

Apache OFBiz can be integrated with any system, such as a supplier’s platform or the business’s own systems for managing vendors, advanced shipping notices (ASNs), and invoices. Thanks to these integrations, ASN data can be synchronized and incoming shipments can be created automatically. This approach requires custom development and is not available out of the box. When items actually arrive, they can be received against the pre-created incoming shipments or ASNs.

Next Steps

Accurate receiving and tracking of items ensures timely completion of production and Sales Orders fulfilment. This guide walked you through the process of updating inventory with received items and maintaining proper records. With items now available in inventory, you're ready to move forward with production and order fulfilment.

Once items are available in inventory, it is possible to produce the final product to fulfill the Sales Order. This topic is covered in the next guide: how to initiate a Production Run