Booking & Receipts Management

What is a Delivery Booking?

A Delivery Booking is automatically created when your Pre-Advice passes validation and is approved. It represents a confirmed slot for your delivery at the warehouse.

Key Points

• You cannot create bookings manually
• One booking is created per approved Pre-Advice
• The booking reference is required to create an ASN
• Only one ASN can be created per booking

Workflow

1. Submit Pre-Advice
2. Pre-Advice passes validation → Booking automatically created
3. Pre-Advice status shows “APPROVED” with booking reference
4. Use booking reference to create ASN

What is a Receipt?

A Receipt (also called a GRN - Goods Received Note) is confirmation from the warehouse that your goods have been received and checked. Receipts document:

• What was received
• Quantities received
• Condition of goods
• Any issues or discrepancies

Note: Throughout this documentation, “Receipt” and “GRN” refer to the same concept. We use “Receipt” when discussing the UI experience and “GRN” when discussing API functionality.

Types of Receipts

Partial Receipts

• Issued during the receiving process as products are checked
• Each partial receipt covers one product line
• Multiple partial receipts may be sent for the same shipment
• Contains no issue information (issues only appear in final receipt)
• Each partial receipt has a unique receipt reference

Final Receipt

• Issued when the entire shipment is completely received
• Includes finalReceipt: true flag
• Lists all issues identified during receiving
• References all previous partial receipts
• Signals that receiving is complete
• Has its own unique receipt reference

Important: There is only ever ONE final receipt per shipment.

Receipt Statuses for a Delivery

State	Meaning	What You See
No Receipts	Goods not yet received at warehouse	No receipt data available
Partial Only	Receiving in progress	One or more partial receipts, no final receipt
Complete	Receiving finished	All partial receipts plus final receipt issued

Receipt Fields

Product Receipt Fields

Each product line in a receipt shows:

Field	Description	Example
Client Reference	Your reference for this product line	IT1, IT2
Product	Product SKU or ID	12345678
Expected Quantity	Quantity from ASN	10
Received Quantity	Actual quantity received	10
Received Batch	Batch number recorded	A, B, NULL
Received Batch Expiry	Expiry date recorded	2024-03-14, NULL
Condition	Stock condition	GOOD, DAMAGED, HELD, TRANSFER

Issue Types

Issues are only shown in Final Receipts. The warehouse may identify various types of issues during the receiving process:

Delivery Issues

• Unexpected delivery
• Missing or incorrect paperwork
• Incorrect labeling
• Vehicle unsafe
• Driver issues
• Health and safety concerns

Logistics Unit Issues

• Pallet/carton problems
• Missing paperwork
• Labeling issues
• Health and safety

Stock Issues

• Damaged goods
• Product not as described
• Missing batch/expiry information
• Unsuitable packaging
• Incorrect labeling
• Health and safety

Unidentified Stock Issues

• Unidentified products received
• Products not on ASN

Issue Information

Each issue includes:

• Report reference
• Issue type
• Description
• Product details (if applicable)
• Quantity affected

UI Client Experience

UI clients can view receipt information in real-time through the platform’s timeline view, which displays:

• When the delivery booking was created
• When goods/shipment arrived at the warehouse
• When receipting started
• Partial receipt information as it becomes available
• When the final receipt was received

All UI clients see partial receipts as they are released from the warehouse during the receipting process, providing real-time visibility into what has been checked and received.

API Client Configurations

API clients have flexibility in how they receive GRN data. During the onboarding process, each API client selects one of three configuration options:

Configuration Option 1: Partial GRNs

• Receive partial GRN notifications progressively as they are released from the warehouse
• Each partial GRN is sent as a separate push notification during the receipting process
• Receive a final GRN notification when receipting is complete
• The final GRN includes all references to all associated partial receipts plus any issues identified

Configuration Option 2: Final GRN Only

• Receive one consolidated final GRN notification only, after the entire shipment has finished being receipted
• No partial GRN notifications are sent during the receipting process
• The final GRN object is comprehensive and contains:
  • All information from associated partial receipts that were received from the warehouse throughout the receipting process
  • Final receipt-specific information, including any issues, discrepancies, or other concluding details

Configuration Option 3: No GRNs

• Choose not to receive any GRN notifications via the API
• Receipt information remains available through the UI and can be queried on-demand via API

Querying GRN Data On-Demand

Regardless of push notification configuration, all API clients can actively query GRN data at any time by making GET requests for a specific shipment, ASN, or GIA. The response depends on receipting progress:

Before any receipts are issued:

• Returns a GRN object without any receipted goods information (preliminary state)

During partial receipting:

• Returns a partial GRN object that aggregates information from all partial receipts released by the warehouse so far
• This is available even if more receipting is still pending and the final receipt hasn’t occurred

After receipting is complete:

• Returns a final GRN object that includes comprehensive information from all associated partial receipts plus the final receipt

Understanding Different User Experiences

The configuration choices mean that UI users and API users may have different visibility at the same point in time:

• A UI user will always see partial receipts as they are released in real-time
• An API client configured for final GRN only won’t receive push notifications until receipting is complete, even though partial receipts may already be visible in the UI
• An API client can query for the current state at any time to retrieve the most up-to-date GRN information, regardless of their push notification configuration

Best Practices

✅ DO:

• Check booking status before creating ASN
• Monitor receipts to track delivery progress
• Review final receipts for any issues
• Note issue report references for follow-up
• Contact warehouse about discrepancies promptly
• Keep booking and ASN references for tracking

❌ DON’T:

• Try to create bookings manually
• Create multiple ASNs per booking
• Ignore discrepancies in final receipts
• Assume receiving is complete until final receipt received
• Panic if partial receipts show lower quantities (receiving may still be in progress)

Checking Receipt Status

Via Receipts Page

1. Go to Inbound → Receipts
2. Search by ASN ID, GIA Number, or Booking Reference
3. View receipt status:
   • Partial = Some items received
   • Final = All items received
   • Failed = Major issues

Viewing Receipt Details

• Click on a receipt to view full details
• Check received quantities vs expected
• Review product conditions
• Note any issues in final receipts
• Check batch and expiry information

Key Terminology

Term	Definition
Receipt / GRN	Confirmation of goods received at warehouse
Partial Receipt	Receipt issued during receiving process for individual products
Final Receipt	Complete receipt issued when all goods received, contains issues
Receipt Reference	Unique identifier for each receipt (partial or final)
Stock Condition	State of received goods (GOOD, DAMAGED, HELD, TRANSFER)
Delivery Issues	Problems with the overall delivery (paperwork, vehicle, driver)
Logistics Unit Issues	Problems with pallets, cartons, or packaging units
Stock Issues	Problems with the products themselves
Unidentified Stock	Products received that were not on the ASN
ASN	Advanced Shipping Notice - notification of expected delivery
GIA	Goods In Advice - inbound shipment notification