Warehouse receiving optimize: Checklist & tips for process improvement

Warehouse receiving is the interface between the supplier and the warehouse - and the first step in the internal material flow. This is where delivered goods are received, checked and prepared for storage. What sounds simple is actually full of stumbling blocks: incomplete shipments, missing documents or incorrect article numbers are not uncommon.

Typical tasks in warehouse receiving are:

• Receipt and initial visual inspection of the shipment
• Comparison with purchase order and delivery documents
• Documentation of defects or deviations
• Decision on storage, blocking or return
• Recording in the ERP system

A structured incoming goods process ensures that all downstream warehouse and production processes can run reliably. This is because errors that occur here often have an impact on the entire process.

Well-planned warehouse receiving does not begin with the delivery - and does not end with the first scan in the warehouse. The entire process flow in incoming goods comprises several steps that must interlock seamlessly. This is the only way to prevent faulty goods from being processed further or incomplete consignments from being stored by mistake.

The typical warehouse receiving process is divided into five central steps:

1. Receipt of goods

The shipment is accepted, documented and initially checked for external damage. In the event of obvious defects - such as damaged packaging or incorrect temperature control - acceptance may be refused. In many companies, a comparison is also made with the shipping notification at this point - if digitally available.

2. Incoming goods inspection

This is followed by a check for completeness, article numbers, batches, quantities and, if necessary, quality - depending on the industry and inspection process. Defects or deviations are documented, photographed if necessary, and lead to consultation with the purchasing department or the initiation of a blocking process.

3. Goods receipt posting

If the delivered items are correct, they are posted in the ERP or WMS system. This booking is a prerequisite for further internal processing - from storage to production release.

4. Storage bin assignment

The goods are assigned to a storage bin - automatically or manually. A distinction can be made between different areas, such as the high-bay warehouse, a shelving warehouse or a blocked warehouse.

5. Storage

The final step: physical storage according to specifications, including feedback into the system. In modern warehouse processes, this is usually done using mobile devices or scanners - for less paper, fewer errors and more speed.

Paper forms, manual entries and a lack of transparency - many companies still work with processes in warehouse receiving that are unnecessarily error-prone and time-consuming. The consequences are not immediately apparent, but they quickly add up: in the form of queries, delays and high follow-up costs.

Typical risks of non-digitalized warehouse receiving:

• Lost delivery bills: without digital document management, receipts can easily be misplaced or incorrectly assigned.
• Incorrect bookings: Manually transferred data quickly leads to transposed figures or incomplete entries in the system.
• Undetected defects: If there is no structured quality control, damaged or incomplete goods can enter the warehouse unnoticed - and later into production or shipping.
• Inefficient processes: Long routes, duplicate data entry and a lack of real-time data cost valuable minutes every day - multiplied by each shipment.

Analog warehouse receiving is therefore not just an efficiency problem - it also poses concrete risks for quality, delivery capability and cost control. In contrast, optimized incoming goods processes create the necessary transparency thanks to proven methods and supporting technologies, avoid sources of error and form the basis for reliable, lean warehouse processes.

The 5S method: the basis for structure and order

The 5S method originates from lean management and pursues a clear goal: standardizing workplaces, avoiding waste and improving processes through order. Especially in warehouse receiving - where shipments must be processed quickly, correctly and traceably - the principle is a real lever.

The five S's stand for:

Visual management: control processes at a glance

Colors, symbols and visual markings make incoming goods processes intuitively understandable and more transparent - a particular benefit when personnel change.

• Colored zones and floor markings for orientation
• Pictograms and traffic light markings at inspection stations
• Quick visual feedback on process status

Optimized shelving systems: storage technology as an efficiency factor

The right warehouse equipment makes warehouse receiving easier and improves the use of space and time - especially in high-frequency areas.

• Shorter distances thanks to logical shelf placement
• Better ergonomics thanks to height-adjustable workstations
• Clearly marked storage locations minimize storage errors

ERP systems: Central control and seamless documentation

An ERP system links all process steps - from purchase orders to warehouse receiving and warehouse management - in a continuous digital process.

• Booking of goods receipts with automatic linking of purchase orders and storage locations
• Control of blocked stock logic, quality checks and escalation processes
• Integration with mobile devices, OCR, DMS and shipping notifications

Mobile data capture: capture warehouse receiving by scan

Mobile devices make it possible to record warehouse receipts as they arrive - without paper and with minimal effort.

• Direct booking into the system saves time and reduces errors
• No media disruptions - all data is available digitally
• Optimum addition through connection to the ERP system

RFID technology: Automated warehouse receiving without visual contact

RFID allows goods to be recognized automatically - even when packed or stacked. The technology is particularly suitable for large quantities or standardized packaging.

• Automatic detection of pallets, boxes or batches
• No line of sight required - faster processes
• Integration with conveyor technology or sound control possible

OCR scanner: digital and automated delivery note processing

OCR scanners recognize printed or scanned text content and convert it into digital data - ideal for the automated processing of delivery bills.

• Matching with purchase orders without manual data entry
• Faster processing and fewer data entry errors
• Digital archiving for complete traceability

Shipping notification: planning reliability before arrival

An electronic shipping notification informs the warehouse about shipments in advance - even before the truck pulls up.

• Better preparation for the scope and content of the shipment
• Reduced waiting times and fewer bottlenecks
• Better planning of personnel and resource distribution

Not every warehouse receiving system needs to be fully automated - but without clear workflows, structured processes and suitable technologies, a lot of potential remains untapped. With this short self-check, you can see at a glance where your company stands - and where it is worth taking a closer look.

• Do the following statements apply to your company's warehouse receiving?
• The incoming goods inspection is standardized and documented in writing
• Delivery bills and purchase orders can be assigned digitally and seamlessly
• Employees use mobile devices to record data instead of paper forms
• Defects are documented in a structured manner - not just by shouting or Post-it notes
• The storage location is already known at the time of booking - no interim storage
• There are defined responsibilities and clear process descriptions
• Warehouse receipts are announced in advance by a shipping notification
• Routes in warehouse receiving are short and logical and are checked regularly
• The goods receipt data is immediately available digitally to Purchasing and Production
• There are no media breaks between warehouse receiving, booking and warehouse management
• All systems involved are integrated with each other - without duplicate data entry

The more points you answer "yes" to, the more structured and digital your warehouse receiving is already.

In the chemical industry, warehouse receiving is more than just logistics: it has to cover traceability, hazardous materials management and regulatory requirements. A digitally supported process ensures efficiency and compliance.

The delivery bill is scanned or photographed at the ramp using a mobile app. An integrated OCR automatically recognizes all important information such as article numbers, quantities, batches and supplier data. The ERP system compares the data with the purchase order in real time - including GHS labeling and storage conditions for hazardous substances. Deviations such as incorrect quantities or missing labels are detected immediately.

Booking is mobile and role-based. Authorized employees assign the shipment directly to a suitable storage location, such as a hazardous materials warehouse with access restrictions or temperature control. The QA process starts automatically for substances requiring inspection. The goods remain blocked until they are released. Photos, test reports and documents are recorded digitally and stored centrally in the DMS.

The result: secure, paperless warehouse receiving with complete batch traceability - legally compliant, efficient and ready for further processing.

Structured, digital warehouse receiving only works smoothly if all information, systems and process participants interact seamlessly. This is exactly where Yaveon ERP comes in - with a solution that has been specially expanded to meet the requirements of the process manufacturing industry and is based on Microsoft Dynamics 365 Business Central.

Order synchronization in real time
Warehouse receipts can be linked directly to existing purchasing documents - automatically, error-free and traceable.

Real-time booking & stock update
As soon as the goods are scanned, the stock is updated by the system - without delays or duplicate entries.

Integrated batch and serial number recording:
Ideal for regulated industries: Traceability is anchored in the process as standard

Connection of mobile devices:
Barcode scanners, tablets or MDE devices can be integrated directly - for maximum flexibility at warehouse receiving.

Optimized warehouse receiving is more than just an efficiency gain - it brings structure, security and creates the basis for stable processes in warehousing, production and purchasing.

Those who rely on end-to-end processes, digital technologies and an integrated ERP system reduce sources of error, increase transparency - and turn warehouse receiving into a real competitive advantage.