Optimizing warehouse receiving: checklist & tips for process improvement

Warehouse receiving is the link between supplier and warehouse – and the very first step in the internal material flow. Incoming goods are received, checked, and prepared for storage. Simple in theory, yet in practice full of challenges: incomplete shipments, missing documents, or incorrect item numbers are all too common.

Typical tasks in warehouse receiving include:

• Receiving and visually inspecting deliveries
• Matching deliveries with purchase orders and shipping documents
• Recording defects or discrepancies
• Deciding whether to store, block, or return goods
• Entering data into the ERP system

A well-structured warehouse receiving process ensures that all subsequent warehouse and production operations run smoothly. After all, errors at this stage often ripple through the entire workflow.

A well-organized warehouse receiving process doesn’t just start when goods arrive at the dock – and it doesn’t end with the first scan in the warehouse. The entire workflow consists of several interconnected steps that need to run seamlessly. Only then can companies prevent faulty goods from moving further along the line or incomplete shipments from being stored by mistake.

1. Delivery receipt

The shipment is received, documented, and first checked for visible damage. If there are obvious defects – such as damaged packaging or improper temperature control – the delivery may be refused. At this stage, many companies also compare the goods with the advance shipping notice, provided it is available digitally.

2. Receiving inspection

Next comes the check for completeness, item numbers, batches, quantities, and, where required, quality – depending on the industry and inspection process. Any defects or discrepancies are documented, sometimes supported by photos, and usually lead to coordination with purchasing or the initiation of a blocking process.

3. Receiving entry in the system

If the delivered items are correct, the transaction is recorded in the ERP or WMS. This entry is the basis for internal processing – from storage to production release.

4. Storage location assignment

The goods are assigned to a storage location – either automatically or manually. This may include different areas such as high-bay storage, shelving systems, or a quarantine warehouse.

5. Put-away

The final step: physically placing the goods in storage as specified, with confirmation back into the system. In modern warehouse processes, this is usually done with mobile devices or scanners – resulting in less paperwork, fewer errors, and faster workflows.

Paper forms, manual entries, and lack of transparency – in many companies, warehouse receiving still relies on processes that are unnecessarily error-prone and time-consuming. The consequences may not show immediately, but they add up quickly: more queries, delays, and significant downstream costs.

Typical risks of non-digitalized warehouse receiving:

• Lost delivery notes: Without digital document management, records can easily be misplaced or misfiled.
• Incorrect postings: Manually transferred data often leads to typos or incomplete entries in the system.
• Undetected defects: Without a structured quality controls, damaged or incomplete goods can slip into the warehouse – and later into production or shipping.
• Inefficient processes: Long walking distances, duplicate data entry, and missing real-time information waste valuable minutes every day – multiplied by every delivery.

Analog warehouse receiving is therefore not just a matter of efficiency – it carries real risks for quality, delivery capability, and cost control. In contrast, optimized warehouse receiving processes, supported by proven methods and technologies, provide the transparency needed, eliminate sources of error, and lay the foundation for reliable, streamlined warehouse operations.

The 5S method: foundation for structure and order

The 5S method comes from Lean Management and pursues a clear objective: standardize work areas, eliminate waste, and improve processes through order and structure. Especially in warehouse receiving – where deliveries must be processed quickly, accurately, and with full traceability – 5S can be a powerful lever.

The five S stand for:

Visual management: keeping processes in sight

Colors, symbols, and visual markers make warehouse receiving processes more intuitive and transparent – a real advantage, especially when staff changes frequently.

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

Optimized shelving systems: storage technology as an efficiency factor

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

• Shorter walking distances thanks to logical shelf placement
• Better ergonomics with height-adjustable workstations
• Clearly labeled storage locations to minimize put-away errors

ERP systems: central control and seamless documentation

An ERP system links all process steps – from purchase order through warehouse receiving to inventory management – in one continuous digital workflow.

• Recording warehouse receiving with automatic purchase order and storage location assignment
• Managing quarantine stock logic, quality checks, and escalation processes
• Integration with mobile devices, OCR, DMS, and advance shipping notices

Mobile data capture: recording warehouse receiving via scan

Mobile devices make it possible to record incoming goods directly upon arrival – without paper and with minimal effort.

• Direct posting into the system saves time and reduces errors
• No media disruptions – all data is digitally available
• Perfectly complements ERP system integration

RFID technology: automated warehouse receiving without line of sight

With RFID, goods can be identified automatically – even when packed or stacked. The technology is particularly useful for large volumes or standardized packaging.

• Automatic capture of pallets, boxes, or batches
• No visual contact required – faster processes
• Can be integrated with conveyor systems or voice control

OCR scanners: digital and automated delivery note processing

OCR scanners recognize printed or scanned text and convert it into digital data – ideal for automated delivery note handling.

• Automatic matching with purchase orders without manual data entry
• Faster processing and fewer entry errors
• Digital archiving ensures complete traceability

Advance shipping notice: planning reliability before arrival

An electronic advance shipping notice informs the warehouse about deliveries before the truck even arrives.

• Better preparation for delivery volume and contents
• Reduced waiting times and fewer bottlenecks
• Improved planning of staff and resources

Not every warehouse receiving process needs to be fully automated – but without clear workflows, structured processes, and the right technologies, a great deal of potential remains untapped. With this short self-check, you can see at a glance where your company stands – and where it pays to look more closely.

Do the following statements apply to your warehouse receiving?

• Receiving inspections are carried out consistently and documented in writing
• Delivery notes and purchase orders can be matched digitally and without gaps
• Employees use mobile devices for data capture instead of paper forms
• Defects are documented in a structured way – not just by word of mouth or sticky notes
• The storage location is already known at the time of posting – no temporary storage needed
• Responsibilities are clearly defined, with transparent process descriptions
• Deliveries are announced in advance via an advance shipping notice
• Walking distances in warehouse receiving are short, logical, and regularly reviewed
• Warehouse receiving data is immediately available digitally to purchasing and production
• There are no media disruptions between receiving, posting, and inventory management
• All connected systems are fully integrated – with no duplicate data entry

The more statements you can confidently answer with “yes,” the more structured and digitalized your warehouse receiving process already is.

In the chemical industry, warehouse receiving is more than logistics: it must also ensure traceability, hazardous materials management, and compliance with regulatory requirements. A digitally supported process delivers both efficiency and compliance.

Right at the loading dock, the delivery note is scanned or photographed via a mobile app. An integrated OCR solution automatically captures all key information such as item numbers, quantities, batches, and supplier data. The ERP system instantly matches the data with the purchase order – including GHS labeling and storage conditions for hazardous materials. Any discrepancies, such as incorrect quantities or missing labels, are immediately flagged.

Posting is carried out on mobile devices and based on role-specific authorizations. Authorized employees assign the delivery directly to an appropriate storage location – for example, a hazardous materials warehouse with restricted access or temperature control. For substances requiring inspection, the quality assurance process starts automatically. Goods remain blocked until released. Photos, inspection reports, and documents are captured digitally and stored centrally in the DMS.

The result: a secure, paperless warehouse receiving process with end-to-end batch traceability – compliant, efficient, and ready for further processing.

A structured, digital warehouse receiving process only runs smoothly when information, systems, and all process participants work seamlessly together. This is exactly where Yaveon ERP comes in – with a solution specifically enhanced for the requirements of the process industry and built on Microsoft Dynamics 365 Business Central.

Real-time purchase order matching
Warehouse receiving can be linked directly to existing purchase documents – automatically, reliably, and with full traceability.

Real-time posting & inventory updates
As soon as goods are scanned, inventory levels are updated in the system – with no delays and no duplicate entries.

Integrated batch and serial number capture
Perfect for regulated industries: traceability is built into the process by default.

Mobile device integration
Barcode scanners, tablets, or handheld devices can be connected directly – ensuring maximum flexibility in warehouse receiving.

An optimized warehouse receiving process is more than just a gain in efficiency – it delivers structure, reliability, and a solid foundation for stable operations in warehousing, production, and purchasing.

Companies that rely on seamless processes, digital technologies, and an integrated ERP system reduce sources of error, increase transparency – and turn warehouse receiving into a genuine competitive advantage.