Reviewing and confirming a receipt

Summary

When the operator sends the capture, the receipt becomes Captured and supervisors are alerted. The review is the last check before the goods enter stock: the supervisor validates quantities, discrepancies and evidence, adds extra services, sets the actual arrival date and confirms; or fixes the capture, or returns it to the operator with notes.

Before you start

Permission: “Confirm Receipts” (Super Admin, Admin and Supervisor by default). Without it you do not see Review & confirm.
To fix the capture yourself: also “Capture Receipts”.
To add accessorials: “Capture Accessorials” if the receipt has a dock job; “Configure Accessorials” if it does not.
The receipt must be Captured.

Opening the review

From the “Receipt captured, awaiting review” alert in the bell.
From the receipt detail, with Review & confirm next to the step bar.
If you can confirm and you were the one who sent the capture, you land on the review directly.

If you open an old alert for a receipt that was already confirmed or cancelled, the system takes you to the detail with “This receipt is no longer pending review.”

What is on the screen

Step bar with Edit capture (if you can also capture), Confirm receipt and the more actions menu (View detail, Return to capture, Cancel receipt).
Amber banner “This receipt has discrepancies. Review evidence before confirming.”, if any line has a discrepancy.
Actual arrival date with its explanation.
Accessorials for the receipt or its dock job.
Receipt data: who captured, origin, and the Lines with expected, received and damaged quantity, location, package, lot, discrepancy and photos.
Review history, if it was returned before.
Documents panel: attachments, dock job photos and the email photo selector.

What to check

Quantities — that what was captured matches what was unloaded and how it compares with the expected quantity.
Discrepancies — every Short, Over-received, Damaged or Wrong SKU line must have its photo and a note explaining it. Check that the damaged quantity does not exceed the received one.
Locations — every line with a received quantity must have a location.
Lots — lot-tracked products must have their number.
Odd lines — items named after a barcode are usually scans the catalog did not recognize.
Documents and email photos — that the supplier papers are there, and choose which photos go to the customer: the email is sent the moment you confirm. See Receipt confirmation email.

Extra services (accessorials)

If the unloading needed something out of the ordinary (devanning, shrink-wrapping, overtime), add it in the Accessorials panel with Add accessorial before confirming. If the receipt is linked to a dock job, accessorials are recorded on that job; if not, they are anchored to the receipt and only a supervisor can add them. They become charges on Services to Invoice per the rate card. See Capturing an accessorial and Where each charge comes from.

The actual arrival date

The Actual arrival date field comes with the captured date or, if there is none, today. It is the day the goods physically arrived, not the day they are confirmed in the system.

Stock aging and billable storage count from this date.
The receiving charge is dated with it, so it lands in the right invoicing period.
Only today or an earlier date is allowed (“The … field must be a date before or equal to …”).
If it stays on today, the exact time of confirmation is stored; if earlier, the start of that day.

Fix it yourself or return to capture

Option	When it makes sense	What happens
Edit capture	Something small is missing that you can resolve (a location, a lot, a photo someone sent you).	Opens the editor. Clicking Save & send to review brings you back to the review; the receipt is recorded as captured by you and the review alert is sent again. If you use Save & continue, the receipt goes back to In progress.
Return to capture	The operator has to recount or physically check.	The receipt moves to In progress with your notes in the history.

Returning to capture

Open the more actions menu on the review and choose Return to capture.
Write the notes for the operator — required, 3 to 500 characters. Be specific: “missing evidence photo on line 2, verify SKU on line 4”.
Click Return to capture — or Stay on review to do nothing. “Receipt … returned to capture with notes for the operator.” appears and the receipt goes back to In progress.

Notes accumulate with name and date in the Review history, visible on the detail and in the capture editor.

Confirming

Click Confirm receipt. If everything is in order, “Receipt … confirmed. Stock updated.” appears and:

The goods enter stock at their locations and lots, and the receipt becomes Confirmed. Who captured, who reviewed and when it was confirmed are recorded.
The advance ship notice, if any, moves to Received.
Receiving charges are created per the customer’s rate card.
The customer gets the receipt-confirmed email.
The goods receipt note PDF is generated and stored, if the warehouse has the documents module.

The full detail, module by module, is in Receiving workflow.

What blocks confirmation

The system refuses to confirm, sends you back to the review and shows a red message naming the product:

Message	How to fix it
“Attach the evidence photo for … — a discrepancy cannot be confirmed without it.”	A line has a discrepancy with no photo. Edit capture and upload it.
“Assign a location to … before confirming…”	A line with quantity has no location. Edit capture and set it.
“Enter the lot number for … — this product is lot-tracked…”	Lot-tracked product without a lot. Edit capture and enter it.
“This receipt can only be confirmed while it is awaiting review. It is currently …”	The receipt is no longer Captured (someone returned it, cancelled it or already confirmed it).

The location and lot checks only apply if the warehouse has the inventory module; the photo check always applies.

Example

Ana López opens receipt CNORTE-2026-00087 from the bell. She sees the discrepancy banner: the juice came 2 short and has a photo. She notices the sugar line has no location, clicks Edit capture, sets REC-01 and sends to review. Back on the review, she adds a shrink-wrap accessorial for 3 pallets, changes the actual arrival date to Monday because the trailer sat in the yard since then, marks two unloading photos for the email and confirms.

Best practices

Confirm the same day as the unloading: the goods cannot be picked before.
Before confirming, choose which photos go in the customer email.
Return to capture with specific notes when the operator must recount; fix only administrative gaps yourself.
Check the actual arrival date on every receipt that reaches the system late.
Add accessorials before confirming so they stay with the receipt.

Troubleshooting

I do not see the Review & confirm button.

The receipt is not Captured, or your user lacks the Confirm Receipts permission.

I do not see Edit capture on the review.

You lack the Capture Receipts permission. Use Return to capture.

I confirmed but the customer got no email.

The customer has the email channel off or no contacts with email. Fix it on the customer record and use Send by Email on the receipt detail.

I confirmed with a wrong quantity.

Use Edit on the confirmed receipt detail; changes are posted as adjustments. See Cancelling or correcting a receipt.

I cannot add accessorials.

Without a linked dock job, only users with “Configure Accessorials” can add them; or link the receipt to its dock job.

Frequently asked questions

Who can confirm?

Only users with the Confirm Receipts permission, usually supervisors. A user with both permissions can capture and confirm.

Are photos required?

Only on discrepancy lines. On others they are optional, though recommended if the customer asks for them.

What if two people confirm at the same time?

Nothing bad: the system locks the receipt during confirmation. The second person sees the receipt already confirmed and stock is not duplicated.

Can I undo a confirmation?

There is no “unconfirm”. You can edit the confirmed receipt (with adjustments) or cancel it, which reverses the stock and its unbilled charges. The email already sent cannot be recalled.