> ## Documentation Index
> Fetch the complete documentation index at: https://purchasing.docs.growcrm.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Record Incoming Stock Deliveries in Grow CRM Purchasing

> Log goods received into a warehouse using Stock In records. Set status to Draft while reviewing, then Submit to apply quantities to on-hand stock.

Use Stock In to record goods arriving at one of your warehouses. The most common scenario is logging stock received against a purchase order, but you can use it for any stock receipt — initial stock setup, free samples, goods returned by a customer, or any other occasion where physical stock enters a warehouse. Each Stock In record increases on-hand quantities for the items and warehouse you specify once it is submitted and reconciled.

## Creating a Stock In Record

<Steps>
  <Step title="Open Stock In">
    Go to **Inventory → Stock In** and select **Add Stock In**.
  </Step>

  <Step title="Choose a warehouse">
    Select the **Warehouse** the goods are being received into. This field is required — only active warehouses appear in the picker.
  </Step>

  <Step title="Add supplier details (optional)">
    If this receipt is from a supplier, select the **Supplier** and enter a **Supplier Reference** such as their delivery note number or invoice number. These fields are optional but useful for cross-referencing paperwork.
  </Step>

  <Step title="Set the date">
    Set the **Date** received. This defaults to today, but you can backdate it to match the actual receipt date.
  </Step>

  <Step title="Add line items">
    Search for and add each item you are receiving, then enter the **Quantity** received for each one. Only items with [stock tracking enabled](/inventory/stock) appear in the search results.
  </Step>

  <Step title="Add notes">
    Enter any relevant **Notes** — for example, condition of the goods, partial delivery information, or internal references.
  </Step>

  <Step title="Save Draft or Submit">
    * Select **Save Draft** if you want to review or amend the record before it affects stock.
    * Select **Submit** when you are satisfied the record is correct. Submitting changes the status to **Recorded** and locks the record.
  </Step>
</Steps>

## Draft vs. Recorded

Understanding the difference between the two statuses is important before you submit:

* **Draft** — the record is still in progress. You can edit any field, add or remove line items, or delete the record entirely. No stock quantities are affected while a record is in Draft.
* **Recorded** — the record has been submitted and is now locked.

<Warning>
  Once a Stock In record is set to **Recorded**, it cannot be edited or deleted — only reversed. Take the time to review your warehouse selection, quantities, and line items carefully before you click **Submit**. Reversals create an audit trail entry and cannot themselves be undone.
</Warning>

Recorded quantities are added to the warehouse's on-hand stock during the next reconciliation pass.

<Note>
  Reconciliation runs automatically in the background approximately every minute. If you have just submitted a Stock In record and do not see the updated quantities on the [Stock page](/inventory/stock) yet, wait up to a minute and then refresh.
</Note>

## Reversing a Stock In

If a recorded Stock In turns out to be wrong — wrong quantity, wrong warehouse, goods that were subsequently returned to the supplier — you can reverse it rather than trying to edit it.

<Steps>
  <Step title="Open the record">
    Locate the Stock In record in the list and open it.
  </Step>

  <Step title="Select Reverse">
    Click the **Reverse** action.
  </Step>

  <Step title="Enter a reason">
    Provide a reason for the reversal. This is required and becomes part of the permanent record.
  </Step>

  <Step title="Confirm">
    Confirm the reversal. Grow CRM sets the record's status to **Reversed** and schedules the quantity removal for the next reconciliation pass.
  </Step>
</Steps>

When a reversal is processed, the previously received quantities are removed from the warehouse's on-hand stock. The original record remains visible in the list with a **Reversed** status so your history stays intact.

<Warning>
  Reversals cannot be undone. Only records with a **Recorded** status can be reversed — Draft records should simply be edited or deleted instead.
</Warning>

## Viewing a Stock In Record

Opening a Stock In record from the list shows you everything about it in one place:

* **Status** — Draft, Recorded, or Reversed
* **Warehouse** — the location the goods were received into
* **Supplier** — the supplier the goods came from (if entered)
* **Supplier Reference** — the supplier's own delivery or invoice number (if entered)
* **Recorded By** — the user who submitted the record
* **Date** — the date the goods were received
* **Line Items** — each item and the quantity received
* **Notes** — any free-text notes added at the time of creation
* **Reversal Details** — if the record has been reversed, this section shows when the reversal was made, who made it, and the reason given