Opening the Receipt Awaiting Inspection

Open Received Products in Pams and locate the receipt with the status Awaiting Inspection. This status identifies products that have been received but are not yet available as In Stock inventory.
Use the receipt number, such as the Received Shipment Number, together with the Received On date to identify the correct receipt. If several receipts are waiting, also review the related PO, Sub-supplier, or product information shown on the record.
Open the receipt and review its product lines before you begin the physical inspection. Check the Product or Item description, Quantity, Unit, and any available details such as Manufacturer, Model name, Serial Number, or Product delivery date.
Compare the lines in Pams with the delivered goods. Confirm that the products physically present match the expected items and that the number of units received agrees with the quantity shown for each line.
Keep the delivered products separate from items already marked In Stock while their inspection is pending. A receipt in Awaiting Inspection should not be treated as available inventory for a project, delivery, transfer, or goods issue.
Gather the information you need for the check before recording results. Depending on the product, this may include the related PO, packing information, the product identification, product serial numbers, and the expected quantity.

The receiving activity has already been completed. If you need to review how the goods were recorded when they arrived, see Receiving Purchased Goods. This inspection stage is where you confirm whether the received products can move forward into warehouse stock.

Starting an Inspection for Received Product Lines

From Received Products, open the receipt that shows Awaiting Inspection. Review the receipt header first, then move through the individual product lines listed in the receipt.
Start the inspection from the received-products record and open the related Incoming Inspection Note when Pams provides it. Use the inspection record to capture the result of the physical check rather than relying only on a verbal or paper confirmation.
Inspect each product line separately. Do not combine results for different products, variants, sizes, lots, batches, or serial-numbered units. A receipt can contain more than one item, and one item may pass inspection while another requires a defect record.
Use the received Quantity for the line as your starting point. Count the units you are physically checking and compare them with the quantity shown in Pams. If the physical count differs, stop and resolve the difference before treating the line as fully inspected.
Check the product condition while the inspection remains in progress. Review the delivered item identification, visible condition, packaging, and the quantity received. Where relevant, compare the Manufacturer, Model name, Serial Number, or other product details with the expected product line.
Leave a line under inspection until you have a clear result for all units on that line. Do not release a line to inventory merely because some cartons or units have been checked. Record the inspection result only after the physical checks for that line are complete.

When a receipt contains several product lines, work through them one at a time. This makes it easier to identify which product has a problem and prevents a defect on one line from affecting the stock result for another line.

Recording Approved and Defective Quantities

For each inspected product line, record the quantity that passed the inspection as approved. This is the quantity that can be considered for release to inventory after the inspection is completed.
Record the quantity that failed the inspection as defective or rejected. Use the physical count for the product line as your reference. The approved quantity and defective quantity must together account for the quantity you inspected.
For example, if a product line contains 20 units and 18 meet the inspection requirements, record 18 as approved and 2 as defective. Do not record all 20 as approved if two units are damaged, incorrect, or otherwise unacceptable.
Add clear defect information for every failed quantity. Use the available Description, Note, or inspection details to identify the affected product line and explain what was found. Describe the actual issue, such as damaged packaging, damaged product, incorrect item, incorrect model, missing units, or a quality failure.
Keep the defect description specific enough for another warehouse user to understand the result without repeating the physical inspection. Identify the product or item involved and state whether the problem affects part of the received quantity or the full quantity.
If only some units failed, record only those units as defective and keep the remaining approved quantity separate in the inspection result. If every unit on a line failed, record a zero approved quantity for that product line and record the full quantity as defective.

Before moving to the next line, compare the recorded quantities with the physical units in front of you. The inspection record should show exactly what can be released to inventory and exactly what must remain excluded from available stock.

Reviewing Defects Before Completing the Inspection

Review every product line that has a defective or rejected quantity before you complete the Incoming Inspection Note. Match the recorded quantity with the actual products set aside during the inspection.
Read the defect description for each affected line. Make sure it clearly states what was wrong with the received products. Useful descriptions identify the product and the issue, such as damage, an incorrect item, a missing component, packaging failure, or a quality failure.
Confirm that the defective quantity is not included in the quantity recorded as approved. A product cannot be both approved for stock and recorded as defective for the same unit.
Recheck partial defects carefully. If a product line has both approved and defective units, verify that the two quantities together equal the quantity inspected. This is especially important for products received in multiple packages, batches, or serial-numbered units.
Review the receipt details again if the inspection result is unclear. Compare the physical product with the product line, Quantity, Unit, product identification, and related purchasing information. Where needed, use the PO and the product details on the received-products record to confirm the expected item.
Correct the inspection record before finalizing it if the recorded result does not match the physical count. Update the affected quantity, the defect details, or both. Do not complete the inspection while there is an unexplained difference between the units received, approved, and defective.

Defect records provide a clear separation between inventory that can support normal warehouse work and inventory that cannot. This distinction is important when stock is later used for a project, prepared for delivery, included in a transfer, or issued through Goods Issue Notes.

Releasing Approved Products to Stock

Confirm that every product line on the receipt has an inspection result. Each line must have an approved quantity, a defective quantity, or both. Do not leave any product line without a recorded outcome.
Review the completed Incoming Inspection Note one final time. Verify that the approved quantities are correct and that every defective quantity has a clear description of the issue.
Release only the approved quantity by selecting the option shown as Released to Inventory. This moves the approved products from the inspection stage into warehouse inventory for normal use.
Check the receipt status after release. Approved products should no longer remain only in Awaiting Inspection. Confirm that the completed inspection reflects the release to inventory and that the approved stock is available as In Stock.
Review the stock result in Stock By Products or the relevant stock view. Confirm that the quantity added to stock matches the approved quantity recorded during inspection—not the full received quantity when defects were found.
Keep defective or rejected products out of the released stock quantity. They must not appear as available In Stock items simply because they were included in the original receipt.

Releasing products only after inspection keeps warehouse availability accurate. It ensures that products used in later storage, allocation, delivery, transfer, or issue activities are the units that passed the recorded inspection.

Resolving Quantity and Defect Recording Problems

If the approved and defective quantities do not match the inspected receipt, recount the physical units for the affected product line. Compare the recount with the Quantity shown on the received-products record before changing the inspection result.
Check whether the difference is caused by a partial defect. For example, a line may have an approved quantity recorded but no defective quantity entered for the remaining units. Update the result so every inspected unit is accounted for.
If Pams does not allow a product to be released to inventory, return to the inspection record and check whether the line is still incomplete. A line cannot move forward until its inspection outcome has been recorded.
Review the defective quantity if the product should have been approved. A quantity entered as defective will remain excluded from the quantity released to inventory. Correct the recorded result before selecting Released to Inventory.
If the wrong product line was marked as defective, correct the affected line and make sure the defect description identifies the right Product or Item. Then recheck the approved and defective quantities for both the corrected line and the originally affected line.
If all units on a received product line fail inspection, record an approved quantity of zero. Record the full received quantity as defective, describe the issue, and do not release any part of that line to In Stock inventory.
After making a correction, review the receipt status and the stock result again. The released quantity should equal the corrected approved quantity, while rejected products remain outside available stock.

Do not use a release to inventory as a way to resolve a counting difference. The inspection record must reflect the physical products first; stock should be released only after the quantities and defect details are accurate.

Overview

Warehouse inspection in Pams takes place after a receipt has been recorded and before its products become available as In Stock inventory. The process begins with a receipt in Received Products that has the status Awaiting Inspection.

The inspection result separates received products into two outcomes:

Approved quantity: Units that match the expected product line and pass the required physical checks. These units can be marked Released to Inventory.
Defective quantity: Units that are damaged, incorrect, incomplete, or fail the required condition or quality check. These units remain excluded from released stock.

During the inspection, use the received product line and its Quantity as the basis for your count. Record results for each product separately, particularly when a receipt contains different products, variants, sizes, batches, or serial-numbered items.

The Incoming Inspection Note is the record of what was checked and what result was found. A complete inspection should show:

The received product or item that was inspected.
The quantity approved for inventory.
The defective or rejected quantity, if any.
A clear Description or Note for each defect.
A completed status that supports release of approved products to stock.

The key outcome is accurate warehouse availability. Products should appear as In Stock only when they have passed inspection and have been Released to Inventory. Defective products must not be included in the stock available for projects, deliveries, transfers, or Goods Issue Notes.

For the preceding receipt process, see Receiving Purchased Goods.

Prerequisites

Before starting an inspection in Pams, make sure the following conditions are met:

A receipt has already been recorded in Received Products. Use the process in Receiving Purchased Goods if the goods have not yet been received in Pams.
The receipt is available with the status Awaiting Inspection. Products that are already Released to Inventory or shown as In Stock are not pending inspection.
The delivered products are physically available for checking. Keep them separate from approved warehouse stock until the inspection has been completed and the approved quantity is released.
You can identify the receipt and its product lines using details such as the Received Shipment Number, Received On date, Product, Item, Quantity, and Unit.
You have the information needed to compare the delivery with what was expected. Depending on the product, review the related PO, Sub-supplier, Manufacturer, Model name, Serial Number, or other product details shown on the receipt.
You can determine the quantity that passed inspection and the quantity that failed. If a line has defects, be ready to record a clear Description or Note that explains the issue.
You have checked whether the receipt contains multiple product lines, batches, variants, or serial-numbered products. Each line needs its own inspection result; do not record one combined result for different products.

After approved quantities have been released to inventory, continue with Stocking and Allocating Products to manage the products available in the warehouse.

Inspecting Received Products