Warehouse — HubSpot — Receive Tickets: Logging Arrivals and Exceptions

Audience

• Warehouse staff receiving products for deals.

• Back house ops manager and delivery team members coordinating pickups and check-ins.

Purpose / When to use this

Use this article whenever you are working Receive tickets in HubSpot.
It explains how Receive tickets relate to Order | PU and Order | SHIP, how to use the Unscheduled Pickups / Scheduled Pickups / Incoming Shipments views, and how to log arrivals and exceptions so product is correctly checked in and staged.

1. What a Receive ticket is

• For each vendor on a deal, there is typically:

  • One Order ticket (Order | PU or Order | SHIP).

  • One corresponding Receive ticket for that vendor’s items.

• A Receive ticket is created when its related Order ticket is completed:

  • Order | PU complete → Receive | PU ticket.

  • Order | SHIP complete → Receive | SHIP ticket.

Purpose:

• Track how that vendor’s products get to the warehouse.

• Record what actually arrived vs what was ordered.

• Ensure items are checked in and placed correctly.

2. Two Receive pipelines: Receive | PU vs Receive | SHIP

2.1 Receive | PU — we pick up from the vendor

• Receive | PU tickets are for orders we physically pick up from vendors.

• Tied to Order | PU tickets and their items.

• Related Order | PU statuses: Not Scheduled → Scheduled → Received → Check-in Complete. 

2.2 Receive | SHIP — vendor ships to us

• Receive | SHIP tickets are for orders shipped to the warehouse.

• Tied to Order | SHIP tickets and their items.

• Related Order | SHIP statuses: Not Received → Received → Check-in Complete. 

3. Views that drive Receive work

3.1 Unscheduled Pickups (Receive | PU intake)

• Shows new Receive | PU tickets that have not yet been scheduled.

• Owned by the back house ops manager.

• Used to:

  • Review upcoming pickup needs.

  • Decide which pickups fit into workload and routes.

  • Coordinate with vendors to confirm product is ready on the target date.

3.2 Scheduled Pickups (Receive | PU execution)

• Delivery team’s active queue for pickup work.

• Each row shows:

  • Ticket name (vendor + deal name).

  • Ticket status (starts as Scheduled).

  • Invoice/SO number.

  • Invoice/SO link (view vendor document).

  • Scheduled Order Pickup Date.

  • Pickup Completion Status.

  • Check-in Completion Status.

  • Vendor.

3.3 Incoming Shipments (Receive | SHIP)

• Warehouse team’s active queue for inbound shipments.

• Each row shows:

  • Status (starts as Not Received).

  • Ship Date.

  • Expected Receive Date.

  • Tracking Info.

  • Check-in Notes.

  • Check-in Completion Status.

  • Quantity of Shipments.

  • Order Notes.

  • Vendor.

4. Working Receive | PU tickets (Scheduled Pickups)

4.1 At the vendor

For a scheduled pickup:

1. In Scheduled Pickups, find your row for that day.

2. Click the Invoice/SO link to open the vendor’s document.

3. At the vendor:

   • Use the Invoice/SO document to verify what should be staged.

   • Compare what they give you against the Invoice/SO as you load.

   • Note any items that are missing, partial, or clearly damaged.

Because multiple tickets worth of items can be picked up together from the same vendor:

• Use the Invoice/SO(s) attached on each ticket to make sure every related order is accounted for.

• If a shipment seems to be “two tickets worth” combined, cross-check each ticket’s Invoice/SO and quantities separately.

4.2 Back at the warehouse — pickup & check-in completion

After returning:

1. Update Pickup Completion Status:

   • If all items were picked up as expected → use the “Complete” value.

   • If something was left behind or refused → use the appropriate partial/damaged/missing value.

2. During check-in:

   • Use the same Invoice/SO and any packing slips to verify counts.

   • Update Check-in Completion Status when counting and staging are complete.

3. Document exceptions:

   • In notes and/or structured fields:

     • “Vendor had 8 of 10 cabinets, 2 backordered.”

     • “One pantry door damaged; flagged for warranty.”

5. Working Receive | SHIP tickets (Incoming Shipments)

5.1 Cross-checking multi-ticket shipments

Vendors may ship multiple tickets’ worth of items together in one physical shipment.

To handle this:

1. In Incoming Shipments, identify which tickets are tied to that vendor and shipment date.

2. For each relevant ticket:

   • Open the attached Invoice/PO document.

3. When the shipment arrives:

   • Use the packing slip (if provided) to see what the vendor says is included.

   • Cross-check the packing slip against each ticket’s Invoice/PO and expected items.

5.2 Distinguishing “more coming” vs “unknown missing”

There is a big difference between:

• Case A — Partial but known: You receive half the items, and you know the rest are:

  • On another shipment (see Quantity of Shipments),

  • On another tracking number, or

  • Clearly marked as backordered by the vendor.

• Case B — Partial and unknown: You receive half the items and cannot see:

  • Any additional shipments in Quantity of Shipments,

  • Any additional tracking numbers, or

  • Any documented backorder/delay from the vendor.

Actions:

• Case A (Partial but known):

  • Update Check-in Notes to explain: “Shipment 1 of 2 received; remaining items on second tracking number.”

  • Keep Check-in Completion Status in a partial/awaiting state until all shipments arrive.

  • Ticket stays on Incoming Shipments until the last shipment is checked in and the status is set to a true complete value.

• Case B (Partial and unknown):

  • Treat as an exception:

    • Note that you do not know where remaining items are.

    • Confirm Quantity of Shipments and Tracking Info—if nothing indicates more coming, flag this in notes.

  • Use @‑mentions (e.g., @Purchasing, @Sales) to prompt investigation.

5.3 Status and check-in completion for SHIP

Common pattern:

• Status: Not Received → Received.

• Check-in Completion Status:

  • Partial / Damaged / Missing → something is still unresolved.

  • Complete → all shipments and discrepancies have been fully accounted for.

6. Logging shortages, backorders, and damage (both pipelines)

Whenever reality doesn’t match the order:

• Use Notes and structured fields to record:

  • Shortages and backorders (what’s missing, vendor ETA).

  • Overages.

  • Damage (which items, how many, type of damage).

• For backorders:

  • Compare:

    • Packing slip notes,

    • Invoice/PO details, and

    • Receive ticket notes from sales/purchasing.

• Check Quantity of Shipments and Tracking Info:

  • If more shipments/tracking numbers are listed, note that additional product is expected.

  • If not, flag unknown missing items for investigation.

7. When a Receive ticket leaves the view

A Receive ticket (PU or SHIP) will only drop off its active view (Scheduled Pickups / Incoming Shipments) when:

• The shipment/pickup has occurred, and

• Pickup Completion Status (PU) is set to a true complete value, and

• Check-in Completion Status is set to a true complete value

  • Not Partial

  • Not Damaged

  • Not Missing

If either completion status indicates a partial or unresolved state, the ticket stays in the view as an open item.

At the point where both completion fields are truly complete:

• The ticket leaves the active Receive view.

• The system has a reliable record of what physically arrived and is staged.

• For assembled cabinets, this supports creation of the related Build tickets that show up in Current Builds.