Choosing the right goods receiving model isn’t just an operational matter, but a strategic decision that affects the efficiency of the entire supply chain. Which receiving models are available? When is each one worth using? And how do modern WMS systems such as XWMS support this process?
Receiving is the first stage of working with goods in the warehouse – the stage on which every subsequent operation depends: storage, picking, shipping and stocktaking. Any errors or inefficiencies at this level affect the entire flow of materials and therefore order lead times, customer service quality and operating costs.
“This is the stage that decides how quickly and accurately goods enter circulation. If this process works well, it makes the whole warehouse’s work easier. Although often overlooked in strategic logistics planning, receiving is of huge operational importance. A well-designed model means fewer errors, faster issuing and better use of warehouse space.” – emphasises Maciej Grześkiewicz, Implementation Specialist at EX7, the vendor of XWMS.
What are goods receiving models?
Simply put, a receiving model is the way goods are put into stock. It covers not only the logistics structure (e.g. whether goods are received on pallets, in cartons or as individual pieces), but also the data collected (expiry dates, batch numbers, SSCC) and the direction of flow – whether goods go to the storage area or straight to picking (cross-dock). The right model depends on many factors – the type of goods, their rotation, legal requirements and the organisation of warehouse space.
Types of deliveries
In practice there are many types of deliveries, each of which may require a different approach:
- Advised deliveries – planned in advance, often with a detailed description of the contents.
- Deliveries from production – coming directly from the production line.
- Inter-warehouse transfers – e.g. between a central and a regional warehouse.
- Ad hoc deliveries – unplanned, e.g. surpluses.
- Cross-dock – goods go straight to picking without full storage.
- Deposits – e.g. seasonal goods stored temporarily.
- Customs deliveries – requiring customs clearance and appropriate buffering.
- Returns and complaints – requiring quality control and a decision on what to do next.
Each of these cases may require an individual receiving model – and flexibility in handling them is today one of the key requirements for WMS systems.
The most common receiving models in the warehouse
Warehouses most often use four basic models:
- Goods → pallet → location – the classic full-pallet model, useful for a uniform assortment.
- Goods → carton → pallet → location – used when goods need to be stored in cartons.
- Goods → directly to location – often used for small units, e.g. small accessories or boxed goods.
- Goods → cross-dock → picking – for fast-moving goods or goods intended for quick dispatch.
The differences between these models stem mainly from the storage logic, how logistics units are identified and the level of detail in record-keeping. However, there is no single universal receiving model that works for every organisation – in practice, warehouses often combine them, adapting to the characteristics of the goods, seasonality and picking requirements.
The pallet → location model is ideal for full load units in FMCG logistics, where fast turnover and minimal handling count.
The carton → pallet → location variant is a better solution in fashion, household appliances or consumer electronics, where goods require more detailed records and more often reach customers in multi-packs.
The goods → location model is used above all in e-commerce, where there are many SKUs and the warehouse is based on shelving and small units.
Cross-dock, on the other hand, fits best with just-in-time logistics and handling orders on the fly without storage – especially in D2C models or deliveries for specific customers. In practice, choosing a receiving model is always an individual decision – depending on an analysis of real processes, the structure of the assortment and the operational requirements of the warehouse.
“There’s no single universal receiving model that works everywhere. Every warehouse has its own dynamics – a different volume, product structure or space organisation. That’s why we often implement combinations of models adapted to specific zones, seasonality or order profiles” – explains Maciej Grześkiewicz, Implementation Specialist at EX7.
System support: how does XWMS help?
Modern WMS systems such as XWMS provide full support for a variety of receiving models – both standard ones and those created for a specific client. The system can enforce the entry of key data such as batch numbers, expiry dates or SSCC codes, which keeps records accurate from the receiving stage. It can also automatically suggest storage locations based on previously received goods, which significantly speeds up the process and reduces errors.
By recognising deliveries by their contents or previously entered advice notes, the system can assign the appropriate receiving scenario on its own and even close a delivery automatically once certain conditions are met. In practice, this means one warehouse can work with many receiving models matched to different types of goods, customers or operations. The flexibility of XWMS makes it possible to implement tailor-made receiving models – both in large, complex logistics centres and in smaller distribution warehouses.
A practical example: seasonal deposits in the fashion industry
One of EX7’s more interesting implementations was a dedicated receiving model for seasonal goods at a fashion company. At the end of the season, unsold goods were returned from stores to the central warehouse. Thanks to advance notice and labelled cartons, receiving took place at the carton – pallet – location level, without opening unit packaging or scanning individual pieces. After scanning the master label, XWMS automatically put the entire contents of the carton into stock.
This approach not only shortened receiving time by more than 40%, but also significantly reduced errors from manual scanning. An additional benefit was a more efficient issuing process – cartons could also be issued in bulk without checking their contents again. Ultimately, the solution also made better use of the space at the loading docks, eliminating the need to unload and sort goods piece by piece.
Challenges and unusual cases
Some implementations require special attention because of the nature of the goods or legal regulations. One example is receiving cylinders for soda makers, where it was crucial to track the serial number of every unit precisely. Another case is handling clothing prepacks, which are received as complete sets without being broken down. ADR dangerous goods also require special solutions – they must be properly labelled and stored in designated zones in line with safety standards. Customs deliveries can be just as complicated – goods from outside the European Union must be kept in a separate zone until customs clearance is complete. All these cases show that the flexibility of the WMS and the experience of the implementation team are key to organising receiving processes effectively.
What to keep in mind when implementing a receiving model
When designing the receiving process in a new warehouse, it’s worth starting with a few basic questions. What kind of goods will be received? How often and in what volumes? Will batch numbers, expiry dates or serial numbers need to be tracked? And finally – should goods go straight to the picking area, or do they require full storage? The answers to these questions help you choose the right model and avoid costly mistakes at the start. As Maciej Grześkiewicz advises: “It’s worth starting with simpler models and developing them in stages, involving people from operations in the project – they know the realities of the warehouse best.” This strategy not only reduces implementation risk, but also delivers real benefits from the WMS investment sooner.
Choosing the right receiving model is a strategic operational decision. A well-designed process ensures speed, accuracy and smooth subsequent warehouse operations. With systems such as XWMS, models can be adapted flexibly to the needs of every warehouse – from simple e-commerce operations to complex scenarios in production and customs logistics.
As EX7 expert Maciej Grześkiewicz says: “The sky’s the limit – if the client wants it, we can implement RFID, voice picking or automatic labelling. The key is understanding the needs and matching the process to the realities of the warehouse. Sometimes a little automation is enough to significantly relieve staff. At other times, you need a complex, multi-stage receiving model with full quality control. Our job is to help the client choose what really works, not just what looks good on paper.”
