Receive a Donation

Applies to: DRIMS

This feature is available in OpenSPP deployments with the DRIMS module installed.

What You'll Do

Record and process incoming relief supplies from donors through inspection and add them to your warehouse inventory.

Before You Start

• You need Warehouse Staff or Warehouse Officer access

• Know which disaster incident the donation is for

• Have the donor's delivery note or donation letter

Steps

1. Open Donations

Click DRIMS in the sidebar, then select Donations.

You'll see a list of all donations for your warehouses.

2. Find the Announced Donation

Look for the donation that was announced earlier. Donations waiting to be received show Announced in the Status column.

Click on the donation row to open it.

You'll see the donation details including:

Field	What It Means
Incident	The disaster or emergency this donation supports
Warehouse	Your warehouse where items will be stored
Donor	Organization or person donating the items
Source Type	Type of donor (UN Agency, NGO, Private, Government)
Restriction	Any limits on how items can be used

3. Mark as Received

When the physical goods arrive at your warehouse, click the Mark Received button.

A form will appear for you to confirm receipt.

Fill in:

Field	Instructions
Received Date	Today's date (or actual arrival date)
Actual Quantities	Update quantities if different from what was pledged
Notes	Any observations about the delivery (optional)

Click Confirm to save.

The donation status changes to Received.

4. Inspect the Donation

Now check the quality and condition of the items. Click the Inspect button.

A checklist appears for you to record your inspection.

For each line item, check:

What to Check	Record
Condition	Good, Damaged, Expired
Quantity Match	Does it match what you counted?
Quality	Meets standards for distribution?
Notes	Any issues or concerns

Click Complete Inspection when done.

The donation status changes to Inspected.

5. Stock the Items

If items passed inspection, add them to inventory. Click the Stock button.

The system creates a stock receipt and asks you to confirm.

Review the items and quantities, then click Validate.

For items that need tracking (like medicines with expiry dates or batch numbers), you'll see a screen to enter:

Field	What It Means
Lot/Serial Number	Batch number or unique identifier
Expiry Date	When the item expires (if applicable)

Enter the information and click Confirm.

The donation status changes to Stocked and items are now in your inventory.

6. Verify Stock Added

To confirm items are in inventory, click Inventory in the sidebar, then Products.

Search for the donated items and check the On Hand quantity increased.

What If Items Are Damaged?

If items fail inspection and cannot be used:

1. After clicking Inspect, mark items as damaged or rejected

2. Instead of Stock, click Reject button

3. Enter rejection reason and disposal instructions

4. Items will not be added to inventory

The donation status becomes Rejected and the incident is closed.

Are You Stuck?

Can't find the donation?

Check the filter at the top. Make sure "My Warehouse" is selected, or change it to "All Warehouses" if the donation is for a different location.

Mark Received button is grayed out?

The donation may already be received or cancelled. Check the Status field. If it says anything other than "Announced", someone else already processed it.

Don't see the Inspect button?

You may not have Warehouse Officer permissions. Contact your supervisor to get the right access level.

Stock button doesn't work?

Make sure you completed the inspection first. You cannot stock items until they've been inspected.

Item needs a lot number but you don't have it?

Look on the physical package for batch numbers, manufacturing codes, or expiry dates. If the item truly has no tracking information, check with your supervisor about how to record it.

Quantities don't match the pledge?

That's normal. Donors sometimes send more or less than announced. Enter the actual quantity you received in the "Actual Quantities" field during the Mark Received step.

Need to cancel a donation?

If goods never arrived or the donation is cancelled, click the Cancel button while the donation is in Announced or Received status. Add a cancellation note explaining why.

Next Steps

• Manage Inventory - Learn how to view and manage stock levels

• Submit a Relief Request - Learn how to submit relief requests

• Process a Dispatch - Learn how to process dispatches