Receiving goods

Where

Purchase Transactions → Good Receipts

Plan

Growth and above

Permission

Purchasing → Good Receipt

This is the moment everything becomes real: stock lands on your shelf, your cost is recorded, and money is owed to the supplier.

How to receive a delivery against a purchase order

1. Go to Purchase Transactions → Good Receipts.
2. Click New receipt.
3. Choose the Location the goods arrived at.
4. In Purchase order, pick the order the delivery is for. The Products list fills in with everything still outstanding on that order.
5. Check each line’s Received quantity. It defaults to the full outstanding amount — change it to what actually turned up.
6. Set the Receipt date.
7. Click Save & post.

You will see Receipt posted, and the stock is on your shelf.

How to scan a delivery in instead of typing it

Far safer for anything bigger than a couple of boxes, because anything you do not scan shows up as a shortfall by itself.

1. Start the receipt and pick the purchase order as above.
2. Set every line’s Received quantity to zero.
3. Scan each item as you unpack it. Every scan adds one to that line.
4. When the boxes are empty, whatever is still short really is short.

You can scan with a USB scanner or, on a phone, with Scan barcode for the camera.

With an order selected, scanning only counts what is on the order

A scan for an item that is not on the purchase order is refused with “No product matched that code” rather than being added. Without a purchase order selected, scanning adds products freely.

How to receive a delivery with no purchase order

1. Click New receipt and choose the Location.
2. Leave Purchase order empty.
3. Click Add product for each item, and enter the Received quantity and Unit cost.
4. Click Save & post.

Nothing checks the quantity on a receipt without an order

Over-receiving is only ever checked against a purchase order line. A receipt with no order — or an extra product added to a receipt that does have one — accepts any quantity at all, with no warning.

How to receive part of an order now and the rest later

Just receive what came. Enter the smaller quantity and post.

The order stays open, and the next time you raise a receipt against it, the lines show only what is still outstanding. The order closes itself when the last item is received in full.

Receiving more than was ordered is refused, unless your business has set an over-receipt tolerance — a small percentage of the ordered quantity that you are allowed to exceed by.

How to undo a receipt

1. Find the posted receipt in the list.
2. Open the row menu and click Cancel.
3. Type a Reason if you want one recorded, and confirm.

This is a genuine reversal: the stock goes back out, the accounting entry is reversed, and the purchase order re-opens with the quantity un-received.

Two things will block it:

• Some of the goods have already been sold or issued. You will be told to reverse those movements first.
• Some of the goods are reserved for a backorder or a hold. Release them first.

Cancelling a receipt does not cancel the supplier’s bill

Posting a receipt raises a draft bill under Payables. Cancelling the receipt reverses the stock and the accounting entry but leaves that draft bill sitting there. Go to Financials → Vendor Invoices and deal with it yourself, or you will pay for goods you sent back.

What posting a receipt does

Stock	Goes up at that location. If the product was not stocked there before, it is added.
Cost	A cost layer is opened at the unit cost on the line. This is the cost that comes back out when the goods are sold.
Accounts	Stock value and input tax are debited; purchase discount and Accounts Payable are credited.
Backorders	Arriving goods are automatically claimed against any customers waiting for them.
Payables	A draft vendor invoice is raised, dated from your supplier’s payment terms.

The cost recorded is the unit cost on the line, before discount and tax

Discount and tax are posted separately and are not part of the item’s cost. If you expect a discount to reduce what the item “cost you”, it does not.

Batch, serial and expiry — read this before relying on it

The receipt form has Batch, Serial, Mfg date and Expiry date boxes on every line, and your business can make the first two compulsory.

What you type in these boxes does not create batch or expiry tracking

The numbers are saved on the receipt line and nowhere else. Receiving goods does not create a batch record or a serial record, so:

• Stock Batches and Stock Serials stay empty no matter how many deliveries you book in.
• No expiry alert will ever fire for stock received this way.
• Nothing checks the batch you typed, and nothing decrements it when the goods are sold.

Treat these boxes as a note written on the delivery docket, not as stock tracking.

The rule that makes Batch or Serial compulsory is also enforced only by the form on your screen — the server does not check it, and there is no per-product “this item is tracked” setting anywhere in the receiving flow.

What to watch out for

• You can only edit a draft. Once posted, your options are cancel or live with it.
• Drafts also expire. A receipt older than your Stock Posting Open Days window becomes read-only even as a draft.
• If your accounts are not set up, the receipt still posts. Stock moves and the document completes even when no accounting entry can be written — quietly, with no warning.
• Posting and approval are separate. If approvals are switched on, Save & post parks the receipt at Pending approval and nothing moves until someone approves it.
• You need a connection. Receiving does not work offline.

Related

• Instant purchases — buying and paying in one step
• Purchase orders
• Supplier returns — sending goods back
• Batches, serials and warranties