Receiving & Receipts

Receipts document the receiving of goods against purchase orders. When you receive a shipment from a vendor, create a receipt to record quantities received, handle discrepancies, and automatically update inventory levels.

Creating a Receipt

Navigation

1. Go to Purchasing → Receipts
2. Click + New Receipt

Receipt Information

Required Fields

• Purchase Order: Select from approved POs available for receiving
  • Only shows POs with status "Sent" or "Partially Received"
  • Only shows POs with approval status "Approved"
• Received Date: Date the shipment arrived
• Location: Where goods are being received
  • Auto-populates from PO location
  • Can be changed if receiving elsewhere

Optional Fields

• Reference Number: External reference like packing slip or BOL number
• Notes: Any notes about the receipt

Understanding the PO Selection

When you select a purchase order:

• Vendor information displays for verification
• PO details show order date, expected date, and status
• Line items auto-populate with remaining quantities

Receiving Line Items

When a PO is selected, all open line items appear in a table:

Line Item Table

Entering Received Quantities

Full Receipt

If receiving all remaining items:

1. Quantities auto-fill with remaining amounts
2. Review and adjust if needed
3. Save and post the receipt

Partial Receipt

For partial shipments:

1. Adjust the "Receiving" field to actual quantity received
2. Leave remaining quantities for future receipts
3. PO status will update to "Partially Received"

With Rejections

If some items are damaged or incorrect:

1. Enter the good quantity in "Receiving"
2. Enter the bad quantity in "Rejected"
3. The system links these values to remaining quantity
4. Add rejection reasons for each rejected line

Rejection Reasons

When rejecting items, document why:

• Damaged: Shipping damage, broken items
• Wrong Item: Incorrect product received
• Quality Issue: Doesn't meet specifications
• Expired: Past expiration date
• Short Count: Fewer items than labeled

A text field appears to enter specific rejection reason when rejected quantity is entered.

Receipt Workflow

Status Progression

┌─────────┐    ┌─────────┐    ┌──────────┐
│  Draft  │ ─▶ │ Posted  │ ─▶ │ Adjusted │
│         │    │         │    │(optional)│
└─────────┘    └─────────┘    └──────────┘
     │              │
     ▼              ▼
┌─────────┐    ┌─────────┐
│ (Delete)│    │  Void   │
└─────────┘    └─────────┘

Status Definitions

Posting a Receipt

When you post a receipt:

1. Validation

   • Verifies all required fields
   • Checks quantities don't exceed PO remaining
   • Confirms location is valid

2. Inventory Updates

   • Creates stock transactions for each line
   • Increases on-hand quantities at specified location
   • Records receiving user and date

3. PO Updates

   • Updates "quantity received" on PO lines
   • Changes PO status if appropriate:
     • "Partially Received" if items remain
     • "Fully Received" if all items received

4. Recording

   • Receipt status changes to "Posted"
   • Received by user recorded
   • Complete audit trail created

Managing Receipts

Viewing Receipt List

The receipt list displays:

• Receipt number
• Associated PO number
• Vendor name
• Received date
• Location
• Status
• Total items
• Total value

Receipt Detail View

Click any receipt to see:

• Full receipt information
• All line items with quantities
• Rejection details
• Stock transaction links
• Audit history

Adjusting a Posted Receipt

If corrections are needed after posting:

1. Open the receipt
2. Click Adjust
3. Modify quantities as needed
4. System creates correcting stock transactions
5. Status changes to "Adjusted"

Voiding a Receipt

To completely reverse a receipt:

1. Open the receipt
2. Click Void
3. Enter reason for voiding
4. System reverses all stock transactions
5. Status changes to "Void"
6. PO quantities are restored

Warning: Voiding affects inventory levels. Ensure physical inventory matches before voiding.

Inventory Integration

When a receipt is posted, the system automatically updates inventory:

What Happens on Post

• Inventory Addition: Received quantities are added to stock at the specified location
• PO Line Update: Quantities received are updated on the associated PO lines
• PO Status Update: Purchase order status changes based on received quantities

What Happens on Void

• Inventory Reversal: Received quantities are deducted from stock
• PO Line Reversal: Received quantities are subtracted from PO lines
• PO Status Recalculation: Status reverts based on remaining receipts

Location-Specific Inventory

• Stock is added to the receipt's location
• Each product option can have inventory at multiple locations
• The system updates the correct location inventory record

Partial Receiving

Handling Multiple Shipments

Many orders arrive in multiple shipments:

1. First Shipment

   • Create receipt for items received
   • Post the receipt
   • PO status changes to "Partially Received"

2. Second Shipment

   • Create another receipt against same PO
   • Only remaining quantities shown
   • Post when verified

3. Final Shipment

   • Receive remaining items
   • PO status changes to "Fully Received"

Best Practices for Partial Receipts

• Match receipts to packing slips
• Note packing slip numbers in reference field
• Verify received vs. expected quantities
• Document any discrepancies

Receiving Reports

Receipt History

• All receipts over time
• Filter by vendor, location, date
• Track receiving patterns

Receiving Accuracy

• Compare received vs. ordered
• Track rejection rates
• Identify problem vendors

Receipt Detail Report

• Full details of selected receipts
• Line-by-line breakdown
• Cost analysis

Integration Points

Inventory Management

• Automatic stock level updates
• Location-specific inventory
• Real-time availability

Purchase Orders

• Closes loop on procurement
• Updates PO statuses
• Links receipts to orders

Auditing

• Receipt-based audits available
• Complete transaction history
• Discrepancy tracking

Best Practices

Pre-Receiving Preparation

1. Stage Area: Prepare a receiving area
2. PO Ready: Pull up expected PO before delivery
3. Count Tools: Have counting/measuring equipment ready
4. Labels: Prepare location labels if needed

During Receiving

1. Count Before Signing: Verify quantities before accepting delivery
2. Inspect Quality: Check for damage or defects
3. Match to PO: Verify items match what was ordered
4. Document Issues: Note any problems immediately
5. Photograph Damage: Visual evidence for claims

After Receiving

1. Post Promptly: Don't leave receipts in draft
2. Verify Inventory: Confirm stock levels updated
3. Store Properly: Move items to correct locations
4. Notify Team: Alert relevant staff of arrival

Quality Control

• Implement inspection procedures
• Train receiving staff on product recognition
• Use rejection codes consistently
• Track quality issues by vendor

Troubleshooting

Receipt Won't Post

• Verify all required fields are complete
• Check that receiving quantities don't exceed remaining
• Ensure location is valid and active
• Confirm user has posting permissions

Inventory Not Updated

• Verify receipt status is "Posted" (not Draft)
• Check that location matches expected
• Look for stock transaction records
• Refresh inventory views

Wrong Quantities on PO

If received quantities don't match:

• Create an adjusted receipt
• Or void and re-enter
• Document the reason for changes

Can't Find PO for Receiving

• Verify PO status is "Sent" or "Partially Received"
• Check approval status is "Approved"
• Confirm you're in correct company context
• Try refreshing the PO dropdown

Rejected Items Handling

For items you've rejected:

1. Document with detailed reason
2. Contact vendor for resolution
3. Decide: return, replace, or credit
4. Track resolution in PO notes