Goods Receipts

A goods receipt records the physical delivery of goods against a purchase order. It tracks what was delivered, what was accepted after inspection, and what was rejected, and it automatically updates your stock levels upon completion.

Creating a Goods Receipt

When a delivery arrives:

1. Navigate to Procurement > Goods Receipts in the sidebar.
2. Click New. This opens a new receipt page, with its lines beside the form, still empty.
3. Fill in the receipt details:
   • Receipt Number — A unique identifier (e.g., GR-2026-001).
   • Purchase Order — Select the PO this delivery is for. Only Confirmed and Partial POs are available. The supplier fills in automatically from the order.
   • Warehouse — The warehouse receiving the goods (a bin outside this warehouse cannot be used on the lines). It opens on the purchase order’s warehouse; pick another if the goods arrived elsewhere.
   • Receipt Date — The date the delivery was received.
   • Carrier — The shipping carrier (optional).
   • Tracking Number — The carrier’s tracking reference (optional).
   • Delivery Note — The supplier’s packing slip reference (optional).
4. Press Add above the lines. The receipt is saved in Draft status and takes its number, which a message names. Its first line opens, ready for you to pick the order line it receives. If the form still needs an answer, Add stops on that field, as Save would.

To save the receipt now and record its lines later, click Save instead of Add (see Adding lines before you save).

Recording Received Items

Record what was delivered on the receipt’s lines:

1. The lines sit beside the receipt’s details, on the same page, from the moment you click New. To come back to a saved receipt, click its number in the list.
2. Click Add for each item in the delivery — picking the PO Line (the dropdown shows each line with its remaining quantity) fills in the product and unit for you, and the line keeps them:
   • Quantity Received — The total number of items physically delivered.
   • Quantity Accepted — Items that passed inspection.
   • Quantity Rejected — Items that failed inspection.
   • Rejection Reason — Why items were rejected (e.g., “Damaged in transit”, “Wrong specification”).
3. You can edit lines while the receipt is in Draft or In Progress status.

Important: When completing a receipt, each line must be fully resolved — the accepted quantity plus the rejected quantity must equal the received quantity.

Goods Receipt Lifecycle

Processing a Delivery

1. Start Receiving — Click In progress, the next step on the road at the top of the receipt’s page, and confirm. The road runs Draft → In progress → Completed: the steps already passed are ticked, the one the receipt is at is filled, and the next one is a button — every move on a goods receipt is yours to make. Rest on a step to see when it was reached and by whom. Clicking the step you are at opens the map instead: every status with an arrow for each move; the ones you can move to from here are clickable.
2. Add/Edit Lines — Record the quantities received, accepted, and rejected for each item.
3. Complete — When all items are accounted for, click Completed, the next step, and confirm. If your administrator has configured a Goods Receipt approval workflow, completion first requires an approval: use Submit for approval in the receipt header’s overflow menu, let the configured approver decide (decisions appear in the receipt’s Approvals tab), and complete once it is approved — without a configured workflow this step doesn’t exist. Beelocity then checks every line is fully inspected (accepted + rejected = received) and tells you which line positions still need attention; completion then triggers several automatic updates:
   • The purchase order line quantities are updated to reflect what was accepted.
   • The purchase order status is updated (to Partial if some items are outstanding, or Completed if everything is received).
   • Stock movement records are created in the system.
   • Your warehouse stock levels are incremented with the accepted quantities.

What a Receipt Puts into Stock

Every accepted item enters stock at what it cost you, in your own currency:

• the order line’s price, less its discount. A line ordered at 200 DA with 10 % off goes into stock at 180 DA a unit;
• converted at the rate of the receipt’s day, when the order is in another currency. A euro order’s price is multiplied by the rate on file on the Exchange rates page for the day of the receipt, or the latest before it. A line at 12.40 € received on a day the euro is at 147.50 DA goes into stock at 1,829 DA a unit. The receipt shows the Exchange rate it used.

If no rate is on file for that currency on or before the receipt’s day, Completed is refused and nothing is received. The message says which currency and which day, and its Enter the rate button opens that currency’s rates. Enter the rate, then complete the receipt again.

Receiving a Machine

A machine you buy to keep, such as a van or an oven, is a product received as an asset. Its goods receipt is written like any other, and Completed does something else with it:

• Nothing goes into stock. Each machine accepted is added to your assets instead, on its own: with the next asset tag, the product’s name and asset class, the receipt’s day as its purchase date, and what the supplier charged as its purchase cost, converted as above. A refrigerated van ordered at 4,850,000 DA arrives on your assets at 4,850,000 DA.
• Each machine waits as Planned until somebody accepts it into service on its asset page.
• The receipt lists them. Its Assets tab shows each machine’s tag; click one to open the asset.
• One machine is one unit. Receive machines by the piece (Each), a whole number of them. Half a machine, or machines counted in pairs or in kilograms, is refused when you complete the receipt, and the message names the line.

The order’s received quantities, its status and the supplier’s last price move as they do for any delivery.

Partial Deliveries

A single purchase order can have multiple goods receipts. If a supplier delivers in batches:

• Create a separate goods receipt for each delivery.
• Each receipt increments the PO line received quantities.
• The PO status automatically progresses from Confirmed to Partial to Completed as deliveries are recorded.

Rejected Items

Items that fail inspection are recorded with a rejection reason. Rejected quantities:

• Do not count towards the PO line’s received quantity.
• Do not affect your stock levels.
• Are tracked for supplier performance evaluation.

Finding a Receipt

The Goods Receipts list searches by number, delivery note, carrier or tracking number, and its filter button narrows it by Status, Purchase Order, Supplier, Warehouse, a Receipt Date range, or — off the grid — by who Received it (see Working with lists).

Cancelling

You can cancel a goods receipt at any stage — click the step the receipt is at to open the map, then pick Cancelled:

• Before completion (Draft or In Progress) — cancelling simply closes the receipt; nothing has entered stock, so nothing needs to be undone.
• After completion — cancelling reverses the receipt. The received quantities leave the warehouse again, the receipt’s lots are deactivated, an outbound reversal movement is recorded for traceability, and the purchase order’s received quantities and status roll back so the goods can be re-received on a corrected receipt.

A completed receipt can only be reversed while its goods are still sitting untouched where they were put away. If any of the received stock has already been moved, consumed, or quarantined — or if the receipt fulfilled a subcontract work order — the cancellation is refused, and corrections must go through a stock adjustment instead.

Nor can a receipt be cancelled once an import dossier has posted its landed cost onto the receipt’s goods: their cost has changed since they came in, and the share of the goods already sold has been set aside. The refusal names the dossier. Send goods that must go back with a return to the supplier instead, as below.

A receipt of machines received as assets cancels the same way, except that nothing leaves stock: the machines it added come off your assets instead. That is only possible while every one of them is still Planned and nothing has been recorded against it — no work request or work order, no meter reading, no document, no sub-asset, no plan or spare part of its own. Otherwise the cancellation is refused, naming the asset tags already in use.

Sending Goods Back

Cancellation reverses the whole receipt at once. To send back only part of a delivery — or goods whose defect only showed up after receipt — create a supplier return instead: click Create Return in a completed receipt’s header, and the receipt’s Returns tab lists every return raised against it.