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.
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).
   • 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. Click Save. The receipt is stored in DRAFT status and you land on its page.

Recording Received Items

After creating the receipt, record what was delivered:

1. Open the receipt (click its number in the list). The lines sit beside the receipt’s details, on the same page.
2. Click Add Line 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:
   • 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 bottom 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.

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.

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.