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:
- Navigate to Procurement > Goods Receipts in the sidebar.
- Click New Goods Receipt.
- 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.
- 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).
- Click Create to save the receipt in DRAFT status.
Recording Received Items
After creating the receipt, record what was delivered:
- Click the Lines action on the receipt row.
- Click Add Line for each item in the delivery:
- PO Line ID — The purchase order line this item corresponds to.
- 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”).
- 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
| Status | Meaning |
|---|---|
| Draft | Created but not started. You can edit details and lines. |
| In Progress | Goods are being unloaded, counted, and inspected. |
| Completed | All items received and inspected. Stock levels updated. |
| Cancelled | The receipt was voided (e.g., delivery refused). |
Processing a Delivery
- Start Receiving — Click the Start action to begin processing. The status changes to In Progress and you are recorded as the person processing the receipt.
- Add/Edit Lines — Record the quantities received, accepted, and rejected for each item.
- Complete — When all items are accounted for, click the Complete action. This 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.
Cancelling
You can cancel a goods receipt while it is in Draft or In Progress status. Completed receipts cannot be cancelled because stock levels have already been updated.