When goods arrive they are recorded on a goods receipt: what came, from which supplier, in what condition, and against which batches. Posting the receipt then puts the stock into inventory.
Where to find it: Inwards Goods in the Inventory section of the main menu.
Starting a receipt
| Route | When to use it |
|---|---|
| From a purchase order | The delivery is against an order. Lines and quantities come across for you — see Receipting against a purchase order. |
| Pull Lines from PO | You started the receipt and now want to bring an order’s outstanding lines onto it. |
| New | A delivery with no purchase order behind it. |
The receipt header
- Enter a reference — usually the supplier’s docket number. A receipt raised from an order is pre-filled with the order reference, and the receipt list searches on this field.
- Set the receipt date.
- Record the transport company and vehicle registration.
- Complete the visual inspection, with notes. Nothing can post until this is ticked.
- Record any corrective action needed. For something more serious, raise a non-conformance against the line.
- Save.
Notes fields accept voice input, which is quicker than typing on the dock.
Receipt lines
Add a line per item delivered. What each line asks for depends on the supplier product — you are only asked for the checks that supplier and product require, which is why two lines on one receipt can want different information.
| Field | Notes |
|---|---|
| Location | Where the stock is going, if you use locations. |
| Batch number | The supplier’s batch. This is what traceability follows. |
| Best before / Use by | Shelf life, where recorded for that product. |
| Temperature | The delivered temperature, for chilled and frozen goods. |
| Label check / Packaging check | Condition on arrival. Packaging marked unacceptable stops the line posting. |
| E-cert | The certificate reference, where required. |
| Allergen check | Shown only where the account uses allergen checks and the supplier product asks for one. |
| Delivered quantity | What actually arrived, which may differ from what was ordered. |
Long receipts and Another batch
These apply when Enhanced UI Goods Workflow is switched on in Account Settings, which shows receipt lines as a list beside the line you are entering.
- Find a line. From 9 lines, a Find a line box appears above the list. Type part of a product code, description or batch number to narrow the list.
- The list scrolls on its own. On a long document the line list scrolls beside the line you are working on, so the entry pane stays on screen, and the selected line is kept in view.
- Another batch. When one delivered line arrives in more than one batch, enter the first batch and click Another batch. The line is saved, and a new line for the same product opens with the quantity still to receive filled in and the same unit cost. Enter the batch number and dates for the next batch. The ordered quantity stays on the first line only, so the purchase order is not counted twice.
- Another batch is not offered on a new line that has not been saved, a misc line, a posted receipt, or a line whose purchase order line is already fully delivered.
Line types
- Inventory lines — stocked products, which post to inventory.
- Misc lines — non-stocked items. Recorded but never posted to stock, and the product-derived columns do not apply to them.
If something is wrong with the delivery
Do not simply receipt it and sort it out later:
- QA Hold the line while you chase a certificate or await a test result.
- Reject it, in whole or in part, if it is not acceptable. A partial rejection splits the line and leaves the rejected quantity outstanding on the purchase order.
See QA hold, release and reject on goods receipts.
Next step
Post the receipt to bring the stock into inventory — see Posting a receipt to inventory.