Creating a goods receipt records what arrived. Posting it is what puts the stock into inventory. Until a line is posted the goods are recorded as received but are not yet available to use.
Where to find it: on any receipt with a status of Created or Partially Posted.
Posting all or part of a receipt
Post the whole receipt from the list or from the receipt itself, or post individual lines as each is checked off. Posting some lines leaves the receipt Partially Posted; when the last line posts it becomes Posted.
Line-by-line posting is what lets a good pallet go into stock while a questionable one is still being resolved.
What must be true before a line can post
A line posts only when everything asked of it has been recorded. If the Post action is unavailable, one of these is the reason.
On the receipt
- Visual inspection must be ticked. Nothing on the receipt can post until it is.
- The receipt must not be on QA hold. A header hold blocks every line beneath it.
On the line
- Not on QA hold, and not rejected. Rejected goods never post — that is the point of rejecting them.
- Every check the supplier product asks for has been completed. These are configured per supplier product, so they vary line by line.
| If the supplier product records… | …the line needs |
|---|---|
| Label check | the label check ticked |
| Packaging check | a packaging check recorded, and not marked unacceptable |
| Temperature | a temperature (and not zero) |
| E-cert | an e-cert reference |
| Delivery time | a delivery time |
| Batch number | a batch number |
| Best before / Use by | the corresponding date |
| Allergen check | a valid allergen check, unless it was not required or already done — and only when the account uses allergen checks |
These checks are enforced by the system itself, not merely by the screen, so they cannot be bypassed.
What posting locks
Once any line has posted, the header can no longer be changed and no new lines can be added. Stock has moved on the strength of the record, so the record stops moving around it. If more goods arrive, raise another receipt.
Misc lines
Misc lines do not post to inventory. They are non-stocked items — a service, a sundry purchase — so the receipt of them is recorded but no stock movement is made.
Things to know
- Posting is what updates the purchase order. Received quantities accumulate against the order line.
- A posted line can no longer be held or rejected. Once stock is in, the remedy is an inventory adjustment or disposal, not a receiving decision.
- Correcting a posted receipt is restricted, in the same way as a posted dispatch.