Receiving & Goods Receipts

Have the packing slip and goods at the receiving location. Open the correct purchase order and confirm that it is ready to receive. Compare the supplier, product, variant, and remaining quantity with the cartons. Keep damaged or disputed units separate until you know whether they are being accepted. Receiving requires the “Receive purchase order shipments” permission.

1. 1
   Open Purchase Orders, select the relevant order, and choose Receive Order.
2. 2
   In Warehouse, choose the warehouse where the goods arrived. If your warehouse uses bins, choose Bin for the receiving location. Select the physical destination, even if the truck was redirected from the originally expected location.
3. 3
   Under Items to Receive, compare each product with its Remaining quantity. In Quantity, enter the units you counted and accepted today. Leave the quantity at zero for anything that has not arrived.
4. 4
   For a tracked product, copy the Lot Number from the package. Enter manufacture and expiry information from the supplier's label where the form requests it. Do not invent a lot or date to complete the form.
5. 5
   For serialized units, enter one distinct serial number for each accepted unit. Select Check serials when it appears to identify duplicates or ineligible numbers before you receive stock.
6. 6
   If accepted units are going into several bins, select Split by location and enter each bin and its quantity. Check the displayed allocated total against the line's Quantity.
7. 7
   Count the accepted units once more, then select Receive stock. Open the resulting receipt and check the product, quantity, warehouse, bin, and tracking details against the packing slip.

Warning: Receiving makes accepted goods available in stock and can create an accounting entry. Resolve a disputed or damaged delivery before confirming it as accepted stock.

For a short delivery, enter only the units received; the unreceived quantity stays outstanding on the order. If Check serials rejects a number, compare the physical label with your entry and look for an earlier receipt of that same number. If the label is genuinely duplicated, isolate the unit and ask the supplier to correct the documentation. If the location totals do not equal the accepted quantity, correct the split before selecting Receive stock.

For a receipt entered in error, keep the original receipt and supplier paperwork available. Use the supported return or correction process with Finance rather than changing unrelated stock to force the balance.

The stock receipt debits the configured Inventory Asset account and credits the configured Goods Received Not Invoiced clearing account for the receipt value. The value is based on the purchase order cost for the accepted units, subject to the product's costing rules and any currency conversion that applies. For example, four accepted units at an order cost of 25 each have an order value of 100; Finance should check the posted amount in the company's accounting currency. The receipt is separate from the supplier's final bill.

When Finance posts a bill matched to the receipt, the bill clears the relevant receipt accrual and records the payable and any applicable tax or price difference. It does not receive the same stock again. Finance should compare the receipt, purchase order, and bill before posting, especially when quantities or prices differ. A receipt without a matching posted bill can leave a balance in the clearing account.