Inventory · Daily operations · 8 min read

Receive goods from a supplier

Create or open a receipt, validate it with lots, serials and partial quantities, and resolve over, short and damaged goods.

Before you begin

• The warehouse must be Active.
• The products must be active stocked goods. Services cannot be received.
• For lot-tracked products have the lot number ready; for serial-tracked products have one serial per unit.
• A confirmed purchase order raises a receipt for you. You only type a receipt by hand for goods that arrive without an order.

Steps

1. Open Inventory > Warehouse > Receipts. A receipt raised by a purchase order shows the order number in Source document. To type one, click New receipt.
2. Choose the Warehouse. Optionally choose the Vendor and set Expected on.
3. Add a line for each product: Product, Demand, Unit and Unit cost. Unit cost values the stock; the average cost follows it. A receipt takes 1 to 200 lines.
4. Click Save, then Confirm. The receipt moves from Draft to Ready.
5. When the goods arrive, click Validate.
6. In the validate dialog, enter the Done quantity for each line. At least one line must be above zero.
7. For a lot product type the Lot number (received). For a serial product use Enter serials and give exactly one serial per received unit.
8. If goods arrived damaged, enter the Damaged quantity and a reason code. If a lot with an expiry date was received without one, enter the expiry date.
9. If you received less than asked, choose Create a backorder or Cancel the rest. The default comes from the operation or the stock policy.
10. Confirm. Click Print for the goods received note (GRN).

What happens next

• The receipt becomes Done. On-hand quantity rises and the stock value rises by quantity times unit cost. The average cost is recalculated and a journal entry debits Inventory.
• A backorder is a new receipt for the remainder, linked to the first by the Backorder button. If you cancelled the rest, the purchase order shows only the quantity actually received.
• If a putaway rule applies, the goods are suggested into a bin. With two- or three-step receiving the goods land in Input (and Quality) and a further transfer moves them to Stock.
• Damaged units go to the Damaged location and extra, unexpected items go to Quarantine. Both appear on Inventory > Warehouse > Receipt exceptions.

Worked example

A purchase order is for 10 units of TEST-001 at AED 12.50. You validate with Done = 10. Stock value rises by AED 125.00. If the product already held 10 units at 10.00, the new average is (100 + 125) / 20 = 11.25.

Over receipts

The company tolerance (Stock policy) lets you accept slightly more than ordered. With a 5 percent tolerance on an order of 10, you can take 10.4. Receiving 12 is refused with a message that the quantity is over the tolerance. A user who holds inventory.receipt.exception.approve sees Approve over receipt and validate and must give a reason.

Resolve receipt exceptions

Open Inventory > Warehouse > Receipt exceptions. For each open exception choose Resolve: accept into stock, return to supplier, scrap, or acknowledge. This needs both inventory.operate and inventory.receipt.exception.approve.

Good to know

• Only a draft can be edited. After you confirm, you cannot change the lines. Cancel and recreate, or validate and return.
• Cancelling a done receipt is refused. Use a return to the vendor. See Handle customer and vendor returns.
• Closed months. The Expected on date is the movement date. If its month is hard-closed the receipt is refused. See Set the stock policy, close periods and manage features.
• Book a dock. On a ready receipt use Book a dock to reserve a dock and a time window. One dock holds one open transfer at a time.
• Work as tasks. On a ready receipt, Work as tasks turns it into warehouse tasks. See Work with tasks, waves, handling units and the scanner.
• Split. Split moves part of an open receipt to a new one, but at least one unit must stay behind.