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Goods Receipts

A goods receipt records what actually arrived against a purchase order. Booking it in moves the stock and raises the goods-received-not-invoiced accrual in the same step, so the books are right at period end even when the supplier's bill has not come. A receipt booked in by mistake can now be reversed as a whole.

Where to find it

Admin Panel → Purchasing:

  • Purchasing — the Purchase orders tab to create receipts, and the Goods receipts tab to book them in

Architect Panel → ERP - Procurement:

  • Goods Receipts — every receipt; the badge counts deliveries recorded but not yet booked in

Who does it

Holders of ERP: Purchasing or ERP: Inventory can create and book in goods receipts for the companies they have write access to. The storeman therefore needs only ERP: Inventory, not the buyer's role.

Booking a delivery in

  1. Open the purchase order (it must be Issued, Receiving or Received) and press its Create button for the goods receipt.
  2. Choose Receive into: the stock location the goods go to.
  3. For each line, the panel shows Ordered and Still open; enter what arrived in Take. A line left at 0 stays open for a later delivery.
  4. For tracked items, enter the Lot or the Serial numbers.
  5. Confirm. The draft receipt opens; record the supplier's Delivery note number on it if you have it.
  6. Press Book in.

What booking in does

  • Stock: each item line is received into the location (lines without an item, such as services, move no stock).
  • Ledger: the line's account (or the stock account) is debited and the goods-received-not-invoiced account credited, at the order price, as a goods receipt journal.
  • Budget: the commitment the order recorded is relieved by what arrived.
  • The order: moves to Receiving when part has arrived and Received when everything has. Nobody sets these by hand.

The order's own Fully received button is offered only when the receipts really do cover the order. If the rest is never coming, use Close short on the order instead; it releases the open commitment.

Reversing a receipt

Use Reverse the receipt (Received to Reversed) when a receipt was booked against the wrong order, with the wrong quantity, or for goods that went straight back.

  1. Open the received goods receipt and press Reverse the receipt.
  2. Give the reason; it is kept on the receipt's history.
  3. The receipt's stock movements are reversed, its accrual journal reversed, its budget relief undone, and its quantities handed back to the order, which moves back to Receiving or Issued.

Reversal is refused once anything has been billed from the receipt. Deal with the bill first. A draft receipt that should never be booked in can simply be cancelled, and its quantities return to the order.

When the bill comes first

If a supplier's bill is posted before the goods arrive, the part not yet received is charged to the line's expense account rather than clearing the accrual. When the goods then arrive and are booked in, that charge is taken back for the quantity received, so nothing is expensed twice.

What goes wrong

  • The Create button for a receipt is missing: the order is not Issued yet, or nothing is still open on it.
  • Book in is refused for a tracked item: the lot or serial numbers are missing or do not match the quantity.
  • Reverse the receipt is not offered: the receipt has been billed. Cancel or credit the bill first.
  • Fully received is not offered: receipts do not cover the order. Book in the rest, or close the order short.

Worked example

An order for 600 sensor modules is issued. The first delivery of 400 arrives; the storeman creates a goods receipt, receives it into Goods In, takes 400, enters lot SM-2410 and books it in. The order shows Receiving, stock rises by 400 and the accrual holds 400 at the order price. Next day they realise 50 of those belonged to another order; they reverse the receipt with the reason "split across two orders" and book in two correct receipts instead.

Recommendations

  • Book in on the day the goods arrive; until then the stock and the accrual are missing.
  • Record the supplier's delivery note number; it helps when the bill is matched.
  • Reverse rather than adjust: a reversal undoes stock, accrual and budget together.
  • Close short orders that will never be completed.