This feature comes with certain plans. If it is not in your menu, it is not in your business's plan.
Open the purchase order
Receiving always starts from a purchase order marked Sent. Open it from the Purchase orders tab and press Receive goods (1).
Pressing Received in the Order status card only changes the label; nothing enters stock. Use the Receive goods button.
Enter what actually arrived
Choose the Receipt date and Into warehouse. Receive now (1) starts at what is still outstanding on each line; change it to what really arrived, and set it to zero for a line that did not. For batch-tracked items type the Lot and Expires. Then press Confirm receipt (2).
Books refuses more than was ordered, unless you change Receiving more than ordered or set a tolerance in Settings.
What happens after receiving
A numbered goods receipt is created and the goods enter stock at the order's price. As the bill has not arrived, the amount waits in a holding account called Goods received not invoiced. The Receiving progress card on the order shows ordered, received and billed, and the order reads Partly received while anything remains. Repeat for each new delivery.
| Account | Debit | Credit |
|---|---|---|
| Inventory | 1,000.00 | |
| Goods received not invoiced | 1,000.00 |
Record the bill when it arrives
Open the order and press Create bill for received goods. A draft opens with what was received and not yet billed; type the Supplier invoice no. and press Post the bill. The goods do not enter stock a second time; the holding account is cleared instead. If the bill's price differs from the order's, the gap goes to the item's expense account as a Price variance. The Three-way match card on the bill shows the comparison per line.
- Order
- Goods receipt
- Supplier bill
- Match
| Account | Debit | Credit |
|---|---|---|
| Goods received not invoiced | 1,000.00 | |
| VAT input | 150.00 | |
| Accounts payable | 1,150.00 |
Cancel a goods receipt
Open the receipt from the Goods receipts tab and press Cancel receipt. The goods leave stock and its journal is reversed. Books refuses if a bill already covers goods from this receipt. If a posted landed cost sits on it, void that first.
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