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ERP ModulePurchase Orders

Goods Receipt

Receiving goods against purchase orders

Goods Receipt

Process incoming shipments from suppliers against purchase orders.

Receipt Workflow

graph LR
    A[Goods Arrive] --> B[Match to PO]
    B --> C[Inspect if Required]
    C --> D[Record Receipt]
    D --> E[Put Away]
    E --> F[Update Stock]

Receiving Goods

Step 1: Find Purchase Order

  1. Go to ERP > Purchase Orders
  2. Find the PO (status: Sent)
  3. Or scan delivery note/barcode

Step 2: Start Receipt

  1. Open the PO
  2. Click Receive Goods
  3. Receipt form opens

Step 3: Enter Received Quantities

For each line item:

FieldDescription
OrderedQuantity ordered
Previously ReceivedPrior receipts
RemainingOutstanding
Receiving NowThis delivery

Step 4: Record Details

FieldPurpose
Receipt DateWhen goods arrived
Delivery NoteSupplier's delivery reference
LocationWhere to store
NotesAny observations

Step 5: Confirm Receipt

  1. Review entries
  2. Click Confirm Receipt
  3. Stock updated automatically
  4. PO status updates

Handling Variances

Under-Delivery

Received less than ordered:

  1. Enter actual quantity received
  2. Remaining shows as outstanding
  3. PO stays open for balance
  4. Follow up with supplier

Over-Delivery

Received more than ordered:

  1. System warns of excess
  2. Accept and adjust PO, or
  3. Refuse excess quantity
  4. Arrange return to supplier

Damaged Goods

Items damaged in transit:

  1. Receive to QC/Hold location
  2. Document damage
  3. Contact supplier
  4. Arrange credit or replacement

Wrong Items

Incorrect products received:

  1. Do not accept into stock
  2. Document discrepancy
  3. Contact supplier
  4. Arrange return/correction

Quality Inspection

Inspection Required

If product requires inspection:

  1. Receive to QC location
  2. Inspection task created
  3. Pass: Move to stock
  4. Fail: Return or scrap

Inspection Process

  1. Go to QC Inspections
  2. Find pending inspection
  3. Perform checks
  4. Record results
  5. Release or reject

Partial Receipts

Multiple Deliveries

Receive in batches:

PO: 1000 units
Receipt 1: 400 units (Jan 15)
Receipt 2: 350 units (Jan 22)
Receipt 3: 250 units (Jan 29)
Total: 1000 units ✓

Tracking Partials

View receipt history:

  1. Open PO
  2. Go to Receipts tab
  3. See all receipts with dates

Put-Away

After Receipt

Move goods to storage:

  1. Identify storage location
  2. Transfer from receiving
  3. Update bin locations
  4. Complete put-away

Suggested Locations

System may suggest:

  • Based on product settings
  • Available space
  • Zone restrictions

Receipt Documents

Goods Receipt Note (GRN)

Generate receipt documentation:

  • Lists received items
  • Quantities and dates
  • Reference to PO
  • Receiver's signature

Supplier Delivery Note

Match against supplier's document:

  • Verify quantities
  • Note discrepancies
  • Retain for records

Creating Orders

Inventory

Creating Purchase Orders

How to create and submit purchase orders

Approval Workflow

Purchase order approval process

On this page

Goods ReceiptReceipt WorkflowReceiving GoodsStep 1: Find Purchase OrderStep 2: Start ReceiptStep 3: Enter Received QuantitiesStep 4: Record DetailsStep 5: Confirm ReceiptHandling VariancesUnder-DeliveryOver-DeliveryDamaged GoodsWrong ItemsQuality InspectionInspection RequiredInspection ProcessPartial ReceiptsMultiple DeliveriesTracking PartialsPut-AwayAfter ReceiptSuggested LocationsReceipt DocumentsGoods Receipt Note (GRN)Supplier Delivery NoteRelated