Receive goods (purchase receipt)

A Purchase Receipt records goods that arrive at your store. When you submit it, OLY ERP adds the stock to the warehouse at the purchase price and updates the purchase order. Make it on the day the goods arrive, after counting them.

Before you start

• A submitted Purchase Order for the goods.
• The supplier's delivery note, and the actual count of what arrived.
• For items with batches, the batch number and expiry date from the bags or rolls.

Steps

1. Open the submitted Purchase Order.
2. Click Create > Purchase Receipt. Supplier, items, quantities and rates are copied.
3. Check the Posting Date. It is the date the goods arrived.
4. Enter the supplier's delivery note number in Supplier Delivery Note if there is one.
5. Check Accepted Warehouse (set at the top with Set Accepted Warehouse), for example "Raw Materials - EF".
6. In each row, enter the quantity you actually received in Received Quantity. Example: the order was 2,500 Kg of "Corn grits" (50 bags of 50 kg) but 49 bags arrived. Enter 2,450 Kg.
7. If some goods are damaged, enter them in Rejected Quantity and choose the Rejected Warehouse. Only the Accepted Quantity goes into normal stock.
8. For batch items, enter or create the Batch No (with expiry date) in each row.
9. Click Save, then Submit.

After you submit

• Stock in "Raw Materials - EF" goes up by the accepted quantity. See the Stock Ledger report.
• The purchase order shows the received quantity. If goods are missing, it stays To Receive and Bill for the rest, and you can make another receipt from it later.
• When the supplier's invoice arrives, click Create > Purchase Invoice on the receipt.

Good to know

• Always count before you submit. Fixing a wrong receipt later means cancelling it, which affects stock values.
• If goods arrive with no purchase order, ask purchasing to make the order first, so prices and approvals are correct.
• To send goods back to the supplier after submitting, open the receipt and click Create > Purchase Return. See Record a supplier invoice for the debit note.
• Quality checks before acceptance can be added. Your consultant sets them up if your company needs them.

Related

• Create a purchase order
• Record a supplier invoice (with VAT and withholding)
• Batches and expiry dates
• Warehouses