Goods Receipt

Goods Receipt records items received from supplier before or together with supplier invoice. It can post inventory and later be pulled into Purchasing.

Menu Route

Procurement Requests & Receiving

/form/goodsreceipt

Relationship with Purchasing Flow

  • Purchase Order records the order to supplier.
  • Goods Receipt records physical receipt of goods.
  • Purchasing records final supplier invoice and payable.
  • When Goods Receipt already posts stock, Purchasing avoids posting the same stock again.

When to Use This Form

  • When warehouse receives goods before supplier invoice arrives.
  • When company separates receiving process from invoice process.
  • When received quantity needs to be compared with PO quantity.
  • When stock should enter inventory as soon as goods arrive.

Quick Entry Workflow

  1. Open Procurement / Requests & Receiving / Goods Receipt.
  2. Choose supplier, division, department, date, and reference information.
  3. Pull Purchase Order when receipt comes from PO.
  4. Fill received product lines, unit, quantity, department, and memo.
  5. Review received quantity against ordered quantity.
  6. Save after warehouse confirms the physical goods.

Header Fields

Field Explanation
Supplier Supplier sending the goods.
Date Receipt date used for inventory posting.
Division and Department Warehouse/business unit receiving the goods.
Reference PO or supplier delivery reference.
Status Controls whether receipt is open, processed, or canceled.

Goods Receipt Detail

  • Detail lines contain products physically received.
  • Quantity affects inventory when receipt posts stock.
  • Unit conversion must be checked before saving.
  • Memo can record damaged goods, partial receipt, or supplier notes.

Validation When Saving

  • Product, unit, quantity, division, and department must be valid.
  • Received quantity should not exceed allowed PO quantity unless company policy allows it.
  • Inventory account and product setup must be correct when stock is posted.
  • Canceled or processed source documents should not be reused incorrectly.

Header Fields

Field Explanation
Supplier Supplier sending the goods.
Receipt Number and Date Document identity and inventory posting date.
Division and Department Receiving unit and stock location.
Purchase Order Reference Source order when receipt comes from PO.
Memo Information about delivery note, truck, damaged goods, or partial receipt.

Goods Receipt Detail

Column Explanation
Product Product physically received.
Unit Receiving unit. Check conversion before saving.
Received Quantity Quantity that enters stock.
Department Stock department/location.
Serial Number Required when product uses serial tracking.
Memo Detail note for warehouse or purchasing.

Checklist Before Saving

  • Physical goods match the document.
  • PO reference and remaining quantity are correct.
  • Unit conversion is correct.
  • Serial numbers are filled when required.
  • Department and stock location are correct.

After Save Impact

  • Inventory balance can increase from received goods.
  • Goods Receipt can be pulled into Purchasing for final invoice.
  • Purchase Order remaining quantity can be updated.
  • Reports can show received and not-yet-invoiced goods.

Common Issues

  • Stock does not increase: check whether receipt is approved/posted and product inventory settings.
  • Cannot pull PO: check PO status and remaining quantity.
  • Wrong department: correct the detail department before saving.
  • Purchasing posts stock again: check whether Goods Receipt was linked correctly.

Quick Create from Search Fields

Supplier

Available on the Supplier field in the header. If the vendor delivering the goods is not in the master yet, click + to create it and continue selecting the related Purchase Order.

Employee

Available on the Purchaser field in the header. If the employee responsible for the receipt is missing, click + to create the employee record without leaving Goods Receipt.