Let's receive some goods!

Goods receiving is the process of confirming and documenting the delivery of goods from a supplier, ensuring accuracy in quantity, quality, and order fulfillment.

Why Do We Do It?

Track & Verify: Ensures what’s ordered matches what’s received.

Update Inventory: This reflects new stock levels.

Maintain Financial Accuracy: Confirms goods before payment.

Ensure Compliance: Supports audits and documentation.

Coordinate Operations: Alerts departments when goods are available.

In short, it keeps inventory, finances and operations aligned.

Getting There

You can access this feature via the Purchase Records Module:

Head to the Stock menu.
Then, scroll down until you find Purchase Records.

Once here, click on the Goods Receiving button.

This opens up the Goods Receiving editor.

If your main role is Goods Receiving, you may want to bookmark this page.

Confirming Goods Received

To confirm that the goods have been received, you need to:

Select the Purchase Order Number or Supplier Account.

Purchase Order Number: Click on the ellipses and select Purchase Order from the list.

If you want to select more than one Purchase Order to action,

you should select by Supplier.

Supplier Account: Click the ellipse to open a list of Supplier Accounts.

Then, select the supplier.

Here you will find a list of all Open POs for that Supplier.

Then, select the POs via the tick box to receive the goods.

If there are numerous POs, you can select a Branch to filter them down by clicking on the ellipsis.

Finally, click Select to confirm

This takes you to the Goods Receiving window.

Now, it's time to action the goods to be received.
The Supplier Telephone, Address, Delivery Address, and Exchange Rate will populate when the purchase orders are selected.

Next, you need to fill in the necessary fields:

Delivery / GRN Number: Enter Goods Received Note number.
Date: You can enter a date via the calendar; by default, it chooses today's date.
Exchange Rate: This date is picked up from System Defaults.

The Exchange Rate is updated daily in the evening, GMT UK time.

Learn about: Exchange Rates

Notes
Goods Received Note Style: Depending on which is selected, you can either have:

Multiple Lines Per Page

One Item Per Page

Columns

Personalising your view is simple and a handy way to optimise your workflow.

You can change the columns view via the column arrow. Clicking a column name will enable (shown with a tick) it and vice versa.

Line No

SKU

Description

Bin No

Transfer To Location

Job No.

Cost Price Currency

Batch Number

Once selected, it will populate the selected field lines.

Transfer To Location, Job No: When you select a PO, you can edit its location or delete it from the list.
Bin No: This is picked from the original Purchase/ allocation of stock if one was specified.

Here you can check and allocate the Quantity of stock to bin/s.
Once happy, click Save.

Batch Number: If you have enabled Batch Number from the column options, you can enter it here.

Serial No: If enabled, you need to enter a Serial Number when you receive the stock part / Goods.

This will enable the Serial Number button if an item requires one.

Enable Serial Numbers

Receiving Qty: This is where you can enter the quantity received.

Warranty Start Date: Using the calendar, you can enter a date. This could be when the goods are installed or when the goods will be received by your customer.

Supplier Ref: The supplier reference is picked up from the Order.

Reason for Quarantine: If a Quarantined Bin has been selected, you can now add a reason for why the item has been quarantined.

Equipment ID: When buying equipment, an ID will be allocated. This is generally used for Catalogue Items.

Closed: Tick Closed to close the line down regardless of the quantity receipted. It is a way to manually override the closing of the order.
- If you ordered 10 items but only received 7, and you've been notified that the remaining items are out of stock for the foreseeable future, you can go ahead and close the order. This will also close the receipt.