Receive a delivery
You receive against an order that is sent or partially received. Have the supplier's delivery note in hand.
- Go to Purchasing → Purchase orders and press Receive on the order.
- Supplier delivery note / invoice no.: type the number from the paper. It is used to match the supplier invoice later.
- Received on: leave it blank for now, or enter the real date and time.
- Note: optional, for example a damaged box or a short delivery.
- Check each line. The Receive quantity is filled with what is still outstanding. Change it to what actually arrived.
- Check the Unit cost. It starts at the order price. Change it to match the delivery note, because it sets the value of your stock.
- Check the Receipt total and press Post receipt.
Partial and extra deliveries
If only part of the order came, enter what arrived. Clear the quantity on any line that did not come; it stays outstanding for a later delivery. The order becomes partially received.
You can receive up to 10 % more than is outstanding on a line. More than that is refused.
When everything has arrived the order becomes received. If the rest will never come, close the order short.
Suppliers in a foreign currency
For an order in another currency, the receive screen shows an Exchange rate field. If a rate for today is in your rate table, it is shown in the hint and used when you leave the field blank. Otherwise type the rate from the invoice or the bank.
The screen shows the Receipt total in your base currency. That amount is what goes into stock value. If there is no rate at all, you are asked to enter one here or add one under Settings → Currencies & rates.
What posting does to stock and cost
Posting adds the items to stock at the order's delivery location straight away. A message confirms the receipt number, the number of lines and the total.
Each item's average cost at that location is re-weighted with the new cost. Each sale records this cost so margins are right, and Inventory → Stock valuation uses it to value your stock.
New items get this supplier as preferred supplier
If an item on the receipt has no preferred supplier yet, the supplier of this receipt becomes its preferred supplier. A second message after posting says so, for example "Ceylon Wholesale Traders is now the preferred supplier of 2 items", and the product's Suppliers section shows "Set automatically by GRN-000012".
An item that already has a preferred supplier keeps it; this supplier is added as an alternative. Change the preferred supplier on the product (Catalog → Products, Suppliers section) or under Purchasing → Suppliers → Products.
The goods receipts book
- Go to Purchasing → Goods receipts to see every delivery that was booked into stock.
- Filter by Supplier if needed.
- Press View to see the lines, quantities, unit costs and, for foreign currency, the exchange rate used and the amount booked to stock.
- Press Print labels for these items to print shelf or product labels for what just arrived.
Receipts are never edited. If one is wrong, open it and press Correct this receipt; goods going back to the supplier go on a supplier return. See "Correcting a goods receipt" and "Supplier returns and credit notes".