How to Create a Goods Receipt
Use this feature to record products that have been physically received from a supplier after a Purchase Invoice has been created.
Goods Receipts ensure that inventory is updated only when products have actually arrived at your business.
Before you begin: A Purchase Invoice must already exist for the supplier before a Goods Receipt can be created.
The system automatically generates a unique Goods Receipt Number for every goods receipt created.
Step 1: Open the Goods Receipt List
From the sidebar menu, click Purchases.
Select Goods Receipts.
The Goods Receipt List page will display all existing goods receipts.
Step 2: Create a New Goods Receipt
Click the Create button located at the top-right corner of the page.
The Create Goods Receipt form will open.
Step 3: Enter Goods Receipt Information
Complete the required fields:
| Field | Description |
|---|---|
| Supplier | Select the supplier that the goods were purchased from. |
| Purchase Number | Select the purchase invoice relating to the selected supplier. |
| Date | Select the goods receipt date. |
| Reference | Enter an internal or supplier reference if available. |
| Description | Enter a brief description of the goods receipt. |
| Note | Enter additional information if required. |
| Attachment | Upload delivery notes, receiving documents, or other supporting files. |
| Status | Select the appropriate status. |
Step 4: Load the Purchase Invoice
After selecting the Purchase Number:
The system automatically loads all products from the selected Purchase Invoice.
The products will appear in the goods receipt table ready for verification.
Step 5: Verify Received Products
Review the products delivered by the supplier.
For each product, you can:
| Action | Description |
|---|---|
| Update Received Quantity | Enter the actual quantity received. |
| Remove Product | Click the Red Remove Button under the Action column if the product was not received. |
This allows you to record partial deliveries without affecting products that have not yet arrived.
Step 6: Save the Goods Receipt
Review all information entered.
Click Save to create the Goods Receipt.
If you wish to clear the form and start over, click Reset.
The system will automatically generate a Goods Receipt Number and save the transaction.
Understanding the Inventory Effect
When a Goods Receipt is created, the system will:
Record the products as received.
Update the Inventory History for each product.
Reduce the quantity to receive in inventory.
Increase the available Stock in Hand based on the quantities received.
Maintain a complete receiving history for future reference.
If only part of the order is received, only the quantities entered on the Goods Receipt will be added to stock in hand.
The remaining products can be received later by creating another Goods Receipt for the same Purchase Invoice.
Purchase Invoice Updates
Once the Goods Receipt is saved, the related Purchase Invoice is automatically updated.
The system will:
Update the quantity received for each product.
Change the stock status to Received for fully received items.
Display the updated receiving information in both the Purchase Invoice List and Purchase Invoice Details.
Allow users to easily track whether products have been fully or partially received.
Understanding the Accounting Effect
Creating a Goods Receipt does not create any new accounting transactions.
The purchase has already been recorded when the Purchase Invoice was created.
The Goods Receipt simply confirms that the products have physically arrived and updates inventory records accordingly.
Impact on Financial Reports
Inventory Reports
Inventory reports are updated immediately.
The system records:
Quantity received.
Stock in Hand.
Inventory movement history.
Product receiving history.
Purchase Reports
Purchase reports display the updated receiving status, making it easy to monitor:
Fully received purchases.
Partially received purchases.
Outstanding products yet to be delivered.
Balance Sheet
The inventory asset remains consistent with the purchase transaction. The Goods Receipt updates inventory quantities and receiving records but does not create additional financial entries because the purchase has already been recognized.
Why Creating Goods Receipts Is Important
Recording Goods Receipts helps you:
Confirm products have been physically received.
Maintain accurate inventory quantities.
Track partial and complete deliveries.
Keep detailed inventory movement history.
Monitor supplier delivery performance.
Prevent products from being available for sale before they are received.
Improve inventory accuracy and stock control.
Maintain a complete audit trail of all received goods.
Best Practice
Create a Goods Receipt immediately after products are delivered and verified. Recording goods as they are received ensures your inventory records, purchase records, and stock availability remain accurate and up to date.