Receive goods and post receipts

Where: open the PO → Receive goods; later Purchase → Receipts.
Who: receipt create/view permissions; posting needs purchase.receipt.post and the Goods receipts feature. Check the stock reference setup limitation before using the stock integration.

1. Open the receiving form

Select Receive goods on the order. It is offered when the header is in an eligible state and at least one open line has a positive remaining quantity and is not closed for receiving.

Eligible states include Approved, Issued, Acknowledged, legacy Confirmed, Partially received, Partially invoiced and Invoiced. Draft, Pending approval, Rejected, Cancelled and Closed orders cannot use this receiving action. A line may remain undelivered even when all accepted units so far are invoiced.

2. Enter the receipt header

Field	What to enter	Example
Receipt number	Unique receipt reference in the tenant	GR-BHS-2026-041
Receipt date	Actual receipt date; not before PO Order date	10/11/2026
Supplier delivery reference	Supplier delivery note/reference	NW-DN-501
Notes	Delivery-level observations	First of two deliveries

3. Select and count the lines

Check Receive line 1 · … for each delivered PO line. The form displays remaining quantity, whether partial receipts are allowed and the over-receipt tolerance.

Field	Example	Meaning
Received quantity	100	All units physically recorded as received. Must be positive.
Accepted quantity	96	Units accepted for stock/invoicing.
Rejected quantity	4	Units not accepted.
Damaged quantity	3	Subset of rejected units, not extra units.
Notes	3 cracked, 1 wrong colour	Explain rejection/damage.

Enter Accepted and Rejected explicitly for a clear record. If both are omitted, all received units are accepted. If one is omitted, the server derives the complementary quantity from Received where applicable. Accepted + Rejected cannot exceed Received, and Damaged cannot exceed Rejected. Negative quantities are refused.

Example: all good. Receive 100, accept 100, reject 0, damaged 0. 100 accepted units become invoiceable when posted.

Example: damaged delivery. Receive 100, accept 96, reject 4, damaged 3. Only 96 accepted units are passed to stock addition and invoice creation. The delivery commitment decreases by 100, not 96.

Example: two deliveries. On the 200-mug order, receive 100 today and 100 later with separate receipt numbers. This requires Allow partial receipts on the PO line. Revalidate remaining quantities before posting the second draft.

4. Save a draft

Select Save draft receipt. The receipt opens in Draft. Saving does not update the PO's posted received quantities or stock.

The detail has Post receipt, Cancel draft receipt and View refreshed purchase order as access/state permits. There is no receipt-edit form in this workflow. If a draft is wrong, cancel it and create a corrected draft with an appropriate new reference.

5. Post only after checking

Review every line, date and delivery reference, then select Post receipt. This button performs the posting request directly; do not rely on an extra confirmation dialog.

Posting validates the current PO quantities again. Two draft receipts can both look valid when saved; posting the first can make the second exceed the remaining commitment/tolerance.

A posted receipt cannot be cancelled through these screens. Cancellation of the PO does not reverse it, and the module does not provide a supplier-return or receipt-reversal workflow.

Verify the result

1. Check receipt status Posted.
2. Select View refreshed purchase order and check cumulative received, accepted, rejected and remaining quantities.
3. In Inventory, check the corresponding PURCHASE_RECEIPT stock movement and balance for the correct product/variant, warehouse and location.
4. Return to the posted receipt for Create invoice when Accounts is ready.

Stock processing follows receipt posting, and a posted receipt is not sufficient proof that its stock addition succeeded. The current browser does not supply a receiving location and does not offer a variant selector on new orders. If the movement is absent, report the receipt number/ID, PO number, quantities and missing references to the application owner. Do not create a duplicate receipt to retry stock integration.

Messages

Message / symptom	Recovery
Select at least one line to receive	Tick the delivered line(s).
Receipt date cannot precede order date	Check both actual dates.
Accepted plus rejected cannot exceed received…	Reconcile the counts; damaged belongs inside rejected.
Partial receipt is not allowed for line…	Agree the permitted delivery with the buyer; do not falsify received quantity.
Receipt exceeds the order quantity and tolerance…	Reload PO progress and review the approved tolerance.
Only DRAFT goods receipts can be posted	Check whether another user already posted it.
Posted goods receipt cannot be cancelled	Escalate through the receiving/financial correction procedure.