Receiving goods

Find this screen

Open: Purchase Orders > Processing > Confirm Receipt.

How to

Confirm receipt of goods

Open: Purchase Orders > Processing > Confirm Receipt.

Select a supplier account from the list.

Any outstanding orders for the account are displayed.
Enter the supplier's delivery Reference.
For each item to receive, select the check box to the left of the item.

The quantity received values are blank automatically.

You can receive all or part of the goods:
- To receive the entire quantity, click Receive Selected.
- To receive part, enter the Quantity Received value.
To record an invoice during the receipt of goods, select the Record Invoice check box.
To allocate a purchase order that isn't linked to a sales order, select the Allocate check box. You can view and amend the allocations when you click Save to confirm receipt.

Tip: You can also allocate later using Sales Orders > Processing > Amend Allocations.

Note: For back-to-back orders, you don't need to select Allocate as the purchase order will be automatically allocated to the sales order.
To add file attachments for a goods received note (GRN), select Attach Documents. You can add file attachments when you click Save to confirm receipt. See Scan and attach documents.
To confirm receipt, click Save:
- If you have chosen to Allocate a purchase order that isn't linked to a sales order, you can view and amend allocations on the Allocate Goods Received screen that's displayed.
- If you have chosen to Attach Documents, you can add file attachments on the Scan and attach documents screen that's displayed.

Watch a video

Record goods received (video)

Amend goods received

You can increase the quantity if the goods have not been invoiced. You can only decrease the quantity if the goods have not been despatched. Changing the quantity received affects the item's stock level and possibly the allocations recorded for the item.

Open: Purchase Orders > Processing > Amend Receipt.

Locate the items you want to amend, using the selection criteria.
Amend the quantity in the Qty Received box.
Click Save.

Attach files and scanned documents

You can attach files and scanned documents when you enter a purchase invoice or credit note, enter a nominal journal entry, view sales and purchase invoices, confirm goods received, or produce a VAT Return.

To add an attachment or scanned image:
- When you create a purchase invoice or credit note, select Save and Attach.
- When you enter a nominal journal entry, select Post and Attach.
- When you produce a VAT Return, you'll be prompted to add attachments to the return.
- When you confirm goods received, select the Attach Documents check box. You can add file attachments when you click Save to confirm receipt.
To attach a file:
- Select Attach File, then browse to the file that you want to attach and click Open.
  
  Tip: If you can't see the file, change the filter to show All Files. By default, the attachments filter only shows these file types: pdf, jpg, png, gif, txt, xls(x), doc(x), msg.
- Drag-and-drop a file into the Attachments list. For example, you can drag-and-drop multiple files from Windows Explorer, or single files from an Outlook email.
- Once the file has been added, you can enter a comment or reference in the Description column.
To scan a document and attach it as an image, click Scan Using Device.
- Select Start Scan to see a preview of the scan, and click OK to add it as an attachment.
- If the scanned image doesn't look right, you can select Rescan to scan the document again.

For more information, see Scan and attach documents.

Useful info

About receiving goods

You must record what you receive against purchase orders.

You only confirm receipt of standard stock and miscellaneous type items. You don't confirm receipt of free text items or service/labour items.

Outstanding order quantities are always shown, so you can see clearly what is outstanding. When you receive goods you can choose to record an invoice immediately on confirming receipt or do this at a later time. For each item recorded as received, the quantity on order from the supplier is reduced. When you confirm receipt, a goods received note (GRN) number is assigned to all items confirmed as received. These are not printed but are used to help you match the invoice to the correct purchase order. Stock prices and levels are updated for the goods received, so stock is always confirmed.

Note: You can record goods as received against orders even if the order is On hold. However, you can't record goods as received for a supplier account which is On hold.

Allocating stock to sales orders

For back-to-back orders - where the purchase order has been raised automatically to fulfil a sales order, the goods received are automatically allocated to the sales order when you click Save.

For purchase orders that are not linked to sales orders, you can save and allocate the purchased quantities received by clicking Save and Allocate, or you can Save the details and allocate the quantities later, using the Amend Allocation option within Sales Orders > Processing.

Over delivery or incorrect deliveries

If you receive more than you had ordered or additional goods that are not on the purchase order and you don't want to send the items back, you can:

Amend the order, then record the goods as received.
Add the additional items into stock within Stock Control.

If outstanding items are never received

You may have situations either in back-to-back orders or purchase orders that aren't linked to sales orders, where a supplier delivers part of the quantity ordered and then the remaining quantity isn't required or is never supplied. You will have used Confirm Receipt and Record Invoice in Purchase Orders and Post Invoices and Credits in Sales Orders when processing the receipt of the part quantity earlier. To write off the remaining quantities:

If the order is a back-to-back order, cancel the sales order before doing anything else, using Sales Orders > Sales Orders > Amend Order Status. The sales order is marked as Completed.
Use Purchase Orders > Adjustments > Write off incomplete orders to writing off the remaining quantity from the purchase order. The purchase order is marked as Completed.