Purchase Receipt
Managing Purchase Receipts
Overview
Purchase receipts are documents used to record the receipt of stock against a purchase order. This feature is part of the procurement process, where stock is added to the receiving warehouse, and in the case of orders on credit, a credit is made to the supplier's account via a journal entry.
Who uses this page?
- Procurement teams
- Inventory managers
- Accountants
- Bookkeepers
- Finance staff
When to use this page?
- When receiving stock against a purchase order
- When creating a purchase receipt directly from the Inventory Dashboard
Navigation path
To access the Purchase Receipts page, navigate to: Inventory > Purchase Receipts
Field descriptions
The following fields are available on the Purchase Receipts page:
Main Form
| Field Name | Purpose | Expected Values | Defaults |
|---|---|---|---|
| Date | Date the purchase receipt will be posted | Date | Current date |
| Time | Time the purchase receipt was performed | Time | Current time |
| Order | Purchase order associated with the purchase receipt | Purchase Order | Optional |
| Supplier | Supplier associated with the purchase receipt | Supplier | Auto-filled |
| Currency | Currency of the purchase receipt | List of active currencies | Auto-filled |
| Exchange Rate | Exchange rate for the purchase receipt | Decimal | Auto-filled |
| Ship To | Warehouse where stock is being received | Warehouse | Required |
Purchase Receipt Line Items
The purchase receipt line items table has the following fields:
| Field Name | Purpose | Expected Values | Defaults |
|---|---|---|---|
| Item Code | Code of the item being received | Item code | Required |
| Description | Description of the item being received | Text | Auto-filled |
| Unit | Unit of the item being received | Unit | Auto-filled |
| Unit Price | Unit price of the item being received | Decimal | Auto-filled |
| Tax Percentage | Tax percentage applicable to the item | Decimal | Auto-filled |
| Quantity | Quantity of the item being received | Quantity | Required |
| Total Amount | Total value of the item being received | Decimal | Auto-filled |
Actions & buttons
The following actions are available on the Purchase Receipts page:
- Save: Saves the purchase receipt as a draft
- Submit: Submits the purchase receipt for final processing
- Delete: Voids the purchase receipt and reverses accounting and stock entries
Examples / usage notes
- When creating a purchase receipt from a purchase order, the system will prefill the purchase receipt form with details from the purchase order.
- Ensure that the Ship To field is accurately populated to reflect the correct warehouse.
- Purchase receipts are submittable documents, so they save as drafts before they need to be saved again for final submission.