Goods receipt

When goods arrive from a vendor, you create a Goods Receipt to record what was actually delivered. This is the second piece of three-way matching.

Recording a receipt

1. Procurement → POs → [The PO].
2. Click Receive goods.
3. For each line, enter:
   • Quantity received — may be less than ordered.
   • Condition — OK / Damaged / Wrong item.
   • Notes — optional.
4. Save.

Partial receipts

If only some items arrive in the first delivery:

• Enter the received quantity (less than ordered).
• The PO stays Open with the remaining quantity.
• A second receipt can be created when the rest arrives.

Discrepancies

If the delivery doesn't match the PO:

• Wrong item — flag the line, the PO line is rejected.
• Damaged — flag the line, the unit cost can be adjusted or returned.
• Over-delivered — accept or return the excess.

Flagged discrepancies surface in the Vendor scorecard for the vendor.

Linking to assets / inventory

If the items go to a tracked location:

• For inventory items (stock), the receipt automatically increases stock at the destination location.
• For fixed assets (laptops, equipment), tick Create asset records to auto-create individual asset entries.

Receipt PDF

A goods-receipt PDF is generated and:

• Stored in the Document Vault, linked to the PO.
• Optionally emailed to the vendor as confirmation.

Next step

Three-way matching →