Create a purchase receipt

When you create a purchase receipt, its status is Draft. After entering the header data and at least one line, you save the purchase receipt. The purchase receipt status stays as Draft.

A tax calculation automatically runs. If there is an error, the status changes to Tax calculation failed.

When you correct the tax details, the purchase receipt changes back to Draft.

Post a purchase receipt
When you enter stock details to post a purchase receipt, its status is Draft.
When you select Post stock, its status is Posting in progress.

When you post a receipt and the post fails, the purchase invoice status changes to Posting error. You can try to post it again on the Notification history page.

When you post a receipt and it successfully integrates with the relevant financial system, the purchase receipt status changes to Received.

When you create a partial invoice and partial return that both combine to equal the full quantity of the receipt, the purchase receipt status is Partially invoiced.

Create a purchase receipt

You can create a purchase receipt with one or several lines for one or several items. Go to the Purchase receipt page and select Create to generate a new purchase receipt and perform the following actions:

Enter information related to the header such as the purchasing site, the supplier and the receipt date.
Enter the lines: You can create direct purchase receipt lines. You can also create purchase receipt lines by selecting purchase order lines.

You can also create a purchase receipt directly from the Purchase order page when the purchase order is approved. Refer to the Purchase order documentation for more information.

In the header

Leave the purchase receipt Number field blank. The number is generated automatically when you create the purchase receipt.
Enter or select the receiving site.
Enter or select the supplier.
The Gross price, Net Price, Total VAT, Total excluding VAT and Total including VAT fields default to the supplier's currency. You can change the currency when you create a direct purchase receipt.
The Receipt date field defaults to today's date. You can change the date but only to an earlier date.
You can enter the supplier packing slip number. This information can be used as a matching criterion when selecting the receipt for creating the invoice.
For traceability reasons, you can enter the carrier's name in the Receiving tab.

Create a direct purchase receipt line

There are 2 ways to create a direct purchase receipt line.

Perform a quick entry

Select Add line on the Lines grid.
Enter the Item name, Quantity in purchase unit, Gross price and other relevant fields.
Tab to validate the information. The main details of the purchase receipt line display in the grid.
Save.

Add a line with all the detailed information

Select Add line in panel. The Add new line panel opens.
Enter or select the Item name, Purchase unit, Quantity in purchase unit, Gross price and other relevant fields.
On the Price tab:
1. You can enter a Discount percentage and Charge percentage.
2. You can check the tax details. Refer to View and manage tax details.
On the Line notes tab, you can add internal notes. See Add notes.
To validate your entry and display the line in the purchase receipt list of items, select Apply. To validate your entry and create a new line, select Apply and add new.
Save. The purchase receipt number generates automatically. The purchase receipt Status field is Draft.

Add notes (optional)

You can add internal notes to a purchase receipt at header level and line level. Internal notes are only for internal purposes.

You can add notes at the header level from the Notes tab.
You can also add notes for each line on the Notes tab of the panel used to create the line or edit the line details.

To add notes:

From the Notes tab, in the Internal notes text box, enter the notes you want to share with your colleagues.
Save.

Create a purchase receipt from purchase order lines

This action is only available if there are purchase orders for the same receiving site address and the same supplier, and if they meet the following condition: the purchase order is approved.

Select Add lines from orders.
Select the lines. You can update the quantity to perform a partial order.
Select Add.
The selected lines display in the Lines grid.
Select Stock details from the More actions icon on the line to enter the stock information such as the lot number if the item is lot managed, the serial number if the item is managed by serial numbers, or the expiry date if it is managed. These values apply to the entire quantity. To split the quantity between different stock details, refer to Manage the line stock details.
To update the quantity and perform a partial receipt: update the Quantity in purchase unit field on the line.
Select the Completed checkbox when the received quantity does not match the quantity to be received, but you want to complete the line. This can happen in the following situations:
1. The received quantity is less than the ordered quantity. Select the checkbox to indicate that the remaining quantity to be received will not be received and to close the purchase order line.
  Example
  The order line is for 100 kg of flour. The received quantity is only 99.5 kg. The remaining quantity will not be received.
2. The received quantity is more than the ordered quantity. Select the checkbox to indicate that the invoice created for the ordered quantity is complete. In this case, the line displays as received and invoiced.
  Example
  The order line is for 100 kg of flour. The received quantity is 100.5 kg. The additional quantity will not be returned and will not be invoiced.
Save. The purchase receipt number is generated automatically. The purchase receipt Status field is Draft.

Manage the line stock details

When the Status field for the line is Draft, you can define the stock details for the line. You can split the quantity between different locations and different statuses. If the item is lot managed or serial number managed, you can split the quantity between different lot numbers and serial numbers.

Select Stock details from the More actions icon for the line or from the More actions icon in the Line panel.
In the Stock receipt detail window, select Add line. A line displays with the stock details defined for the total Quantity.
Update the quantity and the stock information. You can create a new Lot and Supplier lot number in this window.
Add as many lines as you need until you have defined the stock information details for the total quantity.

Stock details are required on the purchase receipt: You can save a document without stock information, but you cannot select it to be invoiced.

Manage the stock detail status

You can save your purchase receipt when every line in the Stock detail status column in the Lines grid displays Entered or Not required. If any lines display as Required, you need to go back and enter the stock details for the line or complete them if the details in the Stock receipt detail panel are incomplete.

When the status is Entered, the Post stock action appears so you can post the stock movements and progress the receipt.

If a line includes a non-stock managed item, the status displays Not required. You do not need to enter any stock details for this line and are able to post the stock movements, and progress the receipt.

View details of a purchase receipt line

The Lines grid displays the main details of the purchase receipt lines. To view all of them, select the Open Line Panel icon. In this panel you can view general information about the line, details about the quantities, and pricing details. Depending on the situation of the line, additional tabs display:

If the line is created from a purchase order line, the Origin tab displays the situation of the line related to the order line.
If a purchase return or invoice is created, the Progress tab displays the situation of the return line related to the receipt line.

View and manage tax details

To display and manage the tax details, select Tax details from the More actions icon. You can also select the Open Line Panel icon, go to the Price tab and select Tax details.

When you create a purchase receipt from the Purchase order page, the tax details flow through to the receipt. These include the Total excluding VAT, Total VAT and the Total including VAT. The same operation occurs if you create a purchase receipt by interacting with Add lines from order on the Purchase receipt page.

Select Tax details on the line to view the tax rate applied to the purchase receipt and details of how the VAT amounts are calculated. You can also change the tax by searching within the VAT field and selecting a different tax rate, this will update the Tax rate and amounts.

Select the Totals tab on the purchase receipt to get a summary of the tax details across all lines for the purchase receipt.

When your purchase receipt has different currencies for the Supplier and Receiving site, 2 additional fields populate on the Price tab on the line and the Totals tab on the purchase receipt. The Total excluding VAT company currency and Total including VAT company currency display the tax amounts in the currency of the Receiving site.

Assign dimensions

You can assign dimensions to lines that have a Draft Status field.

You have two options to open the Dimensions window and set dimensions: You can assign dimensions to a line or assign dimensions to several lines.

Dimensions are managed in the Dimension page.
Dimension types are managed in the Dimension type page.

Manage dimensions

Purchase receipt lines can inherit dimensions and attributes from the site, supplier, item or from all 3. For this, dimensions and attributes need to be set on the site, supplier or item record, and default dimension rules need to be set on the company record, on the Dimensions tab. When you create a purchase receipt, the dimensions default on the lines to those defined for the site, supplier, item, or all 3.

If default dimension rules are not set for the company, you can add dimensions directly on the receipt lines. You can add and change dimensions on each line individually. Or you can add or change the dimensions for all lines.

To manage dimensions for individual lines:

From the More actions icon on the line, select Dimensions.
Select the dimensions you want for the line.
Save.

To manage dimensions for all lines:

From the More actions menu at record level, select Set dimensions.
Select the necessary dimensions.
Select Apply to all lines to apply the dimensions to all the existing and future lines or Apply to new lines only to apply the dimensions to future lines only.

The Dimensions dialog box at record level displays the dimensions set for the site, supplier or both, if any, and if default dimension rules are set for the company. You can use this dialog box to apply dimensions to all lines, but changes are not saved in this dialog box. The dimensions on the lines, not the ones in this dialog box, are transferred to the subsequent document lines. A dimension from an item is inherited when the item is added to a line, not from the dimensions set at the record level.

Dimensions apply to lines that are Draft or Pending.

Landed cost allocation

When you post a purchase invoice, the landed cost allocation is distributed on the corresponding purchase receipt and purchase receipt lines.

Select Landed costs on the More actions icon on the corresponding line, where you can view the details of the landed costs associated with the corresponding purchase invoices and the total landed cost amount in company currency.

The total landed cost amount for the line is displayed on the Price tab of the Line panel. The total landed cost amount for the receipt is displayed on the Landed costs tab on the receipt alongside individual breakdowns of the different landed cost types.

Edit a purchase receipt line

When you save a purchase receipt, you cannot modify any of the information in the header. You can edit a line only if the Status field is Draft.

You have two options to edit a line:

First option

Select Open line panel from the More actions icon on the line you want to edit.
Edit any required fields.
Select Apply. The panel closes.
Save.

Second option

Select the line you want to modify.
Edit any required fields.
Tab to validate the information.
Save.

Delete a purchase receipt or a purchase receipt line

You can delete a purchase receipt or a purchase receipt line only when the Status field is Draft.

To delete a purchase receipt, select the Delete icon from the More actions icon.
To delete a purchase receipt line, select Delete from the More actions icon on the line you want to delete.

Post to perform the stock journal entry

When you have entered all the requested information and you are ready to perform the stock journal entry, select Post stock. The Status field changes to Received.

You cannot change any of the information when you have posted the receipt and its Status is Received.

You can only post the receipt if dimensions added to a supplier are also added to your lines.

When you post a purchase receipt, the standard cost is used for all stock movements and any variation from that amount is recorded as a non-absorbed cost and posted as a purchase variance on the Journal entry page.

View the purchase receipt line and purchase order line progress

To check the situation of the purchase receipt line related to the purchase order line, select the line to open the detail panel. The Progress tab displays the following information:

The purchase order number
The purchase order line status
The quantity in sales unit
The available quantity to receive

Select the number to display the Purchase order page.

Create a purchase return

You can create a complete purchase return or a partial purchase return.

Create a complete purchase return

The entire purchase receipt can be returned when the Status field of the purchase receipt is Invoiced or Received.

To create a complete purchase return, select Create return.

The Status field of the purchase receipt changes to Returned.
The Return status of the purchase receipt changes from Not returned to Returned. The Return status field displays on the Return tab of the Line panel.
The Status field of the purchase receipt lines changes to Closed.

The return is created for all the purchase receipt lines.

Create a partial purchase return

To create a partial return, go to the Purchase return page and select the Add lines from receipts action.

You can select some of the purchase receipt lines. On the selected lines, you can change the quantity to be returned for a quantity less than the received quantity. As a result, the Return status field on these receipt lines changes to Partially returned. The Status field on the receipt and on the partially returned lines changes to In progress.

When the lines are completely returned, the Return status field on these receipt lines changes from Not returned to Returned.
If only some of the lines are returned, the Return status field on the receipt changes from Not returned to Partially returned and the Status field changes from Pending to In progress.
When the received quantity on a receipt line is fully returned, the purchase receipt Status changes to Returned. The Status field on the purchase receipt lines changes to Closed.

The Closed status on a receipt line is also linked to the situation of the line related to the invoice. The status field on a line can be Closed even if it is partially returned. This can happen if it is also partially invoiced and there is consistency between the returned quantities and the invoiced quantities.

View the purchase return line and purchase receipt line progress

After you create the purchase return, you can check and have a global view of the situation of the purchase receipt line in relation to the purchase return line.

Select the line to open the detail panel. The Progress tab displays the main return information:

The return status
The purchase return status
The returned quantity in purchase unit for each purchase return line

Select the number to display the Purchase return page.

View the purchase invoice line and purchase receipt line progress

To create a full or a partial invoice for the receipt, go to the Purchase invoice page.

After you create the purchase invoice related to the purchase receipt, you can check the Invoice status for the purchase receipt in the Financial tab. This status changes according to the situation of the receipt lines related to the invoice.

The invoice status for the receipt line displays in the Progress tab in the Line panel.

When a line is partially invoiced, the Invoice status field on the line and on the receipt changes from Not invoiced to Partially invoiced. The Status field on the receipt is Partially invoiced and the Status on the receipt line is In progress.
When the received quantity on a line is fully invoiced, the Invoice status field on the line changes from Not invoiced or from Partially invoiced to Invoiced. The Status field on the purchase receipt line changes to Closed.

The Closed status on a receipt line is also linked to the situation of the line related to the return. The Status of a line can be Closed even if it is partially invoiced. This happens when the line is also partially returned and there is consistency between the returned quantities and the invoiced quantities.