The "Receipt Order" document is made, if location or time of real inventory receipt to an entity’s warehouse and its accounting record ("Invoice Received") do not match. Usually this document is made by a warehouse worker to accept inventory items on warehouse accounting or during stock-taking on the basis of such documents from the system: "Invoice Received", "Inventory Transfer" or "Production". This document does not contain information about prices, discounts and markups of inventory items: it just registers the fact that inventory was accounted to a warehouse.

The document is used only for order warehouses. To learn more about expense order use, see par. Settings for the 'Purchase' section.

To access the "Receipt Orders" document list, go to the "Warehouse" section (see the figure below).

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The schematic showing how to access the 'Receipt Orders' document list

As the list is filled and for convenience of work, you can change its display settings. Click the "More" button in the document list right side toolbar and select "Configure list..." from the drop-down list. To learn more about the lists display settings, see par. Work To access the Goods Receipt Notes document list, go to the Warehouse > Warehouse Documents > Goods Receipt Notes.

The Goods Receipt Note type of documents is available if the Separate Inventory and Financial Documents option is selected on the Administration > Settings > Purchasing and Warehouses form.

Documents of this type are used only for warehouses for which the Separate Inventory and Financial Documents option is selected in their master records on the Warehouses > Master Data > Warehouses form. In such warehouses, Goods Receipt Notes are created to register the goods received in the following cases:

• If the goods were delivered from suppliers to your organization's warehouses.
• If the goods were returned by customers.
• If the goods were transferred from another warehouse, or after production, or from subcontractor processing.
• If during the stocktaking process, some previously lost goods were found.

Documents of this type do not contain information about item costs or prices and applied discounts. 

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The Goods Receipt Notes list

The list of Goods Receipt Notes includes all the Goods Receipt Notes available in the system. In the list, each note is shown with the document number and date and information about warehouse and cell within the warehouse to which the goods were received.

If you don't see a specific document, rearrange the list by date or document number. You can change the list display settings to suit your particular needs. To learn more about the list display settings, see Working with the item list.

You can create the receipt order a Goods Receipt Note based on the following documents: "Purchase Order", "Invoice Received" from the "Purchasing" section (to register the fact that purchased inventory was accounted to an entity’s warehouse); "Inventory Receiving", "Inventory Transfer" from the "Warehouse" section (to register the fact that inventory was accounted on a warehouse after transfer or there is overstock); "Production" from the "Production" section (to register the fact that produced inventory items were received from a production department); "Credit Note" from the "Sales" section (to register receipt of inventory items returned by a customer).A receipt order itself

• Purchase Order: To register the goods that were ordered and received from the supplier.
• Invoice Received: To register the inventory items that were purchased from a supplier and received to the organization's warehouse.
• Inventory Receipt: To account for the inventory that was found during the stocktaking process.
• Inventory Transfer: To register the inventory items received to the warehouse as the result of a transfer from another warehouse.
• Production: To account for the goods received to warehouse from production.
• Credit Note: To register the goods returned by a customer.
• Requisition: To register the goods received to the warehouse to fulfill the Requisition.
• Employee Expense Report: To account for the goods purchased by an employee and received to the warehouse.

A Goods Receipt Note can be used as a basis for the following documents:

- "Advance Report" (to make an accounting record of inventory items, purchased by accountable person);

- "Inventory Receiving" (to make an accounting record of inventory items, previously received on a warehouse);

...

• Invoice Received: To account for purchase of the items received to the warehouses.
• Employee Expense Report: To register the goods purchased by an employee and listed in Employee Expense Report.
• Inventory Receipt: To account for the inventory items that were not in books as it was revealed during the stocktaking process.
• Subcontractor Report: To account for the inventory items received from a subcontractor

...

• .

- "Inventory Transfer" (to make an accounting record of inventory items transfer within different warehouses);

- "Invoice Received" (to make an accounting record of inventory items purchased by an entity).

...

• Inventory Transfer: To register the transfer as the result of which the inventory items were received to the warehouse.
• Invoice Received: To account for purchase of inventory items received to the warehouses.

The toolbar buttons

To manually create a new document of the Goods Receipt Note type, click the Create button on the toolbar.

To create a document based on a selected Goods Receipt Note, click the Generate button, and select the required document type. You can do it also by opening the "Receipt Order" document. Receipt order data The data from the goods receipt note will be automatically inserted in new documents.

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Form for creating documents based on the 'Receipt Order'

To print a document, click the Print Image Removed button and choose a printing form. The form will be opened for preview, then it can be edited in the Editing mode. To enable this mode, click the "Edit" button on the toolbar above. Then click the "Print" button.

To save a document in the required format (pdf, docx, xls, txt, html, mxl), click the "Print" Image Removed button. The form will be opened for preview, then you can click the Save button, select the saving location and file format.

To send a document via email, click the "Print" Image Removed button. The form will be opened for preview, then you can click the Send button, select the file format and enter the receiver’s address.

To see the documents related to the current one (hierarchy structure), click the View Hierarchy Structure Image Removed button. The window containing all the related documents appears. You can open each of these documents (double-clicking it), repost, undo posting or mark for deletion (Image Removed, Image Removed and Image Removed buttons on the left toolbar). You can view the hierarchy structure from the list, or from each document by clicking the corresponding button in a form.

To attach or view files that are already attached to the document, click the Attached files Image Removed button. In the displayed window you can add a file ("Create" button) or open an existing one for view/editing (Image Removed, "Edit" and "Post and Close" buttons). You can view attached files either from the list, or from each document by clicking the corresponding button in a form.

To view the result of a document accounting, click the Document’s Transactions Details Image Removed button. You can view the report either from the list, or from each document by clicking the corresponding button in a formcopied to the new document.

To edit an existing document, double-click the line with the document in the Goods Receipt Notes list. You can also select the line, right-click it, and select Edit or click More actions > Edit on the toolbar.

If you need to print the selected document, send it by email, or perform other operations, refer to List Toolbar.

See also