Receive goods against a purchase order

Capture accepted and rejected quantities, traceability details, supplier documents and receiving variances.

ProcurementFor Receiver · Inventory manager5 steps

Where this lives

Permissions needed

Any one of these grants access. Ask an administrator if the screen is not visible to you.

Before you start

1
Select the purchase order
Confirm supplier, destination and outstanding ordered quantities before unloading is accepted.
2
Capture delivery evidence
Enter the supplier delivery-note number, delivery date and receiver details, then attach the scanned delivery document.
3
Record accepted and rejected units
Enter accepted and rejected quantities in the purchase-order unit shown on the line. The system converts accepted units into canonical stock automatically. Add a rejection reason whenever units are rejected.
4
Add traceability
For tracked products, split accepted units into batch, serial and expiry rows. The tracked quantity must equal accepted units.
5
Post and print
Posting updates stock and accounting, then makes the GRN and receiving-variance documents available.

Never increase accepted quantity to hide free or excess stock.
Quarantine questionable items instead of receiving them as immediately sellable.

Tracking rows do not balance

Make the sum of tracked quantities equal the accepted quantity. Serialized rows normally have quantity one.

The order is not available

Confirm that it is issued, belongs to the active branch, and still has an outstanding quantity.

Turn an approved requirement or supplier quotation into a controlled purchasing commitment.

Authorize, dispatch and resolve supplier returns while preserving stock and accounts-payable history.

Catalogue 2026.08.10