Purchase Receipt

A Purchase Receipt is generated when you receive goods from your supplier, typically against a Purchase Order. It updates the stock ledger and tracks the accepted and rejected quantities and warehouse locations.

You can also generate a Purchase Receipt directly without a Purchase Order if Is Purchase Order required for Purchase Invoice & Receipt creation? is set to “No” in Buying Settings.

Go to:

1. Prerequisites

Before making a Purchase Receipt, it is advisable to have the following:

• Purchase Order (optional if direct Purchase Receipts are permitted)

Note: From version 13, ERPNext employs an immutable ledger. This Alters stock entry rules for canceling and posting backdated transactions.

2. Creating a Purchase Receipt

From a Purchase Order (Recommended)

1. Open the Purchase Order.
2. Click Create > Purchase Receipt.
3. Items, rates, warehouses, and supplier details will be automatically retrieved.

Manual Creation (Direct)

1. Go to the Purchase Receipt list and click New.
2. Select Supplier and enter Date and Posting Time.
3. If you have a supplier delivery reference, fill it in Supplier Delivery Note.
4. Click Get Items From > Purchase Order if necessary, or fill items manually in the Items table.
5. Set Accepted Warehouse for approved stock and Rejected Warehouse for defective stock.
6. Fill in Accepted Quantity and Rejected Quantity.
7. Rates and amounts will be automatically calculated.
8. Save and Submit.

3. Important Sections

3.1 Details

• Series – Document naming series.
• Date & Posting Time – Automatically set to current but can be modified by selecting Edit Posting Date and Time.
• Supplier – Supplier supplying the goods.
• Supplier Delivery Note – Reference number or note from the supplier.
• Apply Putaway Rule – Tick to allocate items to warehouses automatically according to Putaway Rules.
• Is Return – Read-only; it is set automatically when you return goods to the supplier using Create > Purchase Return on a submitted Purchase Receipt.

3.2 Items Section

• Scan Barcode – Put things in and out with a barcode scanner.
• Accepted Warehouse – Warehouse in which stock is approved.
• Rejected Warehouse – Storage facility of rejected/defective products at the warehouse.
• Is Subcontracted – Read-only; shows whether the receipt is for subcontracted items.

Items Table Fields:

• Item Code – Selected from Item Master.
• Received Quantity – Total quantity delivered by the supplier.
• Accepted Quantity – Quantity added into stock.
• Rejected Quantity – Quantity transferred to rejected warehouse.
• Rate & Amount – Retrieved from Price List or Purchase Order.
• UoM Conversion Factor – Shown when the purchase UOM differs from the Stock UOM; update it if the PO uses a UOM other than the stock UOM.

3.3 Currency and Price List

• Currency defaults from supplier or PO settings.
• Set Conversion Rate if transaction currency is other than company base currency.
• Check Ignore Pricing Rule to ignore pricing rules.

3.4 Warehouse Details

• Accepted Warehouse – Primary storage facility for approved items.
• Rejected Warehouse – Warehouse for defective items.
• Raw Materials Consumed – In subcontracting, this section records the raw materials consumed from the Supplier Warehouse.

3.5 Quality Inspection

If an item is to be quality inspected (defined in Item Master), you need to attach a Quality Inspection document while submitting.

3.6 Taxes and Valuation

• Taxes are retrieved from Purchase Order or Tax Template.
• Shipping charges can be included through Shipping Rule.
• Extra discounts can be applied against the entire receipt.

3.7 After Submission

• Stock Ledger Entries are generated for accepted and rejected items.
• Linked Purchase Orders’ pending quantities are updated.
• You can directly create a Purchase Invoice from the Purchase Receipt using Create > Purchase Invoice. The Create menu also offers Landed Cost Voucher, Purchase Return, Make Stock Entry and Sample Retention Stock Entry.

3.8 Statuses

• Draft – Saved but not submitted.
• To Bill – Waiting for purchase invoice.
• Partly Billed – Purchase invoice created for part of the receipt.
• Completed – Fully billed.
• Return – The document is a return (Is Return) against an earlier Purchase Receipt.
• Return Issued – All items returned.
• Cancelled – Receipt cancelled.
• Closed – Short closed, no more receipt expected.

4. Related Topics

• Delivery Note
• Purchase Order
• Purchase Invoice
• Supplier
• Landed Cost Voucher

Follow for more

• https://zikpro.com/erpnext-demo/
• https://zikpro.com/