Purchasing · Daily operations · 8 min read

Receive goods and use shipping notices

Receive goods against a purchase order, handle partial, short and over deliveries, and receive from a supplier's shipping notice.

Before you begin

• The purchase order is Confirmed. Approving it raised a draft goods receipt in the warehouse chosen in Receive into.
• You need inventory.operate to validate a receipt. Recording or receiving a shipping notice needs purchase.asn.manage, and receiving from it also needs inventory.operate.
• Receipt tolerances are set under Purchase > Configuration > Receipt tolerances.

Steps

Receive against the order

1. Open the order and press the Receipts smart button, then open the receipt.
2. For each line enter the Done quantity. Empty means the full demand.
3. Enter Damaged if some units are damaged. It cannot be more than received. For serial-tracked products a damaged serial must be one of those received.
4. Enter the lot, serial and expiry for tracked products.
5. Press Validate. If you received less than ordered, choose to create a backorder or to cancel the remainder.

Take more than ordered

1. If you receive more than the tolerance allows, tick Approve over receipt and give the reason. Only a person with inventory.receipt.exception.approve (within their limit) can do this.

Order with no receipt

1. If a confirmed order has no receipt, raise one and choose the warehouse the goods arrive at. An order can have a receipt raised only once.

Shipping notices

1. Open Purchase > Orders > Shipping notices and press New.
2. Choose the Purchase order (confirmed or delivered). The goods lines list what is Still to come.
3. Enter Shipped on, Expected on, Carrier, Tracking, and the On this shipment quantity per line, with lot and expiry for tracked products.
4. Press Save notice. It is In transit and also appears in Purchase > Reporting > Inbound shipments.
5. When the goods arrive, open the notice and press Receive the goods. The order's waiting receipt is validated with those quantities, lots and expiry.
6. To drop a notice, press Cancel notice and give a reason.

What happens next

• Received quantities go into stock at the order cost. A partial receipt leaves the order Confirmed and creates a backorder receipt for the rest.
• If Post receipts to Goods received not invoiced is on, the receipt credits the GRNI account until the bill arrives.
• The notice becomes Received and shows the receipt number. Its quantity no longer counts as announced.
• Inbound shipments lists late notices first, with Days late.

Worked example

Tolerance for a supplier: 5% over, 2% under. Order of 100 units.

A shipping notice may announce up to 105 on this line, since the over-tolerance applies there too.

Good to know

• Without the right: 'Approving an over receipt needs the receipt exception right.' With the right but no reason: '<code>: give the reason for the over receipt.'
• A notice cannot announce more than what is open: '<code>: 36 announced, but only 30 is still to come.' A service line is refused: 'Each line must be a goods line of <PO>.'
• A notice for an order that is not confirmed is refused: '<PO> is draft; a shipping notice is for a confirmed order.'
• Receiving a notice twice: 'This notice has already been received or was cancelled.' With no receipt waiting: 'The order has no receipt waiting for goods.' A product not on the receipt: '<code> is not on <receipt>; receive it there by hand.'
• Only a notice still in transit can be changed or cancelled.
• The screen asks for a cancel reason; the system itself accepts an empty one, so always give it.
• Suppliers can send notices from their portal. They appear here with source portal. See Using the supplier portal.