Purchase receipts and matching

Before you begin#

• Have an eligible submitted purchase order and the supplier’s delivery evidence.
• Count and inspect the goods before recording acceptance.
• Prepare the posting warehouse for stock lines or the expense account for non-stock lines.

Record the receipt#

1. Open Procurement > Purchase receipts > Receipts and select New document.
2. Choose the required source purchase order. Confirm the inherited supplier, date and currency.
3. For each line, enter the receipt quantity, accepted quantity and rejected quantity. Accepted plus rejected must equal the receipt quantity.
4. Review the warehouse, account, unit and price. Each line in the current form needs a positive accepted quantity.
5. Save a draft for review or Create and submit purchase receipt when the inspected quantities are final.

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Create the receipt-linked bill#

1. Open the submitted receipt and select Create bill when available.
2. Review the supplier reference, dates and billing information against the actual supplier invoice.
3. Review the resulting payable bill in Accounting. Follow its draft/submission state before recording payment.
4. Open the procurement Matching tab to inspect the order, receipt and bill evidence.

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Verify stock and clearing#

Review accepted stock in Stock balances and the movement in Stock ledger. The warehouse’s receipt-clearing mapping connects received stock to the later payable bill; do not create a second unrelated expense bill for the same goods.

Create bill is unavailable when the receipt is ineligible or already has its linked bill. Inspect that link before retrying.

Handle rejected or returned goods#

Rejected quantities on a new receipt are not the same as a later return of previously accepted stock. Preserve the supplier’s inspection and return evidence. The current procurement page does not expose a dedicated purchase-return editor; do not enter a negative receipt or silently change a submitted one to simulate it.

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