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 Purchase Order Required is "No" in Buying Settings.
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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)
Open the Purchase Order.
Click Create > Purchase Receipt.
Items, rates, warehouses, and supplier details will be automatically retrieved.
Manual Creation (Direct)
Go to the Purchase Receipt list and click New.
Select Supplier and enter Date and Posting Time.
If you have a supplier delivery reference, fill it in Supplier Delivery Note.
Click Get Items From > Purchase Order if necessary, or fill items manually in the Items table.
Set Accepted Warehouse for approved stock and Rejected Warehouse for defective stock.
Fill in Accepted Quantity and Rejected Quantity.
Rates and amounts will be automatically calculated.
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 – Set automatically to allocate items to warehouses according to rules.
Is Return – Check if returning goods to supplier.
3.2 Items Section
Scan Barcode – Quickly add items using a barcode scanner.
Accepted Warehouse – Warehouse where approved stock is stored.
Rejected Warehouse – Warehouse where rejected/defective products are stored.
Is Subcontracted – View whether items are from subcontracting.
Items Table Fields:
Item Code – Selected from Item Master.
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 – Update if PO uses UoM other than stock.
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, mark to subtract raw materials from 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.
3.8 Statuses
Draft – Saved but not submitted.
To Bill – Waiting for purchase invoice.
Completed – All items received.
Return Issued – All items returned.
Cancelled – Receipt cancelled.
Closed – Short closed, no more receipt expected.