What this page is for
This page records a delivery against an approved purchase order and puts the goods into stock. Posting happens at once — there is no draft stage — and a posted receipt is corrected afterwards only by reversing it, never by editing it.
Only people whose role can receive goods see this page.
Before you start
- The order must already be approved. A draft, pending, rejected or cancelled order cannot be received against.
- If the order names more than one supplier, each supplier's delivery is its own receipt — choose which Delivering supplier this receipt is for before entering quantities.
- If everything ordered from that supplier has already been received, there is nothing left to post, and the page says so.
Fields
Received
The date and time the delivery arrived. Defaults to now.
Example: 02/10/2026, 09:15
Delivery note
The supplier's own delivery note number, if they gave one. Optional.
Example: DN-48213
Received (per line)
How much of this line actually arrived, in the order's own unit. Starts at whatever is still outstanding on the order; clear it if none of this line arrived today.
Example: 50
Rejected
How much of this line was refused at the door — short weight, damaged, wrong item. 0 if nothing
was rejected.
Example: 2
Rejection reason
Why the rejected quantity was refused. Required only when a rejected quantity is entered.
Example: Damaged
Batch number
The supplier's batch or lot number, if the item is tracked that way. Optional.
Example: B-2026-0914
Expiry date
The item's expiry date, if it has one. Optional.
Example: 15/11/2026
Charge
What kind of extra cost this is — freight, handling, duty and so on. Each charge type decides whether its cost is added to the stock cost or kept as a separate expense; this page does not ask you to choose.
Example: Freight
Amount
The charge's amount, before tax.
Example: 1500
Tax class
The tax treatment of this charge.
Example: Standard rate (16%)
Paid to
Who the charge is owed to — the goods supplier itself, or someone else such as a transporter.
Example: The goods supplier
Line note
Anything about this particular charge. Optional.
Example: Cold chain transport
Notes
Anything about the receipt as a whole. Optional.
Example: Driver waited 20 minutes for offloading
How to…
How to post a receipt
- Go to Purchasing → Goods receipts and press Receive goods, or press Receive goods on an approved order.
- If the order has more than one supplier, choose the Delivering supplier.
- For each line, check the Received quantity, and record anything Rejected with a reason. Add a Batch number and Expiry date where the item needs them.
- Add any Charges — freight, handling, duty — and who each is paid to.
- Press Post receipt. The goods are in stock immediately, and what is owed to the supplier is recorded at the same time.
How to record charges that are added to stock cost
Press Add charge, choose the charge type, enter the Amount and Tax class, and who it is Paid to. A charge type that is added to stock cost is shared across the receipt's lines by value, so every item's landed cost reflects its fair share; a charge type that is expensed is kept separate and never changes a line's unit cost.
Worked examples
Butchery that also roasts meat
Mama Njeri's Butchery receives 80 kg ordered of Beef (steak cut) — Per kg, but the driver's
scale shows only 78 kg arrived, so Received is 78 and Rejected stays 0 — nothing was
refused, less simply turned up. She adds a Freight charge of KES 1,200, paid to The goods supplier, which is shared across the beef lines so the landed cost per kilogram rises slightly.
Supermarket
Tumaini Supermarket's clerk receives a delivery of Jogoo Maize Meal where three packets arrived
split open. Received is set to the sound quantity, Rejected to 3 with reason Damaged,
so only the good stock is posted and the supplier is only owed for what was accepted.