Receive goods

A receipt records goods arriving from a vendor. Every receipt answers to an approved purchase order: the order says what may arrive and what it cost, and the receipt says what did arrive and where it was put.

Receive a purchase order

When the delivery arrives, receive it from the order, so the lines, the warehouse and the costs come from what was ordered.

1. Go to Purchase ‣ Purchasing ‣ Purchase orders and open an order with the status Approved or Partially received.
2. Click Receive. A new receipt opens with the order’s warehouse and one line for each stocked item still to receive.
3. Change Qty on any line that arrived short, so only what is on the dock is received.
4. Pick a To bin for each line, or leave it empty to use the warehouse’s first standard location.
5. For an item tracked by batch or serial number, click its Tracking cell and enter the numbers.
6. Leave Unit cost empty: the cost comes from the purchase order.
7. Click Save draft.

The receipt posts as soon as it is saved and shows Posted. The stock is in the warehouse, the purchase order shows the quantity as received, and a journal entry raises the stock value against goods received not yet billed. The vendor’s bill can now be drawn from this receipt in Finance.

Note

A receipt has no draft step, even though the button reads Save draft. Check the quantities before you save; to undo a receipt, void it.

Start a receipt from the receipts list

You can also begin at Inventory ‣ Inbound ‣ Receipts.

1. Click New receipt.
2. On the Lines tab, click Receive from purchase order.
3. Search for the order and pick it. The sheet lists each line with what was Received and what is Remaining.
4. Click Receive from purchase order to fill the receipt.
5. Finish the lines as above, and click Save draft.

Enter lot and serial numbers

A tracked item must name its lot or serial numbers when it comes into stock. The Tracking cell on the line shows how much of the line is numbered, for example 4 of 10.

1. Click the line’s Tracking cell. A sheet opens, titled Tracking · and the item’s name.
2. For a batch item, click Add batch, then enter the Lot no., its Qty and its Expiry date. Add Made on if you know it. Repeat for each batch in the delivery.
3. For a serial item, the sheet already holds one row per unit: enter each Serial no..
4. Click Done when the count reads in full, for example 10 of 10.

The batches together make up the line, each with its own quantity and expiry. When stock later leaves, you may name the lots to take; if you name none, Axon takes them from the location the stock leaves.

Example

A food importer receives 100 cartons of olive oil in two lots: lot L-2311 with 60 cartons expiring in June, and lot L-2312 with 40 expiring in August. The line’s tracking holds two batches, 60 and 40, and reads 100 of 100.

Void a receipt

If a receipt was posted by mistake, void it to take the goods back out of stock.

1. Go to Inventory ‣ Inbound ‣ Receipts and open the receipt.
2. Click Void, then confirm in the dialog.

The receipt shows Void. Its stock leaves the warehouse again, its journal entry is reversed, and the purchase order can be received again for that quantity.

Messages you may meet

Message	What to do
This kind of movement answers to a document, and none was named.	Receive from a purchase order: click Receive from purchase order.
The source document does not have enough remaining quantity for this request.	Lower Qty to what is still to receive on the order.
A tracked item must name its lot or serial number when stock is going in.	Open the line’s Tracking cell and enter the numbers.
A new batch needs its expiry date. Enter it and try again.	Enter the batch’s Expiry date.
The lot and serial quantities do not total the line quantity.	Make the batches add up to the line’s Qty.
Only a receipt line states its own cost; every other kind is valued by the ledger.	Clear Unit cost on the line; the order sets the cost.
The receiving warehouse has no active standard bin.	Add a Standard location to the warehouse.