Receipts
Put supplier deliveries into stock with lots, expiry dates, prices, and the supplier invoice.
What a receipt does
A receipt records a delivery from a supplier. When it is posted, the accepted quantities go into the warehouse you choose, each with its lot, expiry date, and price. For deliveries linked to a supply request, Kashef also creates a Draft Bill in Finance > Bills so the supplier can be paid.
Receiving a delivery
Start from Receive delivery (on the dashboard, Stock on Hand, or an ordered supply request), or Inventory > Inventory Receipts > New.
- Supply Request: pick the order this delivery belongs to. The supplier, warehouse, and items are filled in for you, with Accepted quantity set to what is still outstanding. Leave it empty for a delivery without an order.
- Check the Supplier, Warehouse, and Delivery note number.
- For each item line:
- Change Accepted quantity if less arrived.
- Enter Rejected quantity for damaged, expired, or wrong items you send back, and a Rejection reason.
- Enter the Lot Number and Expiry Date from the package. Put different lots on separate lines.
- Check the unit price and tax.
- Supplier Invoice Details: invoice number, dates, currency, discount, and the invoice file when you have it. Service Fees (delivery, customs…) are optional.
- Click Save & post to stock. The stock is available immediately.
If you are still checking the delivery, click Save as draft and post it later with Post receipt on the receipt page. Draft receipts appear in the dashboard's To do list until they are posted.
After posting
- The receipt is locked; stock changes are recorded in each item's ledger.
- The linked supply request shows the received progress and becomes Received when everything has arrived. If part is missing, it stays Partially Received so you can receive the rest later.
- Rejected quantities never enter stock. A delivery where everything was rejected does not create a bill.
Fixing mistakes
A posted receipt cannot be edited. If a quantity was wrong, correct the stock line with Count stock and explain why. If items were returned to the supplier after posting, use Use stock with the reason Damaged or lost and a note.
Common questions
I cannot find the supply request in the receipt form. Only requests that are Ordered or Partially Received for the same warehouse are listed. Click Mark as ordered on the request first.
Do I have to enter the invoice details now? You can post without them, but complete them on the bill in Finance > Bills before it is paid.
Two lots of the same item arrived. Add one line per lot with the same item, each with its own lot number, expiry date, and quantity.