Receipts

What a receipt does

An inventory receipt records stock received from a vendor. It is the safest way to add purchased materials into warehouse stock because it captures supplier, warehouse, vendor reference, received quantities, rejected quantities, unit costs, lots, expiry dates, bin locations, and discrepancy notes.

Receipts start as drafts. A draft can be edited. Posting the receipt is the action that changes stock. After posting, Fohosat creates or updates stock levels and records stock transactions for each accepted line. Posted receipts are locked.

Workspace scope

The company workspace lists receipts for all company warehouses. A branch workspace lists and creates receipts only for warehouses operated by the current branch. Its warehouse selector and linked Supply Request selector follow the same boundary, so a delivery cannot be posted into a sibling branch by changing a form value. Suppliers and items still come from the shared company catalogue.

Receipt details

The receipt form begins with Receipt Details. Supply Request is optional and links the receipt to a procurement request when the delivery came from an approved request. Supplier identifies the vendor. Warehouse is required and should be the physical location where the stock is received. Vendor Reference can hold the delivery note number. Notes can record receiving context, such as who checked the delivery or why a partial receipt was accepted.

For a receipt linked to a supply request, complete Supplier Invoice Details before posting. Enter the invoice number and dates, currency, any invoice-level discount, and the private PDF or image when it is available. On every accepted item line, enter the actual unit price before tax and the tax percentage shown on the invoice. Add delivery, handling, customs, installation, insurance, or other fees under Service Fees, including the exact tax amount for each fee.

The receipt status is visible on edit and is disabled because users do not type status manually. The workflow controls the status.

Received items

The Received Items repeater captures the actual materials in the delivery. Each line chooses an inventory item and records accepted quantity, rejected quantity, unit cost, lot number, expiry date, bin location, and discrepancy notes. A line may have zero accepted quantity when it has a positive rejected quantity. Every rejected quantity requires a clear discrepancy note.

Enter lot and expiry exactly from the package. If one delivery contains two lots of the same reagent, create separate lines so each lot can be tracked correctly. Use bin location when the item is stored in a specific shelf, fridge rack, drawer, or box.

Posting the receipt

Posting is a confirmed action available only on draft receipts and only for users with posting permission. When posted, the stock service adds stock into the selected warehouse. If a matching stock level already exists for the same item, warehouse, lot, expiry date, bin location, and unit cost, the quantity is increased. Otherwise, a new stock level is created. For a supply-request delivery with accepted stock, posting also freezes the invoice totals and automatically creates one Draft Bill for that receipt. The Bill appears in Finance > Bills for review before it is opened and paid.

Save the receipt as a draft while checking the delivery. When it is ready, open the receipt and use Post receipt at the top of the page; the receipts list provides the same action for quick processing. Review every line before confirming because posting locks the receipt and updates stock immediately.

Fohosat also records the stock transaction with the receipt as the reference. The receipt is marked Posted, received_by is set to the user, and received_at is set if it was not already provided. This creates a clear audit trail for who brought the stock into inventory.

Receipts linked to supply requests

Use Receive Delivery on an ordered supply request to open a receipt already filled with the request, supplier, warehouse, and still-open items. When a receipt is linked, only items from that request are allowed and the warehouse and supplier must match. Posting accepted quantities updates request progress. A rejected-only receipt documents the failed delivery but does not falsely mark the request as received.

This is important for purchasing follow-up. Staff can see whether a vendor delivery completed the order or whether another delivery is still expected. A rejected-only delivery does not create a Bill. If the supplier completes an order in several deliveries, each posted receipt creates its own Draft Bill so Finance can match each supplier document separately.

Table and filters

The receipts table shows reference number, supplier, warehouse, status, line count, received time, and creation time. Status appears as a badge. Use the status filter when looking for draft receipts that still need posting or posted receipts that should be reviewed.

References are generated automatically with a REC prefix and sequence. Use the generated reference internally and the vendor reference when matching the receipt to supplier paperwork.

Discrepancies and rejected quantities

Use rejected quantity and discrepancy notes whenever the physical delivery does not match what was expected. Examples include broken bottles, expired lots, wrong item, missing quantity, incorrect pack size, or price mismatch. Notes should be specific enough for purchasing or management to understand what happened without calling the receiving staff later.

Rejected quantity does not add stock. Only received quantity is posted into warehouse stock. If the supplier sends a replacement later, create a new receipt or complete the linked supply request through the next delivery.

Checklist

• The selected warehouse is where the stock physically arrived.
• Supplier and vendor reference are filled when supplier documents are available.
• Each item line uses the correct inventory item and unit of measure.
• Lot number, expiry date, unit cost, and bin location are checked before posting.
• Unit price, item tax, service fees, fee taxes, and invoice discount match the supplier document.
• The private invoice or receipt file is attached before the Bill is opened for payment.
• Rejected quantities and discrepancy notes explain delivery problems.
• Draft receipts are posted only after the real stock has been counted and accepted.