Figure 4.3 — The Goods Receipt form. Drawing to be produced after the UI/UX pass: annotated capture of the goods receipt form naming a receipt line with its lot fields, the landed-cost grid with a levelled row, and the landed cost summary.
The goods receipt is the warehouse's testimony: what arrived, where it went, and what it truly cost.
- Code — the receipt number (GR-…).
- Purchase Order — the order being received against; choosing it brings the supplier and every line still open.
- Supplier — follows the order.
- Date — the day the goods arrived. Stock is dated in on it, and with GRNI on, the liability is too.
- Narrative — the delivery's notes: the supplier's delivery number, the vehicle, the condition of the goods.
Each Receipt Line:
- PO Line — the exact order line this delivery fulfils.
- Product — carried from the order line.
- UOM — inherited and shown, as on a waybill: receipts are counted in the unit the goods were ordered in.
- Warehouse — where this line is actually being put away; normally the order's, changeable per line.
- Quantity — what actually arrived, up to the open quantity. Less than ordered leaves the balance open.
- Qty Accepted and Qty Rejected — when part of a delivery is not fit to take into stock, record the split here: what arrived (Quantity) is what was delivered; Accepted is what actually enters stock, and Rejected never enters stock, is never invoiced, and never counts as received against the order — the rejected balance stays open on the order line for the supplier to re-deliver. A rejection needs a Rejection Reason, picked from your company's list (manage the list under System Setup → Sales → Rejection Reasons). Filling in only one side completes the other as the balance. Leave both blank on a clean delivery: the line then records no split and counts as fully accepted, exactly as receipts always have. Receipts from before this capture carry no split either — rejection reporting (Ask: "what is our rejection rate by supplier?") covers only lines where the split was recorded, and states that coverage beside the figure.
- Unit Cost — the order's cost: the value the stock is first carried at, before landed costs.
- Landed Total and Landed Unit Cost — read-only results of the grid below: the line's goods value plus its capitalized share of landed costs, in total and per unit, in your books' currency. This unit cost is what the stock goes forward at.
- Lot / Batch Code, Manufacture Date, Expiry Date — for lot-tracked products (Chapter 5): the receipt line is received under a lot, and posting refuses without one. Two lots of one product on one receipt are two lines — a lot's dates are its identity. A blank expiry is filled from the receipt date plus the product's shelf life.
The Landed Costs section holds the Landed Cost Grid (present when landed cost is on). It opens already filled where the supplier has a default template (§4.10); each row:
- Element — the cost being charged: freight, duty, insurance…
- Level — the order rows take effect in, so a later row can build on an earlier subtotal — duty on goods-plus-freight.
- Currency and Rate — the row's own currency, and its rate to your books' currency, frozen from the stored rate table and editable before posting.
- Method — how the row's amount is known: a typed input amount; a percentage of a base; or a per-unit, per-weight or per-volume figure.
- Base, Through level, Base element — for percentage rows: what the percentage applies to — the goods value, the subtotal through a named level, or one specific element.
- Value — the percentage or per-unit figure.
- Amount — for input rows, the typed amount, in the row's currency.
- Allocate by — how this row spreads across the receipt's lines: by value, by quantity, by weight, or by volume.
- Estimate — ticked, the row is a placeholder that capitalizes now and is trued up later (§4.5); unticked, it is the actual figure.
- Effective amount (functional) — read-only: what the row comes to in your books' currency.
The Landed Cost Summary closes the section with the grid's total effect, so the receipt's full cost is visible before anyone posts it.