Goods Receipts

A goods receipt records what a supplier delivered against a purchase order. It says what arrived, what you accepted after your check and what you refused. When the receipt reaches Completed, Beelocity puts the accepted goods into stock and updates the order. Nothing goes into stock before that.

The Procurement clerk can write a receipt and its lines. Only the Procurement manager and the owner of your organization can move a receipt to In progress, Completed or Cancelled. Only they can delete a receipt or one of its lines.

Creating a Goods Receipt

When a delivery arrives:

1. Open Procurement > Goods Receipts in the sidebar.
2. Click New. A new receipt page opens, with its empty lines beside the form.
3. Fill in the receipt:
   • Receipt number opens on the next number of your series, such as GR-2026-000001. You can type another one before you save.
   • Purchase order is the order that this delivery is for. The list offers only Confirmed and Partial orders, because a receipt can reach Completed only on those. Type the order’s number or its supplier’s name to find it.
   • Supplier comes from the order, and you cannot change it.
   • Warehouse is the warehouse that receives the goods. It opens on the order’s warehouse. If the goods arrived somewhere else, pick that warehouse. A line can only use a location of this warehouse.
   • Receipt date is the day the goods arrived. It opens on today, and it dates the stock movement.
   • Delivery note, Carrier and Tracking number are optional. Copy them from the supplier’s and the carrier’s paperwork.
4. Press Add above the lines. Beelocity saves the receipt as Draft, and a message names its number. Its first line opens, so you can pick the order line that it receives. If the form still needs an answer, Add stops on that field, as Save would.

To save the receipt now and record its lines later, click Save instead of Add (see Adding lines before you save).

You can also start from the order. On a Confirmed or Partial order, open More actions and click Create Receipt. Beelocity writes a draft receipt dated today, with one line for each order line still to come. Each line holds all that is still to come, received and accepted. Correct the lines that came short, enter what you refused, and delete the lines that did not come.

Recording Received Items

Record what arrived on the receipt’s lines:

1. The lines sit beside the receipt’s details, on the same page. To come back to a saved receipt, click its number in the list.
2. Click Add for each product in the delivery, and pick its Purchase order line first. The list shows each order line with how much is still to come. Beelocity then fills in the product and the unit, and you cannot change them.
3. Fill in the quantities and the place:
   • Quantity received is everything that arrived, in good condition or not. It opens on what the order line still waits for, and Quantity accepted opens on all of it.
   • Quantity accepted is what passed your check. Only this quantity goes into stock. It cannot be more than the order line still waits for.
   • Quantity rejected is what you refused at the door.
   • Rejection reason says why you refused the goods, such as Damaged in transit. Its cell opens when Quantity rejected is above 0.
   • Location is the place in the receipt’s warehouse where the accepted goods go. If you leave it empty, the goods go into the warehouse with no location.
4. You can change the lines while the receipt is Draft or In progress. They lock when the receipt reaches Completed.

Important: before a receipt can reach Completed, each line must add up. The quantity accepted and the quantity rejected together must equal the quantity received. A line that accepts and rejects more than it received does not save.

Goods Receipt Lifecycle

Processing a Delivery

The road at the top of the receipt’s page runs Draft → In progress → Completed. The steps already passed are ticked, and the step that the receipt is at is in bold. The next step is a button. Each move asks you to confirm it with a button that names it, such as Move to Completed. Rest on a step to see when it was reached and by whom. If you click the step the receipt is at, the list of moves opens. It lists each status that the receipt can move to from here. Only the Procurement manager and the owner of your organization can press a step. The Procurement clerk sees the road but cannot press it.

1. Start receiving. Click In progress, the next step on the road, and confirm.
2. Record the lines. Enter what arrived, what you accepted and what you rejected on each line.
3. Complete. When every line adds up, click Completed, the next step, and confirm. Beelocity checks every line first. If a line does not add up, the message names the lines to check.

Completed is refused, and nothing changes, if:

• a line does not add up, or a line accepts more than its order line still waits for.
• the order is not Confirmed or Partial.
• an approval workflow applies to the receipt, and nobody has approved it yet (below).
• the order is in another currency and no exchange rate is on file (What a receipt puts into stock).
• a line of machines is not a whole number of machines in Each (Receiving a machine).

If your business approves receipts. The owner of your organization can set up an approval workflow for goods receipts. If one applies to a receipt, Completed waits for its approval:

1. While the receipt is Draft or In progress, open More actions and click Submit for approval. Anybody who can edit the receipt can submit it.
2. The approvers decide in their Inbox. The receipt’s Approvals tab shows each decision. While it waits, you can still change its lines.
3. After the approval, click Completed. If the receipt is still Draft, click In progress first.

If no workflow applies to the receipt, you skip these steps. Submit for approval then answers that the receipt needs no approval.

When the receipt reaches Completed, Beelocity does all of this at once:

• It puts the accepted goods into stock, at each line’s location. It records the movement in the stock journal, dated on the receipt date.
• It puts the accepted goods of each line into a new stock lot, such as LOT-GR-2026-000041-01. The lot starts as Approved, and it has no Expiry date.
• It adds the accepted quantities to the order’s lines. The order moves to Partial while something is still to come, and to Completed when everything has arrived.
• If the product is in the supplier’s Supplier products, it writes the order line’s price, before its discount, as the Last purchase price.
• If this receipt completes the order, it counts the order on Supplier performance, in the quarter of the receipt date.

A receipt that rejects everything leaves the order where it was. If goods expire, the owner of your organization can open the lot, press Edit and type its Expiry date.

What a Receipt Puts into Stock

Every accepted product goes into stock at what it cost you, in your own currency:

• At the order line’s price, less its discount. A line ordered at 200 DA with 10 % off goes into stock at 180 DA a unit.
• At the rate of the receipt date, if the order is in another currency. Beelocity multiplies the price by the rate on the Exchange rates page for the receipt date, or by the latest rate before it. A line at 12.40 € received on a day when the euro is at 147.50 DA goes into stock at 1,829 DA a unit. The receipt then shows the Exchange rate that it used.

If no rate is on file for that currency on or before the receipt date, Completed is refused and nothing is received. The message names the currency and the day, and its Enter the rate button opens that currency’s rates. Enter the rate, then complete the receipt again. If your role cannot enter rates, ask the Treasurer or the owner of your organization.

Receiving a Machine

A machine that you buy to keep, such as a van or an oven, is a product received as an asset. You write its goods receipt like any other, and Completed does something else with it:

• Nothing goes into stock. Beelocity adds each accepted machine to your assets instead, one asset for each machine. Each one gets the next asset tag, and the product’s name and asset class. Its purchase date is the receipt date. Its purchase cost is the order line’s price for one machine, less its discount, converted as above. A refrigerated van ordered at 4,850,000 DA arrives on your assets at 4,850,000 DA.
• Each machine starts as Planned. It stays Planned until somebody moves it to Commissioned on its asset page.
• The receipt lists them. If your role can see your assets, the receipt’s Assets tab shows each machine’s tag. Click a tag to open the asset.
• One machine is one unit. Receive machines in Each, as a whole number. Completed refuses half a machine, or machines counted in pairs or in kilograms, and the message names the line. The receipt line takes the order line’s unit, and you cannot change it there. So order machines in Each.

The order’s received quantities, its status and the supplier’s last price change as they do for any delivery.

Partial Deliveries

One purchase order can have several goods receipts. If a supplier sends the order in several deliveries:

• Write a separate goods receipt for each delivery.
• Each completed receipt adds what it accepted to the received quantities of the order’s lines.
• The order moves from Confirmed to Partial, and then to Completed when everything has arrived.

Rejected Items

You record goods that fail your check with a rejection reason. A rejected quantity:

• Does not count in the order line’s received quantity. The order line still waits for it, so the supplier can deliver it again.
• Does not go into stock.
• Counts in the supplier’s Defect rate on Supplier performance, when the order reaches Completed.

Finding a Receipt

The Goods Receipts list searches by number, delivery note, carrier or tracking number. Its filter button narrows the list by Status, Purchase order, Supplier, Warehouse or a Receipt date range. It can also narrow it by Received by, which is not a column of the list (see Working with lists). Received by names the person who wrote the receipt, and then the person who moved it to In progress.

Cancelling

Only the Procurement manager and the owner of your organization can cancel a receipt. Click the step the receipt is at to open the list of moves, and pick Cancelled:

• Before completion, while the receipt is Draft or In progress, cancelling closes the receipt. Nothing went into stock, so there is nothing to undo.
• After completion, cancelling reverses the receipt. The received goods leave the warehouse again, and Beelocity makes the receipt’s lots inactive. It records an outbound movement in the stock journal. The order’s received quantities and its status go back, so you can receive the goods again on a corrected receipt.

Beelocity reverses a completed receipt only while its goods are untouched where they were put away. It refuses if any of the received stock was moved, used, put in quarantine or reserved for an order. It also refuses a receipt against a subcontract purchase order. In those cases, correct the stock with an inventory adjustment instead. If the goods are reserved, an adjustment cannot take them either. Wait until the order that reserved them ships or is cancelled.

You also cannot cancel a receipt after an import dossier has posted its landed cost onto the receipt’s goods. Their cost has changed since they came in, and the share of the goods already sold was set aside. The message names the dossier. To send such goods back, use a supplier return, as below.

You cannot cancel a receipt while a supplier invoice charges for its goods. When you match an invoice, it says that the goods arrived. If the receipt went, the invoice would still ask you to pay for goods that left your warehouse. So Beelocity refuses, and the message names the invoice. You then have two ways forward:

• If the invoice is not paid, contest it and click Reopen as Draft. A draft charges for nothing, so the receipt then cancels.
• If you already paid, send the goods back with a supplier return, as below. Its debit note takes the goods off the invoice.

Beelocity counts what the cancellation leaves. If a second receipt still covers what the invoice charges for, the first one cancels as usual.

A receipt of machines received as assets cancels the same way, but nothing leaves stock. The machines that it added come off your assets instead. This works only while every machine is still Planned and nothing is recorded against it. That means no work request or work order, no meter reading, no document, no sub-asset, and no plan or spare part of its own. Otherwise the cancellation is refused, and the message names the asset tags that are already in use.

Sending Goods Back

Cancelling reverses the whole receipt at once. To send back only part of a delivery, or goods whose fault showed after the receipt, create a supplier return instead. On a completed receipt, open More actions and click Create Return. The receipt’s Returns tab lists every return made from it.