Create goods receipts

Goods receipts help track location of inventory items enroute from suppliers. They can be used to:

  • Record the physical (as opposed to financial) aspect of purchase transactions
  • Confirm receipt of ordered goods (when given to a supplier)

They have no financial impact. Indeed, they include no financial information. Goods receipts are completely optional. Without them, that is, when the Goods Receipts tab is not enabled, receipt of goods is assumed to occur as soon as the purchase invoice or payment form is created.

Enable the Goods Receipts tab

To use goods receipts, first enable the Goods Receipts tab. Click Customize below the left navigation pane, check the box for Goods Receipts, and click Update below the list:

Create a goods receipt

Goods receipts can be created four ways:

  • Standard method
  • From a purchase order
  • From purchase invoice
  • From a debit note

Standard method

In the Goods Receipts tab, click New Goods Receipt:

Complete the goods receipt entry form:

  • Date contains today’s date by default, but may be edited.
  • Reference can be used for any internal or external sequence. If the box within the field is checked, a number will be assigned automatically. Manager will locate the highest-numbered existing goods receipt and add 1 to its reference number.
  • Order number is the corresponding purchase order number, if any.
  • Invoice number is the corresponding purchase invoice number, if any.
  • Supplier is a predefined supplier from the Suppliers tab. Goods receipts cannot be created for cash purchases, because the goods are presumed to have been received upon payment.
  • The first Description is for an optional summary of the entire receipt.
  • Item allows you to select inventory items or non-inventory items.
  • The second and all subsequent Description fields describe individual line items. If this field is defined for an inventory or non-inventory item, that definition will automatically be carried over. The field may be edited.
  • Qty is the quantity of the line item being received at this time.
  • Add line allows you to add more line items 1, 5, 10, or 20 at a time.
  • Location appears if inventory locations are defined under Settings. Choose the location where goods are being received.
  • A Custom theme can be selected if any are active.

Click Create to issue the goods receipt. All necessary adjustments to inventory quantities and status by location occur automatically.

Northwind Traders has purchased 18 jars of marmalade from Specialty Biscuits. Northwind entered purchase invoice #27484. It issues goods receipt #2315 when the product arrives:

Other methods

All other methods of goods receipt creation use the Copy to … function. This is available from:

  • Purchase orders
  • Purchase invoices
  • Debit notes

When viewing an eligible form, click Copy to and select New Goods Receipt:

A completed goods receipt entry screen will appear. Edit as required and click Create.

Think carefully before enabling the Goods Receipts or Delivery Notes tabs. Once you have started using them, you must continue. Manager will not allow you to disable the tabs after the first goods receipt or delivery note is created. The functionality these tabs provide can be very important for some businesses. But they also entail extra work every time an inventory item is purchased or sold. Consider creating a test company to explore whether they are truly necessary for your business. They can always be added later.

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