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Purchase Receipts

Purchase receipts document goods received from vendors. Posting a receipt updates inventory and creates a record that items have arrived.

Receiving Goods from a Purchase Order

Step 1: Verify Physical Delivery

When goods arrive: - Check packing slip against physical items - Verify quantities received - Inspect for damage - Document any discrepancies

Step 2: Post the Receipt in Business Central

  1. Search for Purchase Orders (Alt + Q)
  2. Open the relevant purchase order
  3. Click Posting → Post in the ribbon
  4. Select posting option:
  5. Receive - Posts receipt only (no invoice yet)
  6. Invoice - Posts invoice only
  7. Receive and Invoice - Posts both together
  8. For standard process, select Receive
  9. Click OK
  10. System creates a posted purchase receipt

Step 3: Verify Posted Receipt

  1. Search for Posted Purchase Receipts
  2. Locate your receipt by number
  3. Review details for accuracy

Partial Receipts

If vendor ships partial order:

  1. Open the purchase order
  2. In Lines section, modify Qty. to Receive column
  3. Enter only quantity actually received
  4. Post the receipt
  5. Remaining quantity stays on PO for future receipt

Over/Under Receipts

Receiving More Than Ordered

  1. Update Qty. to Receive to actual amount
  2. System may warn about over-receipt
  3. Verify with vendor and supervisor before posting
  4. Post receipt with actual quantity

Receiving Less Than Ordered

  1. Enter actual Qty. to Receive
  2. Post partial receipt
  3. Follow up with vendor on shortage
  4. Receive remaining when available, or cancel if not coming

Receiving Without a Purchase Order

For urgent or unplanned purchases:

  1. Search for Purchase Receipts directly
  2. Create new receipt
  3. Enter vendor and line details
  4. Post receipt
  5. Best Practice: Still create PO retroactively for documentation

Posted Purchase Receipts

Posted receipts are permanent records that: - Document what was received and when - Update inventory quantities (for stock items) - Create audit trail - Link to eventual vendor invoices

Important: Posted receipts cannot be deleted or modified. If error occurs, create correcting entries.

Viewing Receipt History

From Vendor Card

  1. Open vendor record
  2. Click Receipts in navigation
  3. View all posted receipts from this vendor

From Purchase Order

  1. Open the purchase order
  2. Click Navigate → Receipts
  3. View all receipts for this PO

Receiving Different Item Types

Inventory Items

  • Quantities added to inventory
  • Available for sale immediately
  • Inventory value increases

Non-Inventory Items

  • Services, office supplies, etc.
  • Expensed rather than inventoried
  • No impact on inventory quantities

Common Scenarios

Scenario: Receive Now, Get Invoice Later

  1. Post as Receive only
  2. Wait for vendor invoice in mail
  3. Post invoice separately when received
  4. See Posted Purchase Invoices

Scenario: Receive and Invoice Together

  1. If vendor invoice arrives with shipment
  2. Post as Receive and Invoice
  3. Single transaction records both

Scenario: Backorder

  1. Receive partial quantity available
  2. Keep PO open for remainder
  3. Receive balance when vendor ships it

Scenario: Damaged Goods

  1. Only receive undamaged quantity
  2. Document damage in notes
  3. Contact vendor for replacement or credit
  4. May need to process return

Best Practices

  • Post receipts same day goods arrive
  • Count and verify before posting
  • Document discrepancies immediately
  • Inspect for quality before accepting
  • Keep packing slips for reference
  • Match receipts to POs for accuracy
  • Communicate issues to vendor promptly
  • Store received items properly

Handling Receipt Errors

Problem: Posted wrong quantity Solution: Cannot modify posted receipt. Contact supervisor about creating correcting entries.

Problem: Received wrong item Solution: Document issue, contact vendor for return/exchange, may need to create return order.

Problem: Items damaged in shipping Solution: Document damage, photograph if possible, contact vendor immediately, may reject receipt or request credit.