Goods receipts

A goods receipt records a delivery before the supplier’s bill arrives. Saving it adds the stock at the cost you enter. It also sets the same value aside as stock received but not yet billed. When the bill comes, you add it to the receipt. That second step books what you owe the supplier and the VAT.

Where: Purchases › Goods receipts
Number: GRN-000001, given when you save
Posts to: The receipt: Inventory and Goods Received Not Invoiced. The supplier bill: Goods Received Not Invoiced, Accounts Payable (or your cash or bank account), Input Tax Recoverable, and Inventory or Cost of Goods Sold for any price difference
Who: Managers and admins. Only admins can cancel or delete a receipt

What it’s for

Record a delivery on the day it arrives, even when you have no bill yet. Stock goes up at once, at the cost you enter.
Add the supplier’s bill later with Add supplier bill. The bill uses the goods already in stock, so it never adds stock a second time.
Until the bill is added, the value sits in the account Goods Received Not Invoiced (2050). It means “stock we have, bill not yet received”.
A supplier bill added to a receipt is for stock. It is not an expense bill, which is for costs such as rent.
Bill in parts. One bill can cover several receipts, and one receipt can be billed on several bills, as long as they are the same supplier and the same stock location.
Receive goods you ordered. Receive goods on a purchase order makes a goods receipt. See Purchase orders.
If the goods and the bill arrive together, use a normal purchase instead. See Purchases.
Pay a bill you added later in Supplier payments. A Pay later bill adds to the supplier’s balance. See Suppliers.

Fields

New goods receipt

Field	What it means	What it changes
Supplier	Who delivered. Search, or add one with + Create if your role allows	The supplier you will bill later. The supplier must be active
Delivery note / reference	The number on the supplier’s delivery note. Optional, up to 120 characters	Printed and searchable. No accounting effect
Stock location	The store the goods were put into	Where the stock goes up. It must be an active location
Date received	Defaults to today. It cannot be in the future	The date of the stock movement and of the journal entry
Item	A stock item. Search by name, SKU or barcode. Each item can be on the receipt once	The stock that goes up. Services are not stock
Unit / pack	The item’s base unit, the supplier’s unit, or a pack	Quantity and cost are then per that unit or pack. The stock is counted in the base unit
Qty	How many units or packs arrived	Stock quantity and value
Cost	Cost per unit or pack, without VAT	The stock value. An amber note appears when it is far from the supplier’s last cost. It never stops you
Discount	An amount taken off the whole line, or a % of the line	Lowers the stock value of that line
VAT %	The VAT rate you expect on the supplier’s bill. Another rate needs a reason	Recorded for the bill. Nothing is posted for VAT on the receipt
Stock value	Worked out by the app: quantity × cost, less the discount	The amount posted. A receipt holds up to 50 lines

Add supplier bill

Field	What it means	What it changes
Supplier and Stock location	The ones the goods were received under	They choose which receipts are offered
Supplier invoice number	The number printed on the supplier’s invoice. Up to 100 characters	Printed and searchable. The same number cannot be used twice for one supplier
Invoice date	The date on the supplier’s invoice	It cannot be after the record date. It decides whether you can claim VAT back
Record date	The day the bill is booked	The date of the journal entry and of any price difference. It cannot be in the future or before the goods arrived
Receipts to bill	The receipts of this supplier and location that still wait for a bill. Filter with Find receipt and Bill status (Waiting for bill or Part billed)	Add lines to the bill adds a receipt’s lines. Add another adds more receipts
Quantity	How many to bill from each line. It cannot be more than Left to bill	How much of the receipt this bill uses up
Unit cost	What the supplier’s invoice says. Use received cost copies the cost you received at	Your invoice cost. A difference from the received cost is a price difference
Discount	An amount or a % on that line, as on the invoice	Lowers the invoice cost
VAT	Starts with the VAT rate recorded on the receipt. Another rate needs a reason	The VAT on the line
Payment method	Pay later, Bank or Cash	Pay later adds to the supplier’s balance. Bank or Cash pays at once
Payment due date	Only for Pay later. Starts on the invoice date	Drives overdue
Bank account or Cash account	Only for Bank or Cash. The account that paid	The account that goes down
Entered prices	Whether the costs you typed Exclude VAT or Include VAT	How the VAT is worked out
Claim VAT back	Yes or No	Yes books the VAT as Input Tax Recoverable. No adds it to the stock cost
Supplier invoice total (incl. VAT) and VAT as per supplier invoice	Optional. The totals printed on the supplier’s invoice	If the supplier’s VAT differs from the app’s by up to AED 0.05, the bill follows the supplier’s figure

The Price check compares the cost you received at with the invoice cost. It shows Same as received cost, Higher than received or Lower than received.

Buttons

Button	When you see it	What happens	Accounts
New goods receipt	The Goods receipts list	Opens the receiving form	No change
Review receipt or Review & new	The form is filled in	Opens “Review goods receipt” with the stock value and the checks. Review & new starts a blank form after saving	No change
Save goods receipt	In the review	Saves the receipt and adds the stock	Posts
Add supplier bill	A receipt that still has goods to bill. In the ⋯ menu, on the receipt, and right after saving	Opens the bill form with that receipt chosen	No change until you save the bill
Review bill, then Save supplier bill	The bill form is filled in. The second button says how it is paid: Save bill and pay from bank or Save bill and pay in cash	Shows who, which receipts, how it is paid and the price difference, then saves	Posts
Print receipt and Print labels	A saved receipt	Prints the receipt, or shelf labels for the goods	No change
Edit receipt	A receipt whose goods are not on a bill	Change supplier, location, date, reference or lines. Review changes, then Save changes. Asks for a reason	Restated on its own date
Change delivery reference	A receipt that cannot be edited	Changes only the delivery reference. Asks for a reason	No change
Delete receipt	A receipt nobody has used, admins only	Asks for a reason and removes the receipt	All effects removed
Cancel receipt	A receipt that cannot be edited or deleted, admins only	Cancels it with a correcting entry. Asks for a date and a reason, then Cancel goods receipt	Posts a correcting entry

Statuses you will see: a receipt is Received or Cancelled. Next to it, the bill state is Waiting for bill, Part billed or Billed.

What gets posted

Saving a receipt

A receipt posts one journal entry, dated on Date received. Stock goes up by the quantity, and the item’s average cost is worked out again.

Example 1Goods received, no bill yet2 units · cost 10.00 · discount 2.00 on the line

2 × 10.0020.00
Discount on the line2.00
Stock value18.00

Account	Debit (AED)	Credit (AED)	Why
1200Inventory	18.00		Your stock value goes up
2050Goods Received Not Invoiced		18.00	Stock received that the supplier has not billed yet
Total	18.00	18.00	Balanced

Average cost becomes 9.00 a unit (18.00 ÷ 2). Nothing is added to Accounts Payable and no VAT is booked. The supplier’s balance does not change.

You may have sold the item before it arrived, if your company allows that. The receipt then also clears the stock you owed. It posts as above. A second entry then clears Stock owed (estimated cost) at the estimate and takes the real cost out of Inventory. The difference goes to Cost of Goods Sold.

Example 2The receipt pays off stock you sold before it arrived2 units sold at an estimated cost of 10.00 each · received at 12.00 each

Estimated cost of the 2 owed units20.00
Real cost: 2 × 12.0024.00
Difference4.00

Account	Debit (AED)	Credit (AED)	Why
2060Stock owed (estimated cost)	20.00		The estimate you set aside when you sold
5000Cost of Goods Sold	4.00		The real cost was higher than the estimate
1200Inventory		24.00	The units went straight to the customer
Total	24.00	24.00	Balanced

If the real cost is lower than the estimate, Cost of Goods Sold is credited instead. If the two are equal, there is no Cost of Goods Sold line. The oldest owed sale is cleared first.

Adding the supplier’s bill

The bill posts one journal entry, dated on the Record date. It does three jobs:

Clears the stock received not billed. It debits Goods Received Not Invoiced with the cost the goods were received at.
Books what you owe, and the VAT. It credits Accounts Payable for Pay later, or your bank or cash account when you pay now. It debits Input Tax Recoverable when you claim the VAT back.
Adjusts for any price difference. If the invoice cost differs from the received cost, the difference changes your stock value. It never changes the number of units.

Example 3Same price, paid from the bank, prices include VATReceived at 10.00 · invoice 10.50 including 5% VAT · Bank

Cost when received10.00
Supplier invoice, including VAT10.50
VAT inside the price0.50

Account	Debit (AED)	Credit (AED)	Why
2050Goods Received Not Invoiced	10.00		The received stock is now billed
1400Input Tax Recoverable	0.50		VAT you can claim back
1020Bank Accounts (the bank account you pick)		10.50	Paid at once
Total	10.50	10.50	Balanced

The invoice cost without VAT is 10.00, the same as the received cost, so there is no price difference line.

Example 4The supplier charged more than you received atReceived at 10.00 · invoice 11.00 + 5% VAT · Pay later

Cost when received10.00
Invoice cost11.00
VAT 5%0.55
Bill total11.55

Account	Debit (AED)	Credit (AED)	Why
2050Goods Received Not Invoiced	10.00		Clears the received stock
1200Inventory	1.00		Price difference: the stock is worth more
1400Input Tax Recoverable	0.55		VAT you can claim back
2000Accounts Payable		11.55	You owe the supplier the full bill
Total	11.55	11.55	Balanced

The price difference changes the value of the stock, not the quantity. The item’s average cost becomes 11.00.

Example 5The supplier charged less than you received atReceived at 11.25 · invoice 10.00 + 5% VAT · Pay later

Cost when received11.25
Invoice cost10.00
VAT 5%0.50
Bill total10.50

Account	Debit (AED)	Credit (AED)	Why
2050Goods Received Not Invoiced	11.25		Clears the received stock
1400Input Tax Recoverable	0.50		VAT you can claim back
1200Inventory		1.25	Price difference: the stock is worth less
2000Accounts Payable		10.50	You owe the supplier the bill total
Total	11.75	11.75	Balanced

The average cost becomes 10.00.

Example 6Claim VAT back: No10 units received at 20.00 · invoice 20.00 + 5% VAT · Pay later

Cost when received: 10 × 20.00200.00
VAT 5% (not claimed)10.00
Bill total210.00

Account	Debit (AED)	Credit (AED)	Why
2050Goods Received Not Invoiced	200.00		Clears the received stock
1200Inventory	10.00		The VAT you cannot claim becomes part of the stock cost
2000Accounts Payable		210.00	You owe the supplier the full bill
Total	210.00	210.00	Balanced

There is no Input Tax line. The average cost becomes 21.00 a unit.

Example 7Some of the goods were already soldSame bill as example 6 · 4 of the 10 units already sold or issued

VAT not claimed10.00
Share for the 6 units still in stock6.00
Share for the 4 units already sold4.00

Account	Debit (AED)	Credit (AED)	Why
2050Goods Received Not Invoiced	200.00		Clears the received stock
1200Inventory	6.00		The share that belongs to the 6 units in stock
5000Cost of Goods Sold	4.00		The share that belongs to the 4 units already sold
2000Accounts Payable		210.00	You owe the supplier the full bill
Total	210.00	210.00	Balanced

A price difference is divided the same way. The units still on hand take their share as a change in stock value, and the units already sold take theirs as Cost of Goods Sold. If every unit was sold, the whole difference goes to Cost of Goods Sold and the stock value does not change.

Cancelling a receipt

Cancel receipt adds a correcting entry and keeps the original in the history.

Example 8Cancel a receipt of 2 units at 10.00Correcting entry, dated the day you choose

Account	Debit (AED)	Credit (AED)	Why
2050Goods Received Not Invoiced	20.00		The stock waiting for a bill goes down
1200Inventory		20.00	The stock is taken out again
Total	20.00	20.00	Balanced

VAT is not affected, because a receipt never booked any.

Other rules

Delete receipt removes the receipt, its stock and its entry. The number stays reserved, and the deletion is kept in the change history.
Edit receipt takes the stock out and puts it back for the whole receipt, with the new details. The receipt keeps its number and its own date, and the history keeps the before and after.
Deleting a supplier bill opens the receipt again. It goes back to Waiting for bill, and everything the bill posted is removed. A payment or till cash already recorded on the bill becomes supplier advance. No refund is made.
Editing a supplier bill changes its header only: invoice number, dates, payment and VAT choice. Stock is never received again. To change which receipt lines are on it, delete the bill and add it again.
A bill for received goods is listed on Purchases as Bill for received goods. Returning goods to the supplier is done there.

Where it shows up

Place	What changes
Goods receipts list	The receipt, with Received or Cancelled and its bill state. The list is searchable by receipt, supplier or delivery reference
Stock reports and item stock	A stock-in movement at the location, on Date received. The item’s average cost is worked out again
Balance sheet	Inventory goes up with the receipt. Goods Received Not Invoiced holds the same value until the bill is added
Day book	One entry for the receipt, and one for each supplier bill
Supplier balance, statement and payables	Nothing for the receipt. The bill adds its total when it is saved, if you chose Pay later
VAT return (Detailed Reports › Tax)	Nothing for the receipt. The VAT claim appears only after you save the bill
Purchases list	The bill appears as Bill for received goods
The purchase order	A receipt made from an order is listed under Linked history, with a Match supplier bill link while goods wait for a bill

What the app blocks

Checks happen before anything is saved. A refused receipt or bill leaves no half-written records.

Saving a receipt

Situation	What you see
Some fields need attention	Correct the highlighted receipt details.
No supplier	Select a valid supplier.
No stock location	Select a valid stock location.
Date in the future	Choose today or an earlier date in the company time zone.
An item is missing on a line	Select a valid inventory product.
The same item twice	Already on line ‹number›.
Quantity of 0	Quantity must be greater than zero.
Cost of 0	Unit cost must be greater than zero.
Discount amount as large as the line	Discount amount must be less than the line subtotal.
Percentage discount that leaves nothing	Percentage discount must leave a positive line total after rounding.
Supplier is inactive	Select an active supplier from this company.
Location is inactive	Select an active stock location from this company.
An item is inactive	Select active inventory products from this company.
Date inside a locked period	The accounting period is locked through ‹date›. Choose a later date, or ask an administrator to reopen the period.
Anything else goes wrong while saving	The goods receipt could not be posted safely. No partial stock or accounting records were kept.

Changing or removing a receipt

The ⋯ menu shows why an action is not available before you click it. The page above the receipt gives the same reason.

Situation	What you see
The goods are on a supplier bill	This goods receipt is matched to supplier bill ‹number›. The menu says Billed. Edit or remove the supplier bill first. or Part billed. Edit or remove the supplier bill first.
The receipt was made from a purchase order	This goods receipt was received against purchase order ‹number›.
The receipt is in a locked period	The accounting period is locked through ‹date›.
It was already cancelled or corrected	This goods receipt has already been reversed or corrected.
It was deleted	This goods receipt has been deleted.
Some of its stock was sold or moved (you can still edit other details, but not delete)	Some of this goods receipt’s stock has already been sold or moved. You can still change other details, or adjust the stock instead.
You open Edit receipt and change nothing	Nothing has changed yet.
No reason given, or fewer than 3 characters	Enter a reason with at least 3 characters.
Someone else changed it first	This goods receipt was changed by someone else. Reload it to see the latest version.
Add supplier bill when everything is billed	Every item on it is already billed.

Cancelling a receipt

Situation	What you see
The receipt can still be edited or deleted	This receipt can still be edited or deleted. Cancelling with a correcting entry is only for receipts that can’t be edited or deleted.
The goods are on a bill	Billed receipts can’t be cancelled. Edit or remove the supplier bill first. (or Part billed receipts can’t be cancelled. Edit or remove the supplier bill first.)
Some stock was sold or issued	Stock from this goods receipt has already been sold or issued, so it cannot be cancelled. Use a purchase return instead.
Stock is no longer on hand	This receipt cannot be cancelled because some of its stock is no longer on hand.
The receipt was billed or cancelled in the meantime	Only a saved goods receipt that is not matched to a supplier bill and not already cancelled can be cancelled.
Reason shorter than 5 characters	Use at least 5 characters to explain the reversal.

Adding a supplier bill

Situation	What you see
Record date before the goods arrived	The record date cannot be before the day the goods arrived (‹date›).
Invoice date after the record date	The invoice date cannot be after the record date.
More than is left to bill	Enter no more than ‹quantity› ‹unit›.
Supplier’s VAT differs by more than AED 0.05	VAT differs from the calculated amount by more than AED 0.05. Check the supplier invoice.
Claim VAT back is Yes and the company has no valid TRN	To claim VAT back, the company needs a valid 15-digit TRN.
Claim VAT back is Yes and the supplier has no valid TRN	To claim VAT back, the selected supplier needs a valid 15-digit TRN.
Claim VAT back is Yes but the company is not VAT registered on the invoice date	You can claim VAT back only when the company is VAT registered on the supplier invoice date. Choose No under Claim VAT back.
The supplier invoice number is already used	This supplier invoice number has already been posted for the selected supplier. (it names the document that holds the number)
The goods were billed or cancelled by someone else meanwhile	Goods-receipt matching data changed while posting. Reload the receipts and try again.
The receipt you opened cannot be billed	That goods receipt can’t be billed with ‹number› is already fully billed. or ‹number› was cancelled, so there is nothing left to bill.
Paid from a bank that cannot cover it	This would take ‹account› below zero on ‹date› (balance then AED ‹amount›). Record at least AED ‹amount› coming in on or before ‹date› first, then save again.
Date inside a locked period	The accounting period is locked through ‹date›. Choose a later date, or ask an administrator to reopen the period.
Anything else goes wrong while saving	The supplier bill could not be posted safely. No bill, match, payment, or accounting records were kept.

Changing or deleting a supplier bill

Situation	What you see
A return is recorded on the bill	This supplier bill has a return recorded against it.
The bill was corrected before	This supplier bill has already been corrected.
The bill is in a VAT return with locked figures	The page names the filed period and says to record a correcting entry in the current period
The bill is in a locked period	The accounting period is locked through ‹date›.
Stock whose value the bill’s price difference changed was issued later	Stock for one of this bill’s matched products was issued after the bill was posted, so its price difference can no longer be changed or removed. You can still change other details, or leave that line as matched. You can change other details, but not delete the bill
The new bill date is later than a payment on it	The supplier bill date cannot be later than a payment or supplier advance already applied to it.

Warnings that do not stop you

Cost against the last one. If a cost is far from the supplier’s last cost, the line shows an amber note, and the review lists the lines to check. You can still save.
Price difference. A difference between the received cost and the invoice cost is allowed. The Price check shows it before you save.

Who can do it

Action	Admin	Manager	Cashier
See receipts, record a receipt, print	Yes	Yes	No
Add a supplier bill	Yes	Yes	No
Edit a receipt, change its delivery reference	Yes	Yes	No
Edit a supplier bill added to a receipt	Yes	Yes	No
Cancel a receipt	Yes	No	No
Delete a receipt	Yes	No	No
Delete a supplier bill added to a receipt	Yes	No	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

Wrong quantity, cost, date, supplier or location, and the goods are not billed. Use Edit receipt. Press Review changes, check the effects, give a reason, then press Save changes. The number stays.
Only the delivery note number is wrong. Use Change delivery reference. It works even when the receipt is billed or in a locked month. Nothing is posted again.
The delivery was entered twice, or never came. An admin uses Delete receipt. This works only while none of its stock was sold or moved and it is not billed.
The receipt came from a purchase order. It cannot be edited or deleted. An admin uses Cancel receipt, if nothing is billed and none of the stock was used. The order does not get the quantity back. Make a new order if you will receive the goods again.
The supplier bill is wrong. Use Edit bill on the bill for the invoice number, dates, payment and VAT choice. To change the quantities or costs, an admin deletes the bill and adds it again. The receipt opens for billing again.
The receipt is billed and the goods must go back. Use a purchase return on the bill. See Purchases.
Some of the stock was already sold. The receipt cannot be deleted or cancelled. Edit the other details, or adjust the stock, or use a purchase return.
The receipt is in a locked month. Edit and delete are refused. Ask someone who can reopen accounting periods to reopen the period first.