Receive a supplier order

When to use it

Record the quantities actually delivered, rather than assuming every ordered item arrived. Check the delivery before saving stock quantities.

Before you start

• You need access to Sourcing → Purchase Receive and permission to add or edit received orders.
• The order must be Dispatched and not already received for the Receive action to appear.
• Have the delivery note, actual quantities, rejection reasons for shortages, and the weight in kilograms for products without standard weights.
• If the delivery includes excess quantities or a different grade, also prepare a goods received note (GRN) for the exception review. An eTIMS invoice, the electronic tax invoice for the purchase, can be attached separately.

What this changes

After saving successfully, the ERP confirms that the purchase receive was created and returns to the previous screen. Check the order's received date and quantities. Use the status filter to find completed orders when checking a receipt or opening Edit.

The invoice is uploaded separately after the receipt is saved. A warning can mean the receipt succeeded but the invoice upload failed; check the receipt and upload the invoice through Supplier Orders rather than creating a second receipt.

Completing an approved order records received stock and creates or refreshes its linked supplier bill for review. Check inventory and the bill after receiving.

For deliveries with excess quantities above the allowed limit, the original order records the dispatched quantity for affected lines. The remaining quantity becomes a linked order pending exception approval. Different-grade receipts also create a linked pending order. These exception quantities are added to stock when approved; approval automatically records the linked order as dispatched and received. Rejection cancels the linked order.

Completing receipt adds the received stock and creates or refreshes a supplier bill. Different-grade and excess deliveries can create linked orders for review.

Steps

1. Open Sourcing → Purchase Receive. It initially filters for approved Dispatched orders. Find the order and select Receive.
2. Check the order reference and supplier, then set Receive date.
3. Attach the Delivery note using Choose file. Attach the optional eTIMS invoice if available.
4. Check each product's dispatched quantity and enter its actual Received quantity. For products without standard weights, enter Inventory eq. (KG), the weight to add to stock in kilograms. Standard-weight weights are calculated from received quantity and weight per unit.
5. For a partial delivery, choose a Rejection reason. For a line with nothing received, select Receive 0 quantity and supply its rejection reason instead of leaving an ordinary receipt at zero.
6. If accepting a different grade, select Receive different grade, choose New grade and Unit, and enter the quantity received in that grade. Check the displayed limit.
7. Select Receive supplier order at the bottom of the form. The top Receive Farmer Order button also starts the normal receipt.
8. If an exception drawer opens, check each exception quantity, price, and Handling Mode. For excess, choose Order (new order) or Gift (donation); different-grade lines show New Order. Attach the required GRN using Upload GRN, then select Confirm & Save All.

Screenshot to add: Purchase Receive list showing an approved dispatched order ready to receive. Capture filename: images/purchase-receive-entry.png.

Screenshot to add: Receive date and attached delivery note. Capture filename: images/purchase-receive-details.png.

Screenshot to add: Partial delivery with actual quantities, stock weight, and rejection reason. Capture filename: images/purchase-receive-partial.png.

Screenshot to add: Excess review showing quantity, price, handling choice, and goods received note upload. Capture filename: images/purchase-receive-exceptions.png.

Screenshot to add: Different-grade fields showing grade, unit, and quantity. Capture filename: images/purchase-receive-different-grade.png.

Restrictions

• A normal receipt requires a delivery note. The submit buttons remain disabled until one is attached.
• Partial receipts need rejection reasons. For products without a standard weight, enter a positive weight in kilograms unless the line is received at zero.
• Different-grade quantities must fit within the displayed allowance. Enter a positive quantity no greater than the dispatched quantity and choose a different grade of the same product. The original-grade received quantity must be below the dispatched quantity. The screen can show a wider allowance than the amount accepted when saving.
• You must choose how to handle the excess and attach a GRN when received quantity exceeds 110% of dispatched quantity, using ordered quantity if no dispatched quantity is recorded. The current form opens its excess drawer using ordered quantity. If ordered and dispatched quantities differ, saving may fail even when the drawer did not open. Have the Sourcing reviewer resolve the discrepancy; do not change actual received quantities to bypass it.
• If every line is selected as zero and nothing arrived in another grade, submission offers to Cancel order. This uses order reversal and can cancel the dispatched order if you have reversal rights and no linked bill is paid or partly paid. Choose Keep editing if anything needs checking.
• Receive as Gift is available only with donation-receiving permission. It sets buying prices to zero and uses a separate confirmation. Confirm the appropriate business use before choosing it.
• Edit is offered for Completed orders, but the current form cannot save a receipt after completion. Use receiving corrections or ask the Sourcing reviewer.

Troubleshooting

What you see	What to do
Receive is unavailable	Check receiving add/edit permission, Dispatched status, and whether the order has already been received.
Attach a delivery note before receiving this order	Choose the delivery note file and wait for it to load.
You cannot receive 0 quantities for a product	Use Receive 0 quantity when appropriate and provide its rejection reason.
Missing weight or different-grade fields	Complete the highlighted quantity, weight, grade, or unit.
Upload GRN before confirming	Attach the goods received note in the exception drawer.
Invoice upload failed after receipt succeeded	Verify the receipt, then upload the invoice through Supplier Orders. Do not repeat receiving solely to upload the invoice.
Cannot cancel the all-zero order	Check reversal rights and whether any linked bill is paid or partly paid. Ask the reviewer to resolve it.
Excess handling or GRN required without an exception drawer	Compare ordered and dispatched quantities and report the mismatch to the Sourcing reviewer.

If something went wrong

Before saving, compare the actual delivery with each received quantity, unit, measured weight, grade and receipt date. Correct the form before confirming; use Receive 0 quantity only when that line did not arrive.

After an error or unclear result, reopen the order and check its status, received quantities and linked exception orders before trying again. If receipt succeeded but invoice upload failed, upload the invoice through Supplier Orders rather than receiving again.

For a completed ordinary receipt with wrong quantities, follow Correct received quantities with bills or credits. The completed receipt cannot be saved again through Edit. For a pending excess or different-grade order, use Review receiving exceptions. Give Sourcing and Inventory the delivery evidence for other saved errors, including a wrong measured weight or receipt date.

What the correction changes

Receipt adds the received stock and creates or refreshes its bill. Quantity increases through a receiving correction add stock immediately; decreases create a credit whose approval reduces stock.

What still needs follow-up

Check goods already moved, sold or processed and any payment based on the wrong receipt with Inventory and Finance. Correcting an attachment alone does not correct stock or the amount owed.

Check the correction

Check the received quantities and stock by grade, any linked exception orders and the supplier bill. Confirm there is one recorded receipt for the actual delivery.

Related guides

• Dispatch a supplier order
• Review a supplier bill
• Review receiving exceptions
• Record that nothing arrived
• Receive a delivery as a gift