Managing Purchase Receipts in iVendNext: A Step-by-Step Guide
Overview
This article gives you an overview of creating, managing, and troubleshooting Purchase Receipts in iVendNext.
1. What is a Purchase Receipt?
A Purchase Receipt is a document that:
✔ Confirms physical receipt of goods from a supplier.
✔ Updates stock quantities in your warehouse.
✔ Tracks accepted vs. rejected items.
✔ Serves as the basis for billing via Purchase Invoice.
Key Workflow:
Purchase Order → Purchase Receipt → Purchase Invoice
2. Creating a Purchase Receipt
Method 1: From a Purchase Order (Recommended)
Navigate to Home > Stock > Purchase Receipt.
Click "Add Purchase Receipt" and select the linked Purchase Order.
The system auto-fills item details (quantity, rate, warehouse).
Modify Accepted/Rejected quantities if needed.
Save & Submit.
Method 2: Manual Entry (Without PO)
Go to Home > Stock > Purchase Receipt > "Add Purchase Receipt".
Enter:
Supplier
Items (with quantities and rates)
Warehouse (Accepted/Rejected)
Save & Submit.
3. Key Fields in a Purchase Receipt
4. Handling Partial Receipts & Rejections
Partial Deliveries
Adjust the Accepted Quantity to match what was received.
The system updates the Pending Quantity in the Purchase Order.
Rejected Items
Enter the Rejected Quantity in the Purchase Receipt.
Assign a Rejected Warehouse (e.g., "Defective Stock").
The system excludes rejected items from inventory valuation.
Pro Tip: Use Quality Inspection to document rejection reasons.
5. Accounting Impact of Purchase Receipts
When you submit a Purchase Receipt:
Debit: Warehouse Account (stock increases).
Credit: "Stock Received but Not Billed" (temporary liability).
Once billed via Purchase Invoice:
Debit: "Stock Received but Not Billed" (clears liability).
Credit: Supplier Account (payable).
This prevents double-counting expenses.
6. Purchase Receipt Statuses
7. Troubleshooting Common Issues
Here’s a quick look at some common issues you might run into.
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