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)

1. Navigate to Home > Stock > Purchase Receipt.

2. Click "Add Purchase Receipt" and select the linked Purchase Order.

3. The system auto-fills item details (quantity, rate, warehouse).

4. Modify Accepted/Rejected quantities if needed.

5. Save & Submit.

Method 2: Manual Entry (Without PO)

1. Go to Home > Stock > Purchase Receipt > "Add Purchase Receipt".

2. Enter:

• Supplier

• Items (with quantities and rates)

• Warehouse (Accepted/Rejected)

3. 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

1. Enter the Rejected Quantity in the Purchase Receipt.

2. Assign a Rejected Warehouse (e.g., "Defective Stock").

3. 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.