Create Purchase Receipt

Learn how to record purchase receipts in Digit Tally to track goods and services received from suppliers, match deliveries to purchase orders, and maintain accurate inventory and expense records.

What is a Purchase Receipt?

A purchase receipt (also called Goods Received Note or GRN) is a document that confirms:

• Items/services delivered by supplier
• Quantities actually received
• Delivery date and time
• Condition of goods
• Matching to purchase order
• Authorization to pay supplier

[SCREENSHOT: Sample purchase receipt document]

Why Record Purchase Receipts?

Business Benefits

Benefit	Description
Verify Deliveries	Confirm you received what was ordered
Quality Control	Inspect goods before accepting
Prevent Disputes	Document discrepancies early
Accurate Inventory	Track stock received vs ordered
Payment Authorization	Only pay for goods actually received
Audit Trail	Compliance and record-keeping

[SCREENSHOT: Purchase receipt workflow diagram]

When to Record Purchase Receipts

Common Scenarios

Scenario	Description	Example
Full Delivery	All PO items delivered	Ordered 10 laptops, received 10
Partial Delivery	Some items delivered	Ordered 10 laptops, received 5
Multiple Shipments	Delivery in batches	First shipment: 5, Second: 5
Direct Purchase	No PO, direct delivery	Walk-in supplier delivery
Service Completion	Service rendered	Consulting project completed

Accessing Purchase Receipt Creation

From Purchase Order (Recommended)

1. Navigate to https://suppliers.digit-tally.io
2. Go to Purchase Orders section
3. Open the purchase order
4. Click Record Receipt button
5. Receipt form opens with PO details pre-filled

[SCREENSHOT: Record Receipt button on purchase order]

From Purchase Receipts Section

1. Go to Purchase Receipts in Suppliers App sidebar
2. Click + Create Purchase Receipt
3. Manual receipt form opens
4. Link to PO or create standalone

[SCREENSHOT: Create Purchase Receipt button]

Purchase Receipt Creation Form

Complete the form with delivery details.

[SCREENSHOT: Purchase receipt creation form]

Step 1: Link to Purchase Order

Purchase receipts should be linked to purchase orders for proper tracking.

Selecting Purchase Order

Field	Description	Required
Purchase Order	Select PO to receive against	Recommended
Supplier	Auto-fills from PO	Yes
PO Date	Original order date	Auto
Expected Delivery	When items were expected	Auto

Steps:

1. Click Select Purchase Order dropdown
2. Search by PO number or supplier name
3. Select the purchase order
4. PO items populate automatically
5. Review ordered vs received quantities

[SCREENSHOT: Purchase order selection dropdown]

Without Purchase Order

For receipts not linked to PO:

1. Uncheck Link to Purchase Order
2. Select supplier manually
3. Enter items received manually
4. Use for urgent/direct purchases

Best Practice

Always create purchase orders before ordering. This ensures proper approval workflow and easier receipt recording.

Step 2: Receipt Details

Configure delivery information.

Receipt Information

Field	Description	Default/Example
Receipt Number	Auto-generated unique number	GRN-001
Receipt Date	Date goods received	Today's date
Delivery Date	Actual delivery date (if different)	Same as receipt date
Received By	Person who accepted delivery	Current user
Delivery Note Number	Supplier's delivery note	DN-12345
Reference	Your internal reference	PO-001, Store Location

[SCREENSHOT: Receipt details section]

Receipt Number

• Format: GRN-001, GRN-002, etc.
• Customizable prefix in Settings
• Sequential numbering
• Cannot be duplicated
• Use for tracking and reference

Received By

Record who physically accepted the delivery:

• Employee name (auto-fills from login)
• Store manager
• Warehouse staff
• Authorized receiver
• Important for accountability

[SCREENSHOT: Received by field with user selection]

Step 3: Items Received

Record what was actually delivered.

Items Table

Compare ordered vs received quantities:

Column	Description	Example
Item Description	Product/service name	Dell Latitude Laptop
Ordered Quantity	From purchase order	10 units
Received Quantity	Actually delivered	10 units
Unit Price	Price per unit (from PO)	NGN 400,000
Amount	Calculated total	NGN 4,000,000
Status	Match status	Fully Received

[SCREENSHOT: Items received table with ordered vs received columns]

Recording Received Quantities

For each item, enter actual quantity received:

Full Receipt:

Ordered: 10 laptops
Received: 10 laptops
Status: Fully Received ✓

Partial Receipt:

Ordered: 10 laptops
Received: 7 laptops
Status: Partially Received (70%)
Shortage: 3 laptops

Over-Delivery:

Ordered: 10 laptops
Received: 12 laptops
Status: Over-Delivered (+2)
Excess: 2 laptops

[SCREENSHOT: Different receipt scenarios illustrated]

Handling Discrepancies

When received quantity differs from ordered:

Shortage (Received Less):

1. Enter actual quantity received
2. System highlights shortage
3. Add reason in notes (e.g., "Back-ordered items")
4. Supplier owes remaining items
5. Can create another receipt later

Example:

Item: Office Chairs
Ordered: 20
Received: 15
Shortage: 5 (25%)
Reason: 5 units on back-order, expected next week

[SCREENSHOT: Shortage notification with reason field]

Over-Delivery (Received More):

1. Enter actual quantity received
2. System highlights excess
3. Decide to:
   • Keep excess (update PO)
   • Return excess to supplier
   • Negotiate price adjustment
4. Document decision in notes

Example:

Item: USB Cables
Ordered: 50
Received: 55
Excess: 5 (10%)
Action: Accepted excess, supplier confirmed no charge

[SCREENSHOT: Over-delivery notification with action options]

Step 4: Quality Inspection

Document quality check results.

Inspection Details

Field	Description	Example
Inspection Status	Overall quality assessment	Passed, Failed, Partial
Inspected By	Who checked the goods	Quality Control Manager
Inspection Date	When inspection occurred	Jan 28, 2026
Inspection Notes	Detailed findings	All items in good condition

Inspection Statuses:

• Passed - All items acceptable
• Failed - Items rejected, return to supplier
• Partial - Some items accepted, some rejected
• Pending - Awaiting inspection

[SCREENSHOT: Inspection status selection]

Documenting Issues

Record problems found during inspection:

Common Issues:

• Damaged goods
• Wrong specifications
• Expired products
• Missing accessories
• Quality defects
• Incorrect items

Example Documentation:

Item: Dell Laptop (5 units)
Issue: 2 units have cracked screens
Action: Accepted 3 units, rejected 2
Photos: Attached (IMG001.jpg, IMG002.jpg)
Next Steps: Supplier to send 2 replacements

[SCREENSHOT: Quality issue documentation form]

Attaching Evidence

Upload supporting documents:

• Photos of damaged items
• Supplier's delivery note
• Inspection checklist
• Packing list
• Bill of lading
• Quality certificates

How to Attach:

1. Click Attach Files button
2. Select files (images, PDFs)
3. Add description for each file
4. Files stored with receipt

[SCREENSHOT: File attachment interface]

Step 5: Delivery Information

Record delivery details for tracking.

Delivery Details

Field	Description
Delivery Method	How items arrived (truck, courier, pickup)
Carrier Name	Transport company (DHL, FedEx, supplier's truck)
Tracking Number	Shipment tracking reference
Driver Name	Delivery driver name
Vehicle Number	Truck/vehicle registration
Delivery Location	Where goods were delivered (warehouse, office, store)

[SCREENSHOT: Delivery information section]

Delivery Time

Record delivery timing:

• Delivery arrival time
• Unloading start time
• Unloading completion time
• Total time taken

Why Track Time:

• Verify supplier delivery performance
• Warehouse scheduling
• Labor cost allocation
• Dispute resolution

Step 6: Additional Charges

Record delivery-related costs.

Charge Types

Additional costs incurred during delivery:

Charge Type	Description	Example
Freight	Shipping/transport cost	NGN 50,000
Insurance	Cargo insurance	NGN 10,000
Handling	Loading/unloading fees	NGN 5,000
Storage	Temporary storage	NGN 3,000
Customs	Import duties	NGN 100,000
Other	Miscellaneous charges	NGN 2,000

Adding Charges:

1. Click + Add Charge
2. Select charge type
3. Enter amount (NGN)
4. Add description
5. Charges add to total cost

[SCREENSHOT: Additional charges table]

Allocating Charges

Charges can be:

• Added to item cost (increases unit price)
• Recorded as separate expense
• Split across items proportionally
• Charged to cost center

Example:

Items Cost: NGN 1,000,000
Freight: NGN 50,000
Insurance: NGN 10,000
Total Cost: NGN 1,060,000

Per-Unit Cost Impact:
Original: NGN 100,000/unit (10 units)
With Charges: NGN 106,000/unit

Step 7: Receipt Notes

Add important information and instructions.

Internal Notes

Not visible to supplier:

• Receiving staff observations
• Warehouse location
• Storage instructions
• Follow-up actions needed
• Accounting notes

Example Internal Notes:

- Store in climate-controlled section
- 2 units set aside for immediate deployment
- 8 units in main inventory
- Notify IT department of arrival
- Schedule installation for next week

[SCREENSHOT: Internal notes field]

Supplier Communication

Messages to send to supplier:

• Delivery confirmation
• Issues found
• Shortage notifications
• Request for documents
• Thank you messages

Example Supplier Message:

Delivery received on Jan 28, 2026.
Received 15 out of 20 chairs ordered.
5 chairs on back-order confirmed.
Please provide updated delivery date for remaining items.

[SCREENSHOT: Supplier message field]

Step 8: Save and Process

Finalize the purchase receipt.

Save Options

Option 1: Save as Draft

• Save without finalizing
• Can edit later
• Not yet reflected in inventory
• No accounting impact yet

Option 2: Save and Confirm

• Finalize the receipt
• Update inventory (if applicable)
• Record in accounting system
• Notify relevant parties
• Cannot easily undo

Option 3: Save and Email Supplier

• Confirm receipt
• Email delivery confirmation
• Include any discrepancies
• Request acknowledgment

[SCREENSHOT: Save options buttons]

What Happens When Saved

Inventory Updates:

• Stock levels increase (if inventory enabled)
• Items available for use/sale
• Inventory valuation updated
• Stock location recorded

Purchase Order Updates:

• PO status updated:
  • Fully Received (100% received)
  • Partially Received (some received)
  • Over-Delivered (received more than ordered)
• Remaining quantities tracked
• PO completion date recorded

Accounting Impact:

• Goods Received Not Invoiced (GRNI) entry
• Liability to supplier recorded
• Expense recognized (if applicable)
• Cost center allocation

Notifications Sent:

• Purchasing team (receipt confirmed)
• Finance team (prepare for invoice)
• Warehouse (goods in stock)
• Requestor (order fulfilled)

[SCREENSHOT: Receipt confirmation screen]

Purchase Receipt Status Workflow

Track receipt processing stages:

Status	Meaning	Next Action
Draft	Created but not finalized	Complete and confirm
Confirmed	Receipt finalized	Match to supplier invoice
Invoiced	Supplier invoice received	Process payment
Closed	Fully processed and paid	Archive

[SCREENSHOT: Receipt status workflow diagram]

Three-Way Matching

Match receipt to PO and invoice for payment approval.

The Three Documents

1. Purchase Order (PO)

• What you ordered
• Quantities agreed
• Prices agreed
• Terms agreed

2. Purchase Receipt (GRN)

• What you actually received
• Quantities delivered
• Condition verified
• Delivery confirmed

3. Purchase Invoice

• What supplier is charging
• Amounts billed
• Payment terms
• Due date

Matching Process

Purchase Order: 10 laptops @ NGN 400,000 = NGN 4,000,000
Purchase Receipt: 10 laptops received ✓
Purchase Invoice: NGN 4,000,000 ✓

Result: MATCH - Approve for payment

Mismatch Example:

Purchase Order: 10 laptops @ NGN 400,000 = NGN 4,000,000
Purchase Receipt: 8 laptops received (2 damaged, rejected)
Purchase Invoice: NGN 4,000,000 (billing for 10)

Result: MISMATCH - Hold payment, contact supplier
Correct Invoice Should Be: NGN 3,200,000 (8 laptops)

[SCREENSHOT: Three-way matching interface showing match/mismatch]

Benefits of Three-Way Matching

• Prevent overpayment
• Catch invoicing errors
• Verify price compliance
• Ensure goods received before payment
• Reduce fraud risk
• Improve supplier relationships

Managing Purchase Receipts

Receipts List

View all purchase receipts:

1. Go to Purchase Receipts in sidebar
2. See all receipts with:
   • Receipt number
   • Supplier
   • Date received
   • Status
   • Matched to invoice
   • Amount

[SCREENSHOT: Purchase receipts list view]

Filtering Receipts

Filter by:

• Date Range - Specific period
• Supplier - By supplier
• Status - Draft, Confirmed, Invoiced
• Purchase Order - Linked PO
• Received By - Staff member
• Location - Delivery location

Viewing Receipt Details

Click any receipt to see:

• Full receipt details
• Items received with quantities
• Quality inspection notes
• Delivery information
• Attached documents
• Linked purchase order
• Matched purchase invoice (if any)
• Accounting entries

[SCREENSHOT: Purchase receipt detail page]

Receipt Reports

Track receiving performance and trends.

Available Reports

Report	Description
Receipts Summary	All receipts in period
Supplier Delivery Performance	On-time delivery tracking
Receipt vs Order Accuracy	Matching percentage
Quality Issues Log	Defects and returns
Goods Received Not Invoiced	Pending supplier invoices
Receiving Trends	Volume and value over time

[SCREENSHOT: Purchase receipts reports dashboard]

Supplier Performance Metrics

Track supplier reliability:

ABC Electronics (Last 30 days)
Total Orders: 10
Full Deliveries: 7 (70%)
Partial Deliveries: 2 (20%)
Over-Deliveries: 1 (10%)
On-Time Rate: 80%
Quality Pass Rate: 95%
Rating: 4.2/5 ⭐

[SCREENSHOT: Supplier performance scorecard]

Best Practices

Receipt Recording Tips

1. Record Immediately - Create receipt when goods arrive, not later
2. Inspect Thoroughly - Check quantity, quality, and specifications
3. Document Issues - Take photos of damaged items
4. Count Accurately - Verify quantities carefully
5. Link to PO - Always connect receipt to purchase order
6. Complete Details - Fill all fields for proper tracking
7. Communicate Discrepancies - Inform supplier immediately of shortages/issues

Warehouse Best Practices

Receiving Process:

1. Verify delivery matches PO
2. Count all items received
3. Inspect for damage
4. Check serial numbers (if applicable)
5. Sign delivery note
6. Create receipt in system immediately
7. Store in designated location
8. Update inventory system

Common Mistakes to Avoid

• ❌ Recording receipt without physical verification
• ❌ Not documenting shortages or damage
• ❌ Forgetting to take photos of damaged goods
• ❌ Creating receipt before items arrive
• ❌ Not linking receipt to purchase order
• ❌ Incomplete inspection details
• ❌ Missing delivery documents

Handling Special Situations

Partial Deliveries

When supplier delivers in multiple shipments:

First Shipment:

Purchase Order: 100 laptops
First Receipt: 50 laptops (50% received)
PO Status: Partially Received

Second Shipment:

Purchase Order: 100 laptops (50 already received)
Second Receipt: 50 laptops (100% received)
PO Status: Fully Received

[SCREENSHOT: Multiple receipts for single PO]

Rejected Goods

When goods fail inspection:

1. Create receipt with 0 received quantity
2. Change status to Rejected
3. Document rejection reason
4. Attach photos/evidence
5. Notify supplier immediately
6. Arrange return pickup
7. Create purchase return document

Example:

Item: Printers (10 units)
Received: 10 units
Inspected: 10 units
Rejected: 10 units (100%)
Reason: Wrong model delivered (HP instead of Canon)
Action: Return all units, supplier to send correct models

Emergency Purchases

For urgent deliveries without PO:

1. Create receipt without PO link
2. Mark as Direct Purchase
3. Add justification in notes
4. Get retrospective approval
5. Create purchase invoice
6. Process payment

Emergency Purchase Policy

Emergency purchases should be exceptions. Establish PO approval workflow to prevent unauthorized spending.

Integration with Purchase Invoices

Creating Invoice from Receipt

After recording receipt:

1. Open the purchase receipt
2. Click Create Purchase Invoice
3. Invoice form opens with:
   • Supplier auto-filled
   • Items from receipt
   • Quantities received (not ordered)
   • Prices from PO
4. Add supplier's invoice number
5. Save purchase invoice

[SCREENSHOT: Create invoice from receipt button]

Automatic Matching

System automatically matches:

• Receipt items to invoice items
• Quantities received to quantities billed
• Prices on PO to prices on invoice
• Alerts on mismatches

Benefits:

• Faster invoice processing
• Reduced errors
• Automatic approval workflow
• Clear audit trail

Mobile Receipt Recording

Record receipts on the go with mobile app.

Mobile Features

• Scan delivery notes with camera
• Take photos of delivered goods
• Record quantities on mobile
• Get supervisor approval instantly
• Upload to system in real-time
• Offline mode available

Use Cases:

• Warehouse staff on warehouse floor
• Store managers at retail locations
• Site supervisors at construction sites
• Delivery acceptance at remote locations

[SCREENSHOT: Mobile purchase receipt screen]

Troubleshooting

Common Issues

Issue: Cannot Find Purchase Order

• Solution: Check PO status (must be "Sent" or "Confirmed"). Verify PO number. Ensure supplier matches exactly.

Issue: Received Quantity Exceeds Ordered Quantity

• Solution: Contact supplier to verify. Decide whether to accept excess or return. Update PO if accepting excess.

Issue: Wrong Items Delivered

• Solution: Create receipt with 0 quantity. Mark as rejected. Document what was received vs ordered. Contact supplier immediately.

Issue: Receipt Already Created for This PO

• Solution: Check existing receipts. For partial deliveries, create additional receipt for remaining items.

Issue: Need to Modify Confirmed Receipt

• Solution: Cannot edit confirmed receipts. Create reversal receipt (negative quantities) then create new correct receipt. Contact administrator if needed.

What's Next?

Learn about related topics:

• Create Purchase Invoice - Record supplier bills after receiving goods
• Create Purchase Return - Return defective items to suppliers
• Suppliers App Overview - Learn more supplier management features

Receiving Excellence

Accurate purchase receipts are the foundation of inventory management and financial control. Take time to verify deliveries properly - it prevents costly errors and disputes.