How to Track and Verify Receipts
What you're doing here
The goods receipts list is where you keep an eye on everything that has arrived — what came in against which order, where the stock went, and what's still waiting on a quality check. This page shows you how to find a receipt, filter the list, open one up, and verify that what was recorded matches what actually turned up.
Finding your receipts
Open the list
- Go to Purchase from the sidebar
- Click GRN
- The list of goods receipts opens
Search
- Type in the search box to find a receipt by its number, the supplier, the linked purchase order, or an item on it
- Results narrow as you type
Filter
Narrow the list to what you're after:
- By supplier — every receipt from one supplier
- By status — for example, only those awaiting a quality check
- By date — receipts within a period
- By store — what was put away where
Reading the list
| Column | What it shows |
|---|---|
| Receipt number | The unique number for this goods receipt |
| Receipt date | When the receipt was recorded |
| Supplier | Who the goods came from |
| Linked order | The purchase order the goods were received against |
| Store | Where the goods were put away |
| Status | Where the receipt is in its journey (see below) |
Understanding the statuses
| Status | Meaning | What to do |
|---|---|---|
| Draft | Started but not yet finalised | Open it and finish recording the receipt |
| Awaiting quality check | Received, waiting on inspection before the goods count as usable | Carry out the check on the Quality page |
| Accepted | Received and, where needed, passed inspection — stock is on hand | Nothing — the goods are usable |
| Billed | The supplier's bill has been matched against this receipt | Nothing — the receipt and bill are reconciled |
| Closed | Fully dealt with, nothing outstanding | Nothing |
Opening a receipt to verify it
Click any receipt to open it in full. This is where you check that what was recorded matches what actually arrived.
Verify these, in order:
- Received against ordered — for each item, does the received quantity match the delivery you counted? A short or over delivery shows here, with the balance still pending on the order.
- Condition — are any items marked damaged or held for return, with a note explaining why?
- Store — did the goods go into the right store? If the receipt was left unassigned, the stock isn't in a store yet.
- Quality check — for items that need inspecting, how much has been accepted and how much rejected?
- Supplier reference and attachments — does the supplier's delivery note number match, and are the photos or paperwork attached?
Received against ordered, item by item
Inside a receipt, each item shows what was ordered next to what came in, so a shortfall or an overage is obvious at a glance:
| What you see | What it tells you |
|---|---|
| Received equals ordered | The delivery was complete for that item |
| Received less than ordered | A short delivery — the balance is still pending on the order |
| Received more than ordered | An over-receipt that was confirmed when the receipt was saved |
| Accepted and rejected quantities | The result of the quality check, once it's been done |
Example: a receipt against an order for 500 shows 480 received and a shortfall of 20. On the linked order, those 20 units stay pending until a later receipt records them. If the material was inspected, you'll also see how much of the 480 was accepted and how much rejected.
Gate Entry Details
If the gate details were filled in when the goods arrived, you'll find them on the receipt's own Gate Entry Details tab — the vehicle number, the arrival time, and any gate or security reference your team noted when the delivery came through.
It's an optional record kept at the gate for traceability, so it's useful when you need to trace exactly when and how a delivery physically reached you. If nobody filled it in, the tab is simply empty.
Common tasks
Find everything waiting on a quality check
- Filter the list by status
- Choose the awaiting-quality-check status
- Work through them on the Quality page
Check what a supplier has actually delivered
- Filter by that supplier
- Open each receipt and compare received against ordered
- Any shortfalls are still pending on the linked orders
Confirm a bill against a receipt
- Open the receipt and note the received quantities
- Match them against the supplier's bill — you pay for what arrived, not what was ordered
Troubleshooting
A receipt isn't in the list
- Check whether a filter is hiding it — clear the status, supplier or date filter
- Confirm you have permission to see receipts for that store or supplier
The stock doesn't match the receipt
- Check the receipt actually has a store — an unassigned receipt hasn't put stock into a store yet
- If the item needs a quality check, the goods only become usable stock once they're accepted
I can't edit a receipt
- A receipt locks once goods on it have been returned to the supplier, so the record stays trustworthy
- Make the correction on the related document, or contact support
Related guides
- Record a Goods Receipt — create a new goods receipt
- Purchase Orders — the order goods are received against
- Suppliers — who the goods came from
- Bills — matching the supplier's bill to the receipt
- Quality — inspecting received goods
- Stores — where received goods are put away
Best practices
Tips for staying on top of receipts
Check received against ordered on every receipt — a quiet shortfall is money you've paid for and not got
Clear the awaiting-quality-check list regularly, so inspected goods become usable stock without delay
Match bills to receipts, not to orders — it stops you paying for goods that never arrived
Keep the supplier's delivery note number and photos on the receipt, so a dispute has evidence behind it
Need help? Contact support at support@bizconnekt.com