Purchase Receipt

A purchase receipt records the stock that you receive from a supplier. It moves the items into a location. A purchase receipt contains only items with Track Inventory. For the setup, see Introduction to Inventory. For stock that you deliver to a customer, see Shipment.

Open Purchase Receipts

Click Inventory > Purchase Receipt in the sidebar. On a phone, tap the menu button in the header, and then tap Inventory > Purchase Receipt.

Create a Purchase Receipt

Automatically From a Purchase Invoice

To receive automatically, select a Purchase Receipt Location in Setup > Settings > Defaults, in Auto Stock Transfer. New purchase invoices then have Make Purchase Receipt On Submit selected in their Settings tab. To submit one invoice without a receipt, clear this option.

When you submit the invoice, Frappe Books makes and submits a purchase receipt for the items with Track Inventory. The receipt has the date of the invoice. The Back Reference field of the invoice shows the receipt. For more information, see Purchase Invoices.

From a Purchase Invoice

1. Open the submitted purchase invoice.
2. Click Create > Purchase Receipt. On a phone, tap the … button, and then tap Purchase Receipt.
3. Check the To Loc. and the Quantity of each row.
4. Click Save.
5. Click Submit and click Yes.

The receipt gets the supplier and the items that are not received yet. Create > Purchase Receipt shows only when the invoice has stock that is not received. The rows get the Purchase Receipt Location, or the Default Location of the inventory settings when it is empty. If the invoice uses a different currency, the receipt shows the rates in your company currency.

A supplier can deliver one invoice in more than one delivery. To receive only a part, change the quantities or remove rows before you submit. The Stock Not Received field of the invoice shows the quantity that is left. A receipt cannot receive more than that. To receive the rest later, click Create > Purchase Receipt in the invoice again.

From the List

1. Click Inventory > Purchase Receipt in the sidebar.
2. Click New.
3. Select the Party. The list shows suppliers and parties with the role Both.
4. In Items, click Add row.
5. Select the Item. Frappe Books fills the Rate and the To Loc.
6. Enter the Quantity.
7. Add a row for each of the other items.
8. Click Save.
9. Click Submit and click Yes.

On a phone, fill in each row in the sheet that opens, and tap Done.

You can also select a purchase invoice in Back Reference. Frappe Books then fills the supplier and the rows from the invoice.

After you submit, you cannot edit the receipt. See Save and Submit Documents.

Item Rows

The Item list shows items with Track Inventory and the purpose Purchases or Both. To see all the fields of a row, click the Edit row button at the end of the row.

• Batch: Each row of an item with Has Batch needs a batch. If the item has a Batch Series, a row without a batch gets a new batch when you save.
• Serial Number: Enter one serial number for each unit, one on each line. If the item has a Serial Number Series, Frappe Books adds the missing serial numbers when you save. A serial number that is already in stock cannot come in again.
• Barcode: Type or scan a barcode above the rows to add the item.

These fields show only when their feature is on in the inventory settings. See Batches and Serial Number.

Ledger Entries

When you submit a purchase receipt, Frappe Books adds the items to the stock ledger. It debits the Stock In Hand Acc. and credits the Stock Received But Not Billed Acc. with the value of the stock. The value is the quantity times the rate, in your company currency. The accounts come from the inventory settings.

The purchase invoice debits the Purchase Acc. of each item. For an item with Track Inventory, the default is the Stock Received But Not Billed Acc. After you submit both, this account is balanced, and the Stock In Hand Acc. shows the value of the stock.

To see the entries, click View > Accounting entries or View > Stock entries. On a phone, these are in the … menu in the header.

Bill a Purchase Receipt

If you received the stock before the bill, make the invoice from the receipt:

1. Open the submitted purchase receipt.
2. Click Create > Purchase Invoice. On a phone, tap the … button, and then tap Purchase Invoice.
3. Check the invoice, and then save and submit it.

The invoice gets the items that are not billed yet, and does not receive the stock again. Create > Purchase Invoice does not show for a receipt with a Back Reference, for a return, or for a fully billed receipt.

Purchase Receipt Return

A return is a purchase receipt with negative quantities. It moves the items that you send back to the supplier out of the location. Before you can make returns, turn on Enable Invoice Returns in the General settings. You cannot turn off this setting later.

1. Open the submitted purchase receipt.
2. Click Create > Return. On a phone, tap the … button, and then tap Return.
3. Change the quantities to the quantities that you return.
4. Remove the rows of the items that you do not return.
5. Click Save.
6. Click Submit and click Yes.

A return cannot send back more than the receipt received. Its date cannot be before the date of the receipt. The location must also have enough stock to send back. The return debits the Stock Received But Not Billed Acc. and credits the Stock In Hand Acc. with the FIFO value of the stock that goes out. The original receipt gets the status Return Issued.

When you submit a return purchase invoice with Make Purchase Receipt On Submit, Frappe Books makes the return receipt for you.

Cancel a Purchase Receipt

Only a Books Manager or a System Manager can delete a purchase receipt. To cancel, click the … button in the page header, and then click Cancel. Frappe Books removes the stock entries and reverses the accounting entries.

• The received stock must still be at the location. If you shipped or moved it, you cannot cancel the receipt.
• A receipt that a purchase invoice made on submit: cancel the invoice. Frappe Books then cancels the receipt too.
• A receipt with a submitted invoice or return made from it: cancel the invoice or the return first.
• A purchase invoice cannot be cancelled while a receipt that you made from it is submitted. Cancel the receipt first.

To correct a cancelled receipt, click Create > Duplicate. The copy does not keep the Back Reference.