A receipt documents that goods from a vendor have physically arrived at your company. You register which goods have been received, in what quantity and at what price. Once the receipt has been registered into stock, you can create a corresponding purchase invoice.
Receipts are typically based on one or more existing purchase orders, so the system can keep track of what has been ordered, what has been delivered, and what is missing.
1. Open the Financial app.
2. Go to the menu item Purchasing and select Receipts.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The list screen gives an overview of all receipts. The rows are paginated, and you can filter and sort in columns to quickly find the receipt you are looking for.
Double-click a row to open the receipt in the editor. Rows marked with a red background indicate a posting error on the linked stock voucher — see the explanation in the legend line at the bottom of the list (Posting error).
Number: The document number automatically assigned by the system.
Vendor: The vendor's name.
Vendor invoice number: The vendor's own reference number that you have entered on the receipt.
Org. unit: The organizational unit the receipt belongs to.
Purchase orders: The linked purchase order numbers (comma-separated).
State: The receipt's current status — see the section on states below.
Invoicing status: Shows whether the receipt is not yet invoiced, partially invoiced or fully invoiced.
Delivery date: The registered delivery date.
Subject: Free-text description on the receipt.
Date: The time of creation.
Created by: The user who created the receipt.
Total: The total amount on the receipt.
The columns can be shown and hidden via the column selector in the grid. Click the column header to sort.
Use the search function (the magnifying glass in the toolbar in the top right) to search free text across the receipts. Click the icon again or press Esc to clear the search. See also How to search in lists for more about searching and filtering.
Each column also has its own filter in the column header. You can combine several column filters to narrow down the list.
A receipt goes through the following states:
Draft: The receipt has been created but not yet confirmed. You can edit all fields and lines. From here you can move the receipt forward by clicking Add to stock.
Processed: The receipt has been saved and processed further, but not yet registered into stock. Fields and lines can still be edited. You can click Add to stock to register it. You can also click Move to draft to go a step back.
In stock: The receipt has been registered into stock. Editing of quantities and master data is locked. You can now create a corresponding purchase invoice.
Cancelled: The receipt has been cancelled. Only drafts can be cancelled. Cancellation cannot be undone.
None: No invoice has been created on the basis of the receipt.
Partially invoiced: One or more lines are partially invoiced.
Fully invoiced: All lines are fully invoiced, or the receipt is marked as completed without an invoice.
Click the plus button in the toolbar in the top right to create a new receipt. A dialog opens where you must select a basis.
The dialog shows all open and partially delivered purchase orders. Draft orders are shown in italics.
The grid in the dialog contains the following columns:
Number: The purchase order's document number.
Org. unit: The organizational unit on the order.
Vendor: The vendor's name.
Vendor reference: The vendor's own reference on the order.
Order date: Date the order was placed.
Delivery date: Expected delivery date (calculated from order lines with a delivery date).
Remaining amount: Remaining amount on lines that are not fully delivered.
Total: The order's total amount.
Select the desired order and click OK to create the receipt. You can double-click an order row to confirm the selection directly.
It is possible to link additional purchase orders to an existing receipt via the Add purchase order button in the editor's toolbar.
Select a receipt in the list and click the Edit button (pencil icon), or double-click the row. The editor opens either inline (replacing the list view) or in a popup window depending on where the receipt is accessed from.
Number: Automatically assigned document number. Read-only.
Org. unit: The organizational unit. Required field.
Vendor: The vendor on the receipt. Required field. Can only be changed as long as no item lines have been added. The system automatically retrieves address, email and phone from the vendor card's master data when you select the vendor.
Other payer: Alternative creditor for the receipt. Optional field. Used, for example, when an actor other than the vendor is to receive the invoice.
Address: The vendor's address. Retrieved automatically from the vendor card's master data, but can be edited manually.
Email: The vendor's email address. Retrieved automatically from the vendor card's master data, but can be edited.
Phone: The vendor's phone number. Retrieved automatically from the vendor card's master data, but can be edited.
State: The receipt's current state. Read-only — changed via actions in the toolbar.
Vendor invoice number: The vendor's own invoice or reference number. Max 50 characters.
Subject: Free-text description of the receipt. Optional field.
Delivery date: The date the goods were delivered. Optional date field.
Currency: The currency the receipt is settled in. If a foreign currency is selected, the current exchange rate is shown as a tooltip on the field's label. The currency is synchronized automatically with the vendor's preferred currency.
The Receipt lines tab shows an overview of the goods included in the receipt. The tab's title shows the number of lines.
Number: The item number of the item.
Name: The item designation.
Order: The purchase order number the line originates from.
Ordered on others: Quantity ordered on other orders for the relevant item (highlighted if greater than 0).
Delivered: Quantity already delivered on the linked order line.
Pack: Delivery size — number of units per package. Can be edited.
Quantity: The received quantity. Can be edited. The field is shown in red if the total quantity exceeds the ordered quantity on the order line.
Invoiced: Invoiced quantity. Only shown for saved (non-new) receipts.
Price: Purchase price per unit. Can be edited.
Sales price: Sales price incl. VAT. Can be edited.
Amount: Total amount for the line. Can be edited.
Reserved: Reserved quantity in stock.
Stock location: The stock location the goods are registered at. Can be edited.
Availability: Current stock quantity at the selected stock location.
Product locations: Shows the item's other stock locations.
Vendor item number: The vendor's own item number. Hidden by default — can be shown via the column selector.
Is currency primary: Specifies whether the currency price is the primary one in the calculation. Hidden by default — can be shown via the column selector.
To the left above the grid, any surcharges and discounts transferred from the purchase order (e.g. freight costs) are shown. Below that, the total amount for the receipt is shown.
Fill quantity: Automatically fills the Quantity field for all lines with the remaining ordered quantity from the linked order line. Active when there are lines with remaining quantity.
Serialized item: Opens a dialog for selecting or registering a serial number for the selected line. Only shown for items that require serial number registration.
Show drafts (product instances): Opens an overview of draft product instances for the selected line. Only shown for relevant items.
Change location: Changes the stock location for the selected line. Opens a location selector.
Add all to label journal: Dropdown button that adds all lines to a label journal for subsequent printing.
Add to label journal: Dropdown button that adds the selected line to a label journal.
Print labels for all: Prints labels for all lines directly.
Move line up / Move line down: Changes the order of lines.
Add line: Adds a new empty line. Active when the receipt is in an editable state.
Delete line: Deletes the selected line. Active when the receipt is in an editable state.
Column selection is active in the grid — choose which columns to show by clicking the column selector.
If the quantity on a line exceeds the ordered quantity across several receipt lines linked to the same order line, a warning is shown at the top of the editor: "Some lines on the purchase order have been delivered with a higher quantity than on the purchase order". Hover over the warning icon to see which items are involved.
This is the primary tab with the item line grid, as described above.
The Vendor history tab shows a history of stock entries for the selected vendor. You can use this tab to see what you have previously received and ordered from the vendor.
In the tab you can filter on key figures and customize which columns are shown via **quick filters**. The tab loads data only when you actively click it.
The toolbar in the top left of the list view shows actions performed on the selected receipt.
Add to stock: Registers the selected receipt into stock. Active for receipts in the Draft or Processed state that have at least one line, and where stock is enabled in the setup. If automatic stock registration on save is enabled in the settings, new receipts will be registered into stock automatically on save.
Remove from stock: Removes the stock registration for the selected receipt. Active for receipts in the In stock state that do not yet have an invoice (invoicing status: None).
Cancel: Permanently cancels the selected receipt. Active only for receipts in the Draft state.
Move to draft: Moves a Processed receipt back to the Draft state. Active only for receipts in the Processed state.
Create purchase invoice: Creates a new purchase invoice based on the selected receipt. Active for receipts in the In stock state that are not fully invoiced.
Complete without invoice: Marks the receipt as fully invoiced without creating an actual invoice. Used if the vendor does not send an invoice, or if invoicing is handled in another way. Active for receipts in the In stock state that are not fully invoiced.
The toolbar in the top right also contains:
New (plus button): Opens the dialog for creating a new receipt.
Edit (pencil icon): Opens the editor for the selected receipt.
Export report: Generates a report or PDF for the selected receipt.
Help: Opens this help text.
Refresh: Reloads the list.
More menu → Show vouchers: Opens the voucher summary for the stock voucher linked to the selected receipt. Only available when the receipt has a linked stock voucher.
Add purchase order: Opens a dialog for selecting an additional purchase order to be added to the current receipt. Only active for receipts that can be edited (Draft or Processed).
Add to stock: Saves and registers the receipt into stock. Active under the same conditions as in the list view.
Add to stock and close: Saves, registers into stock and closes the editor in one action.
Remove from stock: Removes the stock registration. Active for receipts in the In stock state without an invoice.
Create purchase invoice: Creates a new purchase invoice directly from the editor. Active for receipts in the In stock state that are not fully invoiced.
Cancel: Cancels the receipt from the editor. Active only for receipts in the Draft state.
Move to draft: Moves a Processed receipt back to draft. Active only for the Processed state.
Complete without invoice: Marks the receipt as fully invoiced without an actual invoice. Active for receipts in the In stock state that are not fully invoiced.
Show vouchers: Opens the voucher summary for the linked stock voucher. Active when the receipt has a stock voucher number.
Show invoice: Opens a list of purchase invoices created on the basis of this receipt. Shown for saved receipts, when you have permission to see purchase invoices.
Repair invoice state: Repairs an incorrect invoicing status on the receipt. Only shown for administrators and only on saved receipts.
Save / Save and close: Standard buttons for saving the receipt. Save keeps the editor open; Save and close closes the editor after saving.
1. Goods arrive from the vendor. Create a receipt based on the relevant purchase order.
2. Check the received quantities. Use Fill quantity to set the remaining quantity on all lines, or enter the quantity manually per line.
3. Adjust prices and stock locations as needed.
4. Register the receipt into stock by clicking Add to stock (or Add to stock and close).
5. Create a corresponding purchase invoice by clicking Create purchase invoice, or mark the receipt as completed with Complete without invoice.
If you have any questions, you are welcome to contact support.
Want to know more?
You can adjust how this area works under the settings:
Settings for receipts
Walkthrough of the settings in Financial that control the behavior of the receipt screen in Financial, including automatic addition to stock on save.
