Create Inventory Receiving Voucher

You can create inventory receiving voucher by selecting purchase order or available items. 

• Step 1. Create approval process for Inventory receiving voucher ( if nececessary) at approval setting.
• Step 2. Go to Inventory receiving voucher menu under Inventory from the left sidebar -> click Delivery docket button
  
  
• Step 3. In the Inventory receiving voucher page, fill in the required details: 
  Delivery docket number: is a unique reference identifier assigned to each inventory receiving record. It is automatically generated based on Prefix settings 
  Accounting date: Mandatory. The date the inventory is accounted for.
  Receiving Date: Mandatory. The date the receipt was physically made.
  Choose from a Purchase Order: Optional. Select a PO to import item data automatically.
  Supplier Name: Select the vendor delivering the goods.
  Buyer: Select the buyer who is responsible for purchasing the goods.
  Project: Select an available project from the list. The Inventory Receiving Voucher will be linked and visible in the corresponding project details screen.
  Type: Choose between CAPEX or OPEX. This field is for information tracking only. It does not affect inventory calculations.
  Department: Select the related department. Pulled from the predefined list of departments in the system.
  Requester: Select the person who requested the items. This is one of the employees in the system.
  Deliverer: Manually enter the name of the person or entity delivering the goods.: 
  Warehouse name: Select a warehouse where received items will be stored. All items added to the Inventory Receiving Voucher after this step will automatically use the selected warehouse, unless a different warehouse is specifically assigned for each item.
  Expiry Date: Select the expiry date for the received goods (if applicable).  This field is optional and used for information only, especially for items with shelf life.
  Invoice number: Enter the invoice number associated with the delivery, if available. 
  To add an item to the Inventory Receiving Voucher, follow these steps: 
  1. Select the item from the dropdown list in the Select item field.
  2. Fill in the required information for the selected item: quantity, Unit price, Lot number, Date of Manufacture, Expiry Date. 
  
  Click to add the item to inventory receiving. 
  Click  to remove the item from inventory receiving.
• Step 4. Save inventory receiving and approve ( if there is an approval process) 
  Go to inventory receiving voucher detail -> click Send a request for approval
  
  After Inventory receiving voucher has Approved status ==> increase inventory for products

Add serial number in inventory receiving voucher

• Step 1. Go to Settings menu under Inventory  from the left sidebar -> Select General  -> Select Serial numbers -> Enable Product by serial
  
  
• Step 2. In the Add Inventory receiving voucher page, click 
  
  
• Step 3. Enter the serial number and click Save
  
  

Serial Number as Mandatory

To require a Serial Number for items during inventory receiving, follow these steps:

Step 1: Enable Serial Number Settings

1. Navigate to Settings → General → Serial numbers.

2. Enable the following options:
   
   

   • Products by Serial

   • Serial Number as Mandatory

This ensures that every item requiring a serial number must have one when being received.

Step 2: Add Item to Inventory Receiving Voucher

1. Go to the Inventory Receiving Voucher screen.

2. Add the item(s) to the voucher as usual.

3. For each item:

   • You can either:

     • Manually enter the serial numbers one by one.

     • Click Auto Generate Serial Numbers to automatically create serial numbers based on quantity.
       
       

Note: If Serial Number is mandatory and not provided, the system will not allow you to save the inventory receiving voucher.

Create an inventory receiving voucher when the purchase order is approved.

Go to menu Settings -> Receiving & Delivery tab-> check option “ Create an inventory receipt when the Purchase Order is approved” and “ Select the warehouse to auto-receive inventory generated from purchase orders”. 

Update inventory receiving voucher

Only unapproved stock receipts can be edited

• Step 1. Go to Inventory receiving voucher menu under Inventory from the left sidebar
• Step 2. Select the inventory receiving voucher need to be edited and click Edit
  
  
• Step 3. Make the necessary changes and click Save button.

Delete Inventory Receiving Voucher 

If you check the option “Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval)” allows you to delete approved inventory receiving.

Deleting an inventory receiving  with approved status ⇒ reduces the inventory of the items in the inventory receiving voucher, and the corresponding serial numbers (if any) are also deleted.