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A Purchase Receipt is the record you create when goods physically arrive at your store from a supplier. This is the most important step in the purchasing cycle for a medical retail business - it is where medicines enter your inventory and where batch numbers and expiry dates are recorded for the first time.
Purchase Receipt form showing supplier, items with batch number and expiry date fields, and total quantity

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Who Uses This Feature

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Before You Start

  • A Purchase Order should exist for the goods being received (this is best practice, though the system allows receiving without one)
  • The Supplier must be in the supplier list
  • All items must be in the Items Catalogue with batch tracking enabled for medicines

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How to Create a Purchase Receipt

  1. Open the relevant Purchase Order (status should be “To Receive and Bill”)
  2. Click the Create button at the top right → select Purchase Receipt
  3. The system copies all the order details automatically - supplier, items, quantities, prices
  4. Review and adjust quantities if a partial delivery was made
  5. Enter batch numbers and expiry dates for each medicine
  6. Submit

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Method 2: From Scratch

  1. Go to Stock workspace → Purchase Receipt → New
  2. Select the Supplier
  3. Set the Posting Date (the date the goods were physically received)
  4. Add items to the items table manually
  5. Enter batch and expiry details
  6. Submit
Purchase Receipt items table showing item, batch number, manufacturing date, expiry date, and accepted quantity columns

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Field Guide

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Items Table

Never skip the Expiry Date field for medicines. If the expiry date is missing from the delivery, ask your supplier to provide it. Do not accept medicine stock without a valid expiry date.

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Additional Details

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What Happens When You Submit

When you submit a Purchase Receipt:
  1. Stock is updated - the accepted quantity is added to the warehouse balance
  2. Batch records are created - a Batch record is created in the system with the expiry date you entered
  3. Purchase Order status updates - if linked to a PO, the PO moves to “To Bill” status
  4. Accounting entries are posted - stock value is recorded in your accounts (if perpetual inventory is enabled)

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Receiving Partial Deliveries

If the supplier delivers only part of your order:
  1. Create a Purchase Receipt for the delivered quantity
  2. The Purchase Order remains in “To Receive and Bill” status for the remaining quantity
  3. When the rest arrives, create another Purchase Receipt linked to the same PO

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Receiving Multiple Batches in One Delivery

A supplier may deliver two batches of the same medicine (different manufacturing dates) in a single consignment. For example, 100 strips of Amoxicillin 500mg from two different batches:
  1. Add the item once in the items table
  2. Use the Serial and Batch Bundle feature, or
  3. Add the same item twice - once for each batch, with separate batch numbers and expiry dates
Each batch must have its own row to ensure accurate tracking.

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Quality Inspection

For controlled or high-value medicines, you may want to inspect the delivery before accepting it. If your administrator has configured Quality Inspection for the item:
  1. A Quality Inspection record is created automatically on the Purchase Receipt
  2. Complete the inspection checklist
  3. Mark the inspection as Accepted or Rejected
  4. Only accepted quantities flow into stock

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Returning Goods to a Supplier

If you need to return goods to a supplier (wrong medicine, damaged batch, near-expiry stock):
  1. Open the original Purchase Receipt
  2. Click Create → Purchase Return
  3. Select the items and quantities to return
  4. Specify the batch
  5. Submit - stock is reduced and a debit note is created

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Status Meanings

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Best Practices

  • Create the Purchase Receipt on the same day the goods arrive. Delays in recording receipt cause inventory counts to be wrong, which affects customer service and reorder decisions.
  • Always match the receipt to a Purchase Order. This ensures price and quantity verification - if the delivery doesn’t match the order, the system flags it.
  • Cross-check the batch number and expiry date against the physical label before entering. A typo in the expiry date (e.g. 2026 instead of 2025) can lead to expired stock being sold.
  • Record rejected quantities separately. Do not ignore damaged or wrong items - record them in the Rejected Qty field so they go to a rejected warehouse and can be returned to the supplier.
  • Do not submit without entering batch details for all medicines. Once submitted, the batch record is created and cannot easily be changed.

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Common Mistakes

  • Submitting without batch and expiry data. This leaves batches with no expiry date, making the Batch Expiry Status report unreliable.
  • Creating a Purchase Receipt without a Purchase Order. This means there is no price or quantity validation - any amount can be entered.
  • Putting all items in the same batch. Different items from the same delivery may have different batches. Give each its own batch row.
  • Not recording the delivery challan number. If there is a dispute with the supplier about what was delivered, the challan number is your key reference.