Receive Goods Against an Approved Purchase Order
Receive goods on an Approved or Partially received order creates a goods receipt (GRN) and posts the cost to the ledger as goods received not invoiced.
For School administrators, Accountants. Updated 2026-10-09.
Overview
Receive goods appears on Approved and Partially received orders for users with the “edit procurement” permission. The modal lists each line with Ordered, Already in and Receiving now, pre-filled with the quantity still outstanding. Enter what actually arrived and select Record receipt. You cannot receive more than remains ("<item>: only N left to receive.").
The system creates a goods receipt numbered GRN-0001 and so on, posts a journal debiting each line's account (the expense, stock or asset account chosen on the PO) and crediting account 2050 Goods received not invoiced, and sets the order to Partially received or Received. Receiving can be repeated for several deliveries.
The cost therefore shows in the books when the goods arrive, before the supplier's invoice, and is cleared from 2050 when the bill is approved. The order detail view lists each GRN with date, receiver and notes. Only an Approved or Partially received order can receive goods: otherwise you get "Only an approved order can receive goods."
Before you start
- The purchase order is Approved or Partially received
- The “edit procurement” permission
- The fiscal year covering today is not closed
Steps
- Open Procurement > Purchase orders
- Select Receive goods on the approved order
- Adjust Receiving now for each line to match the delivery
- Select Record receipt
- Open the order with View to confirm the GRN number and the Received column
Common problems
Receive goods is not shown
The order must be Approved or Partially received, and you need the “edit procurement” permission. A Draft or Submitted order has to be approved first.
"only N left to receive"
The quantity you typed is more than ordered minus already received. Lower it, or raise another order for extra items.
Recording a receipt says a fiscal year is closed
Posting into a closed fiscal year is blocked. An administrator can reopen the year under Journals > Fiscal years.