Inventory Receipts
Inventory Receipts
An Inventory receipt is how you tell CifraHQ that goods have arrived. Posting it does two things at once: your Inventory balance goes up, and an Accounting entry is created — so your books reflect the stock you now hold. From there, generating the vendor bill takes a single click.
Inventory Receipts list, where goods received against POs are recorded.
How to create an Inventory Receipt
- Go to Purchasing > Inventory Receipts.
- Click the + Data Entry button and select New.
- Select the Vendor and the Warehouse where the goods are arriving.
- Set the Posting Date (defaults to today).
- Click Add PO Line to pull quantities from an open purchase order — or add lines manually.
- Review quantities and prices for each line.
- CifraHQ assigns a receipt number automatically on save.
Field reference
- Vendor — locked after creation; determines which purchase order lines are available to add.
- Warehouse — where Inventory is credited on posting; locked after creation.
- Posting Date — the date your Inventory balance is updated and the Accounting entry is recorded. Back-date this if the goods arrived yesterday and you want the entry in that period.
- Reference Number — optional; enter the vendor's packing slip or delivery note number so you can trace this receipt back to the physical paperwork.
- Payment Terms / Freight Terms — default from the vendor's settings; editable before posting.
Document lifecycle
| State | Meaning |
|---|---|
| Draft | Editable; no Inventory or Accounting impact yet |
| Posted | Inventory updated; Accounting entry created |
| Partially Billed | Some lines have been billed via a Vendor Bill |
| Billed | All lines fully billed |
| Archived | Closed and read-only |
What happens next
After posting, click Generate Bill on the receipt to create a Vendor Bill automatically. CifraHQ copies all lines, amounts, vendor, freight, and Payment Terms — no re-entry needed.
Tips
- For pack-size items, enter the number of packs received. CifraHQ calculates the unit quantity automatically — so if you receive 10 cases of 12, your Inventory is credited 120 units.
- You can receive partial quantities against a PO. The purchase order stays open for the remaining amount, so the vendor can ship the balance on a later date.
- For lot-, serial-, or expiry-controlled Products, enter tracking details per line before posting — these cannot be added after the receipt is posted.
- If a vendor ships in multiple deliveries, create a separate receipt for each against the same PO. Each posts independently with its own date and Accounting entry.
Related: Purchase Orders · Vendor Bills · Vendors · Products · Inventory by Location · Warehouses · Audit Trail
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