Purchase and receive goods

Order goods from a supplier with a purchase order, and record them with a goods receipt when they arrive. Stock goes up when the receipt is posted, or after inspection if your company inspects goods before sale.

Before you start

• Creating purchase orders needs Manage purchasing; receiving goods needs Receive goods. The Owner and Manager roles have both by default.
• For someone who only receives, create a role from the Receiving clerk template: they receive at their own location and don't see prices.
• Add the supplier and the items first.
• Your company sets how receiving works in Configuration Studio → How we receive: Inspection before goods are available, which defaults to Available at once, and Blind receiving, which is off by default.

Create a purchase order

1. Open Procurement → Purchases and press New purchase.
2. Choose the Supplier and enter the Expected delivery on date if you know it.
3. Under Line items, choose the Item and enter the Quantity and Unit cost.
4. Add the other items with Add line. If an item isn't set up yet, add it with New item without leaving the page.
5. Press Save as draft if you haven't ordered yet, or Save & order once you've sent the order to the supplier.

A draft can still be edited, or removed with Delete draft. When you send it to the supplier, press Mark ordered on the order page.

Tip: If the goods arrive with the order, answer Is it received yet? with Yes — received already, set Receive into if it's shown, and the Receipt date, then press Save & order. Sahab records the order and a goods receipt for all its lines together. This doesn't work with Blind receiving.

Receive goods

1. Open Procurement → Goods receipts and press Receive next to the order under Waiting to be received. Or press Receive goods on the order page.
2. Choose the Receiving location if it's shown, and check Received at.
3. Enter what actually arrived for each line under Receiving now, and leave zero for anything that didn't. To receive everything outstanding, press Fill remaining.
4. Enter the Supplier delivery ref. if there is one, such as the delivery note number.
5. Press Post goods receipt.

If only part of the order arrived, the order becomes Partially received and the rest stays open for a later receipt. Sahab won't accept more than was ordered, beyond any extra your company allows in the Studio.

With Blind receiving, the person receiving doesn't see ordered quantities or prices. They count what arrived and enter it under Counted, or scan it in Scan barcode; each scan adds 1.

Inspect goods

If your company chose Inspect before available, the receipt is saved as Pending inspection and the goods wait in the Inspection hold location, where they can't be sold. Someone with Inspect received goods checks them:

1. Open the receipt from Goods receipts.
2. Under Inspect goods, enter the Accepted and Rejected quantity for each line, or press Accept all.
3. For rejected units, enter the Rejection reason and choose under What happens to rejected units: Return to supplier or Keep in quarantine.
4. Press Save inspection. Accepted units become available for sale.

A line that won't arrive

After part of a line has arrived, if the supplier tells you the rest won't be delivered, press Short close on that line on the order page and write the reason. The line closes without receiving the rest, and this can't be undone.

Note: A posted goods receipt can't be edited. If one is wrong, someone with Void goods receipts (the owner by default) uses Void receipt with a Void reason: the quantities leave stock and the order opens again. Your company may require a second person to approve the void.

What's next

• Supplier bills and payments — press Create supplier bill on the order or receipt page.
• Landed costs — add freight and customs to the cost of received goods.
• Return goods to a supplier or claim from them — send rejected units back to the supplier.