Stock Entry — Receipt

Go to: Inventory → Stock Entry → New → Entry Type: Receipt

A Receipt-type Stock Entry brings stock into a warehouse when there is no Purchase Order behind it. If a supplier and a PO are involved, use a Goods Received Note instead — the GRN carries supplier, currency, taxes, rejection handling, and billing status that a plain Stock Entry does not.

When to use it

Use a Receipt Stock Entry for…	Use something else for…
Free samples and gifts from suppliers	Purchased goods → GRN
Stock found during a count that was never received	A count difference → Stock Reconciliation
Internal production output not run through a Work Order	Work Order output → Manufacturing Entry
Customer returns handled outside a return Delivery Note	A sales return → return Delivery Note
By-products and recovered material	Opening balances → Stock Opening

Purposes available

Choosing the right Purpose is what makes the entry readable later:

Purpose	Use for
Material Receipt	General inward material with no other document
Purchase Receipt	Goods received where a formal GRN is not being used
Goods Received Note	Set automatically by the GRN flow
Return Receipt	Goods coming back into stock
Finished Goods Receipt	Completed production output
By-Item Receipt	By-products and secondary output

Header fields

Field	What it means
Number	Auto-generated document number
Posting Date	Date the stock physically arrived
Entry Type	Receipt
Purpose	One of the purposes above
Warehouse	Destination warehouse — where the stock lands
Description / Remark	Why this receipt exists. Fill this in
Currency / Exchange Rate	Currency the rates are entered in
Project	Optional accounting dimension

Accounts

Field	Posting
Debit: Stock Assets Account	Inventory asset account being increased
Credit: Stock Adjustment Account	Where the offsetting credit lands

Item rows

Field	What it means
Item	The item being received
UOM	Unit you are receiving in
Conversion Factor	Factor to the item’s stock UOM
Quantity	Quantity received, in the row UOM
Basic Rate	Cost rate per unit — this feeds the weighted average
Batch Number	Required for batch-tracked items; creates the batch if new
Serial Numbers	Required for serial-tracked items, one per unit
Total Amount	Quantity × rate

The Basic Rate on an inward row re-averages the item’s global weighted average cost across all warehouses. A careless rate here changes the valuation of that item everywhere. See Stock Valuation.

Creating a Receipt

Open a new Stock Entry

Navigate to Inventory → Stock Entry and click New.

Choose Entry Type: Receipt

Then pick the Purpose that matches the reason for the receipt.

Set the posting date and warehouse

The Warehouse field is the destination. Only leaf warehouses are selectable.

Add the item rows

Item, UOM, quantity, and rate. For batch-tracked items enter a batch number; for serial-tracked items enter one serial per unit.

Set the accounts

Debit stock assets, credit stock adjustment.

Save, then approve

Save leaves it in Draft with no stock effect. Approve writes the ledger rows, updates the balance and the valuation rate, and posts the accounting entry.

What approval does

Posting date rules

Change	Allowed?
Date it before an existing Stock Opening	No — the opening must stay earliest
Move it forward in time	Only when no Issue / Transfer / Manufacturing entry sits after it
Move it backward into the past	Only when it stays after the Stock Opening

When a backdated receipt is approved, ERPX recalculates the weighted average forward from that date for the affected items. On long histories this runs in the background.

Correcting a Receipt

State	How to correct
Draft / Pending	Edit the document directly
Approved	Unapprove, correct, re-approve — provided no later dependent movement blocks it
Later movements exist	Post an offsetting Issue or a Stock Reconciliation

Tips

Do not use a Receipt entry to fix a count. Reconciliation exists for that and records the before/after properly.
Always give a rate. Receiving at zero cost drags the item’s weighted average down.
Watch the Conversion Factor when receiving in a bulk unit. Rate is per row-UOM, and the ledger stores it per stock UOM.
If a supplier is involved, prefer a GRN even for free goods — it keeps the supplier history complete.