Create Inventory Receiving Voucher

Inventory Receiving Voucher

You can create an Inventory Receiving Voucher by selecting a Purchase Order or by adding items manually from the available item list.

Creating an Inventory Receiving Voucher

Step 1: Configure Approval Process (If Required)

If an approval workflow is required, create an approval process for Inventory Receiving Vouchers under Approval Settings.

Step 2: Access the Inventory Receiving Voucher Menu

1. From the left sidebar, navigate to the Inventory module.

2. Select Inventory Receiving Voucher.

3. Click the Delivery Docket button.

Step 3: Complete the Inventory Receiving Voucher Form

On the Inventory Receiving Voucher page, complete the required fields as follows:

• Delivery Docket Number
  A unique reference identifier assigned to each Inventory Receiving Voucher.
  Automatically generated based on the configured Prefix Settings.

• Accounting Date (Mandatory)
  The date used for accounting and financial reporting purposes.

• Receiving Date (Mandatory)
  The actual date on which the goods were physically received.

• Choose from a Purchase Order (Optional)
  Select a Purchase Order to automatically import item details.

• Supplier Name
  Select the vendor delivering the goods.

• Buyer
  Select the buyer responsible for purchasing the goods.

• Project
  Select a project from the available list.
  The Inventory Receiving Voucher will be linked to and visible in the selected project’s detail page.

• Type
  Select CAPEX or OPEX.
  This field is for informational tracking only and does not affect inventory calculations.

• Department
  Select the related department from the predefined department list.

• Requester
  Select the employee who requested the items.

• Deliverer
  Manually enter the name of the person or entity delivering the goods.

• Warehouse Name
  Select the warehouse where the received items will be stored.
  All items added afterward will automatically use the selected warehouse unless a different warehouse is specified per item.

• Expiry Date (Optional)
  Select the expiration date of the received items, if applicable.
  This field is used for informational and shelf-life tracking purposes.

• Invoice Number (Optional)
  Enter the invoice number associated with the delivery.

Adding Items to the Inventory Receiving Voucher

To add items to the voucher:

1. Select an item from the Select Item dropdown list.

2. Enter the required item details:

   • Quantity

   • Unit Price

   • Lot Number

   • Date of Manufacture

   • Expiry Date

• Click Add Item to add the item to the Inventory Receiving Voucher.

• Click Remove Item to remove the item from the voucher.

Step 4: Save and Approve the Inventory Receiving Voucher

• Save the Inventory Receiving Voucher.

• If an approval process is configured, open the voucher detail page and click Send a Request for Approval.

Once the Inventory Receiving Voucher status is Approved, the system will increase the inventory quantities of the received items.

Adding Serial Numbers in Inventory Receiving Voucher

Enable Serial Number Feature

1. Navigate to Inventory → Settings → General → Serial Numbers.

2. Enable Products by Serial.

Add Serial Numbers

1. On the Add Inventory Receiving Voucher page, add items as usual.

2. Enter the serial numbers for the items.

3. Click Save.

Serial Number as Mandatory

To require serial numbers for items during inventory receiving:

Step 1: Enable Serial Number Settings

Go to Settings → General → Serial Numbers and enable:

• Products by Serial

• Serial Number as Mandatory

This ensures that all items requiring serial numbers must have serial numbers entered during receipt.

Step 2: Add Items to Inventory Receiving Voucher

• Navigate to the Inventory Receiving Voucher page.

• Add items to the voucher.

For each item, you may:

• Manually enter serial numbers one by one, or

• Click Auto Generate Serial Numbers to generate serial numbers automatically based on the entered quantity.

Note:
If Serial Number as Mandatory is enabled and serial numbers are not provided, the system will not allow the Inventory Receiving Voucher to be saved.

Automatically Create Inventory Receiving Voucher from Purchase Order

To automatically generate an Inventory Receiving Voucher when a Purchase Order is approved:

1. Go to Settings → Receiving & Delivery.

2. Enable the following options:

   • Create an inventory receipt when the Purchase Order is approved

   • Select the warehouse to auto-receive inventory generated from purchase orders

Updating Inventory Receiving Voucher

Only Inventory Receiving Vouchers with Unapproved status can be edited.

Steps

1. Go to Inventory → Inventory Receiving Voucher.

2. Select the voucher to be edited and click Edit.

3. Make the required changes and click Save.

Deleting Inventory Receiving Voucher

If the option “Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval)” is enabled, approved Inventory Receiving Vouchers can be deleted.

Important Note

Deleting an approved Inventory Receiving Voucher will:

• Reduce the inventory quantities of the items in the voucher

• Delete the associated serial numbers, if applicable