A goods receipt is the system record confirming that specified goods were physically received against an order or expected delivery. It records receipt, not necessarily final acceptance or invoice approval.
What does a goods receipt contain?
Typical fields include purchase order, item, quantity, date, location, lot or serial number, receiver and any shortage or damage.
How is it used?
The receipt updates inventory or project records and supports invoice matching. It may trigger accounting entries depending on the system.
Goods receipt versus inspection acceptance
Receipt confirms arrival. Inspection may later determine whether the goods meet specification. Systems should distinguish received, quarantined, accepted and rejected quantities.
What happens with partial delivery?
Record only the quantity received and leave the balance open or close it through an authorized decision. Do not enter the full order to make an invoice match.
What controls are needed?
Require evidence, restrict backdating and reversals, link returns and reconcile receipt records to physical inventory and invoices.
