KTPv5
User DocsPurchase

Received Receipt

Staff guide for recording received vendor goods, stocking rows, and starting purchase invoices.

What Is A Received Receipt?

A Received Receipt records goods that arrived from a vendor before or during purchase invoice work. Staff use it to record what was physically received, attach receipt photos, and turn received rows into stock batches.

Received Receipt is the practical starting point for goods that enter the business. After a receipt is created, the work splits into two tracks:

  • Inventory Track: warehouse staff convert received rows into Stock.
  • Accounting Track: office staff match the vendor invoice or dispatch document and continue the Purchase Invoice workflow.

Creating a Received Receipt does not create stock automatically. Staff must open the receipt detail page and stock each row, or use Stock All, after the receipt is saved.

Received Receipts can be created in two ways:

  • In the Web client, by selecting a vendor and adding item rows manually.
  • In the Warehouse app, by scanning received items first, then adding the vendor and reference details.

Where To Find It

AppScreenRouteUse it to
Web clientReceived Receipts/v2/received-receiptSearch and open receipts.
Web clientNew Received Receipt/v2/received-receipt/newCreate a receipt manually.
Web clientReceived Receipt detail/v2/received-receipt/:idReview rows, stock rows, edit, or create an invoice.
Web clientEdit Received Receipt/v2/received-receipt/:id/editUpdate unstocked rows and receipt details.
Web clientCreate Invoice from Receipt/v2/received-receipt/:id/invoiceStart a Purchase Invoice using receipt rows.
Warehouse appWork > Receive/work/receiveSearch receipts and start a new receiving scan.
Warehouse appNew Receive/receive-newScan received items, then save the receipt.
Warehouse appReceipt detail/receive-detail/:idReview and stock received rows.
Warehouse appEdit Receive/receive-edit/:idEdit unstocked scanned rows and receipt details.

Main Fields

FieldNotes
VendorRequired supplier. Web and Warehouse both search existing vendor records.
Invoice RefVendor invoice reference. Either Invoice Ref or Dispatch Ref is required so the office can match the delivery later.
Dispatch RefVendor dispatch or delivery reference. Either Dispatch Ref or Invoice Ref is required so the office can match the invoice later.
AuthorStaff user who created the receipt.
NoteOptional internal note.
AttachmentsReceipt or dispatch document images.
RowsReceived items, quantities, UOM, barcode snapshot, manufacture date, expiry date, and stocked status.
Stocked RowsCount of rows already converted into stock batches.
Invoice StatusWhether a Purchase Invoice has been linked to the receipt.

Quantities are shown as normal decimal quantities to staff. KTPv5 stores them internally using its fixed quantity scale.

The recommended workflow is:

  1. Vendor delivers goods to the warehouse.
  2. Warehouse staff check the delivery against the vendor's Invoice or Dispatch Note.
  3. Warehouse staff create the Received Receipt using that reference document.
  4. Warehouse staff pass the same reference document to the office.
  5. Office staff use the reference to match the later Purchase Invoice work.

Vendors do not always send the same type of document with a delivery. Some send an Invoice immediately, and some send only a Dispatch Note first. This is why one of Invoice Ref or Dispatch Ref must be entered before saving the receipt.

Create In The Web Client

  1. Open Purchasing > Received Receipts.
  2. Click New Receipt.
  3. Search and select the vendor.
  4. Enter either Invoice Ref or Dispatch Ref.
  5. Add an optional note.
  6. Add document photos if needed.
  7. Search and add item rows.
  8. Enter the received quantity, UOM, manufacture date, and expiry date.
  9. Click Save.

The receipt is saved with unstocked rows. Open the detail page to stock the rows after reviewing them.

Create In The Warehouse App

  1. Open Work > Receive.
  2. Tap New.
  3. Scan received item barcodes.
  4. Use the date controls when scans should share a manufacture or expiry date.
  5. Use Search to add an item manually when it cannot be scanned.
  6. Use Register when a scanned item is not registered yet and should be created before saving.
  7. Tap Next.
  8. Select the vendor.
  9. Enter either Invoice Ref or Dispatch Ref.
  10. Add note or document photos if needed.
  11. Tap Save.

The Warehouse app blocks saving while any scanned row is still a not-registered item. Register or remove those rows before saving.

Stock Received Rows

Stocking is a separate action after the receipt is saved.

  1. Open the receipt detail page.
  2. Review the vendor, references, rows, quantities, and dates.
  3. Click or tap Stock on one row, or use Stock All.
  4. Confirm the action.

Each stocked row creates one stock batch. The new stock starts without a warehouse/shelf location, so warehouse staff can move it later through the stock movement workflow.

Once a row is stocked, that row is locked from receipt editing.

Edit A Received Receipt

  1. Open a receipt that is not linked to a Purchase Invoice.
  2. Choose Edit.
  3. Update receipt references, note, attachments, or unstocked rows.
  4. Save.

Stocked rows are not editable. If every row is already stocked, editing is only useful for receipt details such as references, note, or attachments.

Receipts linked to a Purchase Invoice cannot be edited.

Create A Purchase Invoice From A Receipt

In the Web client, open a receipt that does not already have an invoice and choose Create Invoice.

KTPv5 starts a Purchase Invoice using:

  • The receipt vendor
  • Invoice Ref as the invoice document id
  • Dispatch Ref as the reference
  • Receipt rows as invoice rows
  • Receipt quantities as received quantities

Creating or publishing the Purchase Invoice is still part of the Purchase Invoice workflow. The receipt becomes linked to the invoice after the invoice is published.

Search Received Receipts

Use the list search in the Web client or Warehouse app.

Search can match:

  • Author
  • Invoice Ref
  • Dispatch Ref
  • Vendor English or Korean name
  • Row item English or Korean name
  • Row barcode

The date range filters by receipt creation date.

Required Roles

ActionRequired role
Search and view Received Receiptsreceived_receipt.read, received_receipt.manage, received_receipt.stock, or purchase_invoice.manage for invoice conversion
Search vendors while creating or editing receiptsreceived_receipt.manage, purchase_order.manage, pricing.manage, contact.read, or contact.manage
Create a Received Receiptreceived_receipt.manage
Edit an un-invoiced Received Receiptreceived_receipt.manage
Stock one row or Stock Allreceived_receipt.stock
Create a Purchase Invoice from a receiptpurchase_invoice.manage

Common Problems

ProblemWhat it means
Vendor is requiredThe receipt has no selected vendor.
Invoice Ref or Dispatch Ref is requiredAt least one reference field must be filled.
At least one row is requiredNo received item rows were added.
Not-registered item blocks Warehouse saveRegister the temporary item or remove the scan before saving.
A row is missing from edit modeThe row has already been stocked and is locked from editing.
Row is already stockedAnother user or previous action already created stock from that row.
Cannot edit: receipt is linked to a purchase invoiceThe receipt has a Purchase Invoice link and is no longer editable.
New stock has no locationStock from receipt is created as unlocated stock and must be moved separately.

Overview

User guides for current purchase workflows.

Purchase Invoice

Staff guide for creating, matching, publishing, and reviewing vendor purchase invoices.

On this page

What Is A Received Receipt?Where To Find ItMain FieldsRecommended WorkflowCreate In The Web ClientCreate In The Warehouse AppStock Received RowsEdit A Received ReceiptCreate A Purchase Invoice From A ReceiptSearch Received ReceiptsRequired RolesCommon Problems