Manual Goods receipt
The goods receipt materializes the physical entry into stock of items received from the supplier (stock impact +). It tracks, by supplier and by date, the quantities actually received — with batch and expiry date management where applicable.
Overview
The Goods receipt records the actual arrival of ordered goods and their entry into stock. It is the reference screen for checking what was actually received, supplier by supplier and date by date. Each goods receipt details the items and the quantities received. It is the screen that carries out the replenishment stock movement on the purchasing side.
Business goal
- Enter received items into stock (stock +)
- Track the quantities actually received
- Assign batch and expiry date when the stock manages them
- Guarantee the traceability of purchase entries
Target audience
- Warehouse / logistics — check and receive goods
- Buyers — track order progress
- Stock managers — manage levels
Position in the cycle
The goods receipt comes after the purchase order and contributes to stock entry. See Supplier purchase orders upstream and Purchase invoices downstream.
Access and navigation
Left-hand side menu: Purchasing → Goods receipts.
List of goods receipts
The page is an entry log: each row = one goods receipt (supplier + date), expandable to see the detail of the items received and their quantities. Read-only screen: no data entry is done here, goods receipts result from the processing of orders.
| Supplier⇅ | Receipt date⇅ | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| SOTUCAB MATÉRIEL | 28/04/2026 | ||||||||||||
| |||||||||||||
| IMPORT TECH SARL | 22/04/2026 | ||||||||||||
| DELTA SUPPLY | 09/03/2026 | ||||||||||||
Table columns
| Column | Description |
|---|---|
| Supplier | Supplier that delivered the goods received. |
| Receipt date | Date the items actually entered stock. |
| Detail (expanded row) | Item + Quantity received for each item in the goods receipt. |
Read-only screen
This page contains neither a "New" button nor direct creation: Search (supplier + period) is its only action. Goods receipts are generated by the processing of orders (section 6).
Action bar
Search
Filters goods receipts by supplier and by period (start date / end date).
Expand the detail
Each row's button reveals the items received and their quantities.
Detail of received lines
When expanding a goods receipt, Swifto displays for each item the quantity received that was added to stock.
| Field | Description |
|---|---|
| Item | Label of the received item. |
| Quantity received | Quantity actually entered into stock for this item. |
The quantity received may be lower than the quantity ordered (partial delivery): the purchase order then keeps a remaining-to-receive balance.
How a goods receipt is created
The goods receipt is not entered "from scratch": it results from the processing of a purchase document (purchase order / invoice). When the goods entry is validated, Swifto creates the corresponding goods receipt and increments stock.
Upstream purchase document
A supplier purchase order (or a direct purchase invoice) specifies the expected items and the receiving warehouse.
Goods entry
On physical arrival, the received items (and their quantities) are validated; stock is incremented.
Goods receipt tracked
The goods receipt appears in the list (supplier + date) with the detail of quantities received, viewable at any time.
Stock impact, batches & expiry dates
The goods receipt is a replenishment stock movement (entry +). Depending on the mode of the receiving stock, batch and expiry date are managed.
Simple stock
The quantity received is added directly to the item's stock quantity.
Batch stock
The goods receipt is linked to a batch number, for fine-grained traceability of the entry.
Batch + expiry date stock
In addition to the batch, the expiry date is entered to manage expirations.
One mode per stock
Each stock has only one mode: simple, OR by batch, OR by batch + expiry date. The goods receipt follows the mode of the destination stock configured for the company.
Advanced stock management: routing by item nature
When the company is in advanced stock management, the goods receipt feeds the correct stock according to the nature of each item received:
Raw materials & semi-finished goods
Enter a purchasing stock (always simple) — the reserve that feeds production.
Finished goods
Enter a sales stock, with allocation by batch / expiry date if that stock manages them.
With each goods receipt (delivery note or purchase invoice), the cost of purchasing stocks is recalculated using rolling CUMP (weighted average cost) and the stock value is updated — see Stock valuation. In simple mode, the goods receipt feeds the selected stock with no routing by nature.
Goods receipt statuses
| Situation | Meaning | Stock impact |
|---|---|---|
| Received | Items entered into stock, quantities tracked. | Stock + |
| Partial receipt | Only part of the order has been received. | Stock + (partial) |
| Remaining to receive | Balance of the purchase order not yet delivered. | None |
Lifecycle (workflow)
flowchart LR A([Purchase request]):::s --> B([Supplier
purchase order]):::p B --> C[Goods
receipt]:::p C --> S[(Stock incremented)]:::st C -->|batch / expiry| L([Batch traceability]):::s B --> F[Purchase invoice]:::p F --> G([Payment]):::ok classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
Business rules
Stock entry — the goods receipt is the document that materializes the physical entry; it is what increments stock on the purchasing side.
Actual quantities — the quantity received may differ from the quantity ordered; the purchase order remains open on the undelivered balance.
Traceability — batch and expiry date are kept at receipt when the receiving stock manages them.
Read-only screen — the Goods receipts page is used for tracking and control; entries come from the processing of purchase orders / invoices.
Roles & permissions
| Action | Warehouse clerk | Buyer | Accountant | Admin |
|---|---|---|---|---|
| View goods receipts | ✅ | ✅ | ✅ | ✅ |
| Receive goods (stock entry) | ✅ | — | — | ✅ |
| Search / filter | ✅ | ✅ | ✅ | ✅ |
| Assign batch / expiry date | ✅ | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Partial delivery of 100 computers
A purchase order for 100 computers is delivered in two batches. The first goods receipt enters 60 units into stock; a second goods receipt, later, adds the remaining 40. Each entry is tracked separately by date.
Perishable goods with expiry date
For a stock managed by batch + expiry date, the goods receipt of a food batch records its batch number and its expiry date, later used for expiration alerts.
FAQ & Tips
Why is there no "New" button?
The goods receipt results from the processing of purchase orders / invoices. This screen is used to view and check entries, not to create them from scratch.
Stock hasn't increased?
Check that the goods entry was actually validated and that the destination stock is correctly configured.
Tip — check on receipt
Systematically compare the quantities received to the quantities ordered before validation to detect any delivery discrepancy.
