Purchase orders and goods receipts
You will be able to: Raise a purchase order and understand why it posts nothing; Receive goods against an order, in full or in part; Explain why the GRN Rate matters for stock value; Find deliveries that have not yet been billed.
- Read not done yet
- Self-check: not taken not done yet
- Lesson complete not done yet
A purchase order (PO) is a plan: what you ordered, at what price, by when. Submitting it gives it a PO number but changes no stock, no accounts and no VAT. The supplier is optional on an order, and the Expected Delivery date is the date the supplier promised. A goods receipt made from the order counts as on time when it is dated on or before that date, which feeds the supplier performance report.
Receiving against the order
When the goods arrive, create a goods receipt (GRN). The quickest way is Convert in the Purchase Order list, then Create Goods Receipt. You can also start a new GRN and set Create Against to Purchase Order, pick the order in Source Doc and press Pull Lines. Zeyto copies the open lines at the quantity still to receive.
- Lower Qty on any line that has only partly arrived. You cannot go above what is still open.
- Check the Warehouse. Each line can use its own if you show the Warehouse column.
- Check the Rate on each line. The goods are valued in stock at this Rate, not at anything you remember from the order.
- Press Submit. Stock goes up and the order's Flow becomes Partial until everything is received.
What a GRN posts
Stock goes up by each stock line's quantity in the line's warehouse. Zeyto values the goods at Qty times Rate, less any line discount, and recalculates the item's average cost from that. The ledger entry is debit Inventory, credit Goods Received Not Invoiced. No VAT is recorded and the supplier's balance does not change: those come with the purchase invoice. Service lines move no stock.
Items tracked by serial or IMEI number need one number per unit on the GRN line, and none may have been used before. Tick the Quality Check box if goods passed inspection; it is saved and printable but does not stop you submitting.
Correcting and following up
To correct a receipt, open it and press Amend: Zeyto takes the original goods out and puts the corrected ones in. Zeyto refuses while a posted purchase invoice made from the receipt still stands; cancel the invoice first. To see deliveries that are waiting for a bill, use the Goods Received Not Invoiced report. The Pending Purchase Orders report lists orders that still have goods to arrive.
Try it in the demo
- Open demo.zeyto.app/demo-app/ and sign in with the public demo user (admin, password demoAdmin123).
- Open Purchase, Purchase Order, press + New Purchase Order, choose a supplier and add two items (do not submit in a shared demo unless you are happy to leave the record).
- In Purchase, Goods Receipts press + New Goods Receipt and set Create Against to Purchase Order to see the Source Doc and Pull Lines controls.
- Press Columns on a line grid and look for Serial / IMEI, Batch No and Expiry Date.
- Open Reports and search for Goods Received Not Invoiced.
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
- A PO is a plan and posts nothing.
- A GRN brings goods into stock at the line Rate and credits GRNI.
- Partial receipts are normal: lower Qty and the order stays open.
- VAT and the supplier balance wait for the purchase invoice.
Check yourself
4 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.
1. What does submitting a Goods Receipt (GRN) post?
2. You order 200 units at AED 15 and 120 arrive. After a GRN for 120, what is debited to Inventory?
3. A GRN is posted. Which of these happen?
Select all that apply.