Goods receipt and QC

A Goods Receipt (GR) records what physically arrived against a purchase order. It’s the gate between the PO and your inventory: confirming a receipt checks what came in against what was ordered, routes inspection items to QC, and posts stock into Inventory.

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Add a short recording here: the goods-receipt and QC flow, creating a GR against an approved PO, entering received quantities and batch, the received-vs-ordered mismatch flags, confirming, and a QC-flagged line landing in the QC bucket.

Recording a goods receipt

1. Open the approved PO and choose Create Goods Receipt (a GR can only be raised against an Approved PO).
2. Villva assigns a GR number automatically. Confirm the vendor.
3. For each line, enter the received quantity, the receiving warehouse, the cost, and the batch number.
4. Confirm.

The received quantity per line can’t exceed the PO line’s open quantity. Receiving part of a line marks the PO Partially Received; receiving all of it marks it Fully Received.

Checking against the order

The GR detail page compares received vs ordered quantities and flags problems:

• Shorts and overs are highlighted per line. For over-receipts, your organisation’s configuration decides whether to accept or reject.
• Batch / lot / serial / expiry are captured per line where required, missing values block the save.
• Partial receipts are supported; confirming advances the PO’s fulfilment and increases stock at the warehouse and bin.
• QC-required items route to QC stock, not directly to available stock (see below).
• Asset-tagged lines create a draft asset record on confirm.

Once confirmed, a receipt is locked: corrections go through the inventory adjustment flow. The receipt event, any mismatches, batches and the actor are all audited.

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Add a screenshot here: the goods-receipt detail page comparing received vs ordered per line with shorts/overs highlighted and the batch/lot/serial/expiry fields.

The goods-receipt list

The GR list is your working view of received shipments, with columns for GR number, PO number, vendor, receiving warehouse, received date, total received quantity, batch reference, QC status and status. Sort and page through it, and filter by date range, warehouse, vendor and status (full / partial / over / rejected). It’s scoped to your active business unit and the warehouses you’re authorised at.

Posting stock into Inventory

Every committed goods receipt automatically posts a stock-in movement into Inventory for each received line (warehouse, item, batch, quantity, cost), referencing the source GR and PO line, no re-keying, and no GR is committed without its stock movement.

Goods flagged for QC land in the QC / quarantine bucket, not directly in available finished goods. They become usable stock only after a recorded quality pass, see Quality control for the inspection workflow.