Step by step
Receive a delivery
Check a delivery against its purchase order, reject what came broken or wrong, add the freight, and release goods held for inspection.
Receiving is “Goods received notes: what arrived, what was rejected and why, with batches, serials and landed costs.” You receive against the purchase order, so Kila knows what is still to come.
At Baraka Wines and Spirits, deliveries come to the Baba Dogo store, where Beatrice Wanza is the storekeeper. Highland Spirits Kenya has brought 12 Kilimanjaro Vodka 750ml and 2 cases of Kenya Gold Cane Spirit 750ml. One vodka bottle came broken.
Open Purchasing › Receiving and tap Receive goods
Kila asks “Which order arrived?”: “Choose the purchase order on the delivery note.” Tap it. Where the goods go to quarantine first, Kila says so: “Baba Dogo store inspects incoming goods. They are counted on hand but cannot be sold until released.”
Steps 2 to 6 on one screen. Type what you accept
Accepted starts at what is Still due: change it to what you count. Goods ordered by the pack are counted in packs, such as 2 Case of 12.
Reject what came broken or wrong
Type the number under Rejected and why under Details (“Why rejected: broken, wrong item”), such as “Broken in the crate”.
Type the supplier's delivery note
Under Supplier delivery note. Kila shows the Value received in KES.
Add any landed costs
Freight (“Paid on delivery”), Import duty, Clearing charges and Other landed costs: “KES 600.00 of freight, duty and clearing is spread over the accepted goods by value, so their stock cost includes what it took to land them.” Leave them empty when there are none.
Tap Record receipt
The receipt opens: What arrived, with the rejected bottle and why. Goods held back say Awaiting inspection: “They are on hand but cannot be sold until inspected and released.”
Step 7. Tap Inspect
Kila opens Putaway and inspection. Under Waiting for inspection: “Stock here is counted on hand but cannot be sold until it passes inspection.” Tap Inspect next to a product.
Choose the result
Kila says what is held, such as “Baba Dogo store: 11 in quarantine, 0 damaged.” Under Result, choose Passed: release for sale, or Failed: mark damaged. Quantity starts at all of it. Add an Inspection note if there is something to say.
Steps 8 and 9 on one screen. Tap Record inspection
Kila says Inspection recorded, and the goods can be sold. Do the same for each product.
The goods still belong to the supplier
Link to this section: The goods still belong to the supplierSwitch on Received on consignment before you record the receipt: “The goods still belong to the supplier. They are on hand and sellable, nothing is owed on receipt, and the supplier is paid only for what sells.” See Take stock on consignment.
Something has to go back
Link to this section: Something has to go backTap Return to supplier on the receipt. See Return goods to a supplier.
Good to know
Goods held for inspection are counted on hand, but no one can sell them until they pass.
- Make a purchase order: what you receive against.
- Record a supplier invoice: the bill, matched to the order and this receipt.
- Warehouse: bins, putaway and inspection.
- Receive a delivery at intake: at a plant, intake with its tests.
- Track batches and serial numbers: batches and expiry dates you record on receipt.
Next: Record a supplier invoice.