Marking a cash purchase as received (stock into the warehouse)

What this does

When goods ordered via a cash purchase arrive at your warehouse, you mark the purchase as received in Usystems. This action updates your inventory, recording the goods as in-stock. Until you mark a purchase as received, Usystems treats the items as on order, not yet in your warehouse.

Before you start

• You have a saved cash purchase with line items.
• The goods have physically arrived at your warehouse and you have verified the quantity and condition.
• You have the ability to receive inventory (check your permissions if unsure).
• For inventory tracking, you may need warehouse or batch information (depending on your configuration).

Steps

1. Open the cash purchase. Navigate to Purchases Open in Usystems and find the purchase you want to mark as received (by number or supplier name).

2. Click the purchase to open the full record.

3. Look for a Mark as Received button or link, typically near the purchase status or at the bottom of the purchase details.

4. If the purchase has multiple line items, a receiving dialog or form may appear showing each item:

   • Item name
   • Ordered quantity
   • Received quantity (field to fill)
   • Optional: Warehouse location, Batch/Lot, Expiry date (if required)

5. Verify the Received Quantity for each line. By default, it is pre-filled with the ordered quantity. If you received less (or more), edit the quantity to match the actual delivery.

6. If required, select the Warehouse or Stock Location where the goods should be stored.

7. For items with batch or expiry tracking (e.g., pharmacy goods), enter:

   • Batch/Lot number (from the supplier)
   • Expiry date (from the supplier's label)

8. Review the receiving summary and confirm all quantities and details are correct.

9. Click Confirm or Mark as Received to complete the receiving.

What happens after marking as received

• The cash purchase status changes to Received.
• The line items' statuses change from "On Order" to "Received".
• Inventory counts are updated immediately in your warehouse.
• The general ledger is updated: Inventory is debited (or increased), and Cost of Goods Purchased is credited, offsetting the original payable.
• If a batch or expiry tracking is recorded, the system links this receipt to that batch for traceability.

Accounting impact

When you mark a cash purchase as received:

• Inventory (warehouse stock) is debited / increased by the cost of goods received.
• The original Accounts Payable entry may be adjusted to reflect the actual received quantity (if quantities differ from the order).
• Cost of Goods Purchased is credited, completing the purchase accounting entry.
• If you received less than ordered, a Purchase Return or Back Order is typically recorded for the shortfall.

Tips & common mistakes

• Receive only what arrived: Do not mark items as received if they have not physically arrived. This keeps your inventory counts accurate.
• Partial receipts: If a supplier makes multiple deliveries, you can receive partial quantities each time. The remaining quantity stays "On Order" until fully received.
• Batch and expiry tracking: If your product type (e.g., pharmacy, food) requires batch/lot tracking, do not skip this step. It is critical for recalls, returns, and compliance.
• Warehouse location: If you have multiple warehouses or storage zones, specify the correct location. Inventory reports are often filtered by location.
• Discrepancies: If the received quantity differs significantly from the order, investigate before marking received. Contact the supplier if items are missing or damaged.
• Document the receipt: Keep a photo or written record of the delivery (packing slip, receipt from supplier) for your audit trail.