Make a goods received note
What arrived, who counted it, and how it matched the order.
The goods received note is the link between the order and the invoice. It records what physically arrived, who checked it and against which purchase order, so that when the supplier bill lands somebody can tell whether it is right before it is paid. Without it, an accounts team is approving payments on trust and on memory.
How to make a goods received note
- 1
Choose Goods received note
The lines are quantities only, with no prices, because the gate does not need the commercial terms.
- 2
Reference the order and the supplier invoice
Both numbers go on it, so the three documents can be matched later.
- 3
Note the count and who checked it
The person who actually counted signs it. That signature is the control.
Why three way matching exists
Order, receipt, invoice. When all three agree, the bill gets paid. When they do not, somebody has a conversation before the money leaves, which is much cheaper than having it afterwards.
If some of it has to go back
Damaged or wrong goods need a return note that debits the supplier.
Frequently asked questions
Is this the same as the delivery note?+
No. The delivery note comes from the supplier and says what they claim to have sent. The goods received note is yours and says what you found when you opened the boxes.
What if the count is short?+
Write the received quantity, not the ordered quantity, and note the shortage against the line. That is the whole point of the document.
Who keeps it?+
Stores keeps a copy and accounts gets one, so the invoice can be matched before it is approved for payment.
Is anything uploaded?+
No. It is generated in your browser.