Transaction: Receipt

Receipt records stock entering a warehouse. Use it for purchase receipts, opening stock, supplier delivery, stock returns that increase stock, or other stock-in events.

Menu Location and Access

Open Receipt from the sidebar. Create, update, delete, import, and print actions depend on Receipt permissions.

Field Guide

Field	Meaning
Transaction Category	Classifies the receipt document and can control numbering or print template.
No Document	Document number generated or filled according to transaction category numbering.
Transaction Date	Date of the stock-in event.
Warehouse	Warehouse receiving the stock.
Reference	Standard reference field for source document or external number.
Description	Standard document note.
Document Status	Draft does not update stock; Complete updates stock.
Item / Quantity	Item lines and received quantity.
Unit Price / Amount	Visible only when pricing is enabled and user has price access.
Custom Fields	Extra operational data configured by the company.

Document Status

Document status controls whether stock is affected:

Status	Stock Impact	Operational Meaning
Draft	No stock movement yet.	Use while data is incomplete or still being checked.
Complete	Stock is updated.	Use when the document is approved and physically correct.
Void	Reverses a completed movement or cancels an unfinished document.	Use when a document must be cancelled while keeping an audit trail.

Completed and voided documents should be treated as audit records. If a completed document is wrong, follow company correction policy instead of editing stock history casually.

Important: Draft does not change stock. Complete changes stock. Always confirm the document status before investigating balance differences.

Create a Receipt

1. Open Receipt and select Create Receipt.
2. Choose transaction category and transaction date.
3. Select the receiving warehouse.
4. Fill reference and description if needed.
5. Add item lines with quantity.
6. Fill custom fields if the company configured Receipt Form.
7. Save as draft if the document is not ready, or complete it to update stock.

If the receipt has many item lines, use the transaction line import action in the form. Download the template, fill item code and quantity, upload it, then review the imported lines before saving or completing.

Goods Receipt Form Example

A practical goods receipt form usually needs more than item and quantity. KartuStok keeps stock calculation simple: stock changes come from warehouse, item, quantity, and document status. Custom fields provide the audit story around the receipt.

Recommended custom fields below are examples, not built-in fields. Add them only if they match your receiving process.

Business Need	Recommended Custom Field	Suggested Type	Why It Helps
Link receipt to purchasing	PO Number	Text	Connects stock receipt to purchase order.
Identify supplier	Supplier	Text or Dropdown	Shows who delivered the goods.
Match delivery document	Delivery Order No	Text	Matches supplier delivery note.
Record receiver	Received By	Text or Dropdown	Clarifies warehouse responsibility.
Quality decision	QC Status	Dropdown	Accepted, Hold, or Rejected.
Batch tracking	Batch No	Text	Helps trace batch-sensitive items.
Expiry tracking	Expiry Date	Date	Useful for perishable or controlled goods.
Document evidence	Attachment	File	Stores delivery order photo or signed form.

Practical Example: Purchase Stock In

A warehouse receives 50 boxes of Packaging Tape from a supplier.

Step	User Action	Result to Check
1	Create a Receipt with category Purchase Receipt.	Document number follows company numbering.
2	Select receiving warehouse, for example Main Warehouse.	Stock increase will be recorded in that warehouse.
3	Fill Reference with supplier delivery note number.	Document can be traced later.
4	Add Packaging Tape with quantity 50.	Line quantity matches physical receipt.
5	Fill custom fields such as PO Number, Supplier, Received By, and QC Status if configured.	Audit context is complete.
6	Complete the Receipt.	Stock balance increases and the document appears in reports.

If pricing is enabled, review Unit Price before completing the document. The saved Unit Price becomes the transaction snapshot and does not automatically change when item Default Cost changes later.

Print and Report Relationship

Use Print Template when receipt output must show supplier, PO number, QC status, or signatures. Use Detail Stock Card with detailed transaction info to audit receipt movement later.

What to Verify After Saving

Check	Where
Receipt is listed with correct date and document number.	Receipt list.
Stock increased in the receiving warehouse.	Summary Stock Card or Detail Stock Card.
Custom fields are visible when detailed transaction info is enabled.	Detail Stock Card.
Printed receipt has required fields and signature area.	Receipt print page.

Common Problems

Problem	Fix
Item cannot be selected	Confirm item is active and master data is complete.
Warehouse is empty	Select the receiving warehouse before adding lines.
Required custom field blocks completion	Fill the field or review Receipt Form configuration.
Unit Price is hidden	Check company pricing and role price access.
Receipt does not affect stock	Confirm the document is completed, not draft.