Goods Receipts
Receiving goods is a critical step in the purchasing process in MAQSU ERP. It confirms that the ordered products have been physically delivered by the supplier, updates your inventory stock levels, and prepares the Purchase Order for vendor billing.
Always verify that the quantities and products received match the Purchase Order before validating the goods receipt. Any discrepancies should be resolved with the supplier before completing the process.
Once a Purchase Order has been confirmed, the next step is to receive the goods from the supplier. Follow the steps below to complete the goods receiving process in MAQSU ERP.
Step 1 — Navigation
From the left sidebar, click Purchase. Then from the top navigation menu, go to Orders ‣ Purchase Orders.
Step 2 — Find the Order
Locate the Purchase Order you want to receive goods for by utilizing the Filters feature. Click the Filters button at the top-right of the list, then select Billing Status is "Nothing to Bill" from the filter options to narrow down the results.
If Billing Status is "Nothing to Bill" does not appear in the standard filter list, you can use a Custom Filter instead. Click Add Custom Filter, then set the conditions as follows:
- Field: Billing Status
- Operator: is
- Value: Nothing to Bill
Then click Apply to apply the custom filter.
After applying the filter, the list will show only Purchase Orders with a Billing Status of Nothing to Bill.
Step 3 — Open Order
Click on the Order Number of the Purchase Order you want to receive goods for to open it. You will see the Purchase Order detail page showing the vendor, order date, and the Order Lines with the ordered products, quantities, and amounts. Note that the Received column will show 0.00, indicating that no goods have been received yet.
Step 4 — Receive Products
Click the Receive Products button at the top of the Purchase Order form to start the goods receiving process. This will open theGoods Receipt form (e.g., WH/IN/00004) which shows all products from the Purchase Order that are pending receipt.
The status bar at the top right shows the current stage of the receipt: Draft → Waiting → Ready → Done. When you open the receipt, it will be in Ready status, meaning the goods are ready to be validated.
Step 5 — Validate
After reviewing the goods receipt, click the Validate button to confirm that the goods have been physically received.
The Goods Receipt form displays:
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Receive From – The vendor supplying the goods.
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Operation Type – The warehouse operation type, typically Goods Receipts.
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Scheduled Date – The expected date of receipt.
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Source Document – The Purchase Order number this receipt is linked to.
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Operations Tab – Lists each product with its Demand (ordered quantity) and Done (received quantity).
Step 6 — Apply
A confirmation dialog — Immediate Transfer? — will appear. This dialog informs you that you have not yet recorded the Done quantities manually, and that clicking Apply will instruct MAQSU to automatically process all quantities as received. Click Apply to confirm and complete the goods receipt.
If you want to record partial receipts or specify exact done quantities manually before validating, click Cancel on this dialog, update the Done column for each product, then click Validate again.
Step 7 — Verify
After clicking Apply, the goods receipt status will automatically update to Done. You will also notice that:
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The Done column now shows the received quantities matching the
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An Effective Date has been recorded, showing the exact date and time the goods were received.
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The available action buttons change to Return, Scrap, and Unlock, confirming the receipt is complete.
Once goods are received, the next step is to Create a Bill to record the supplier invoice and process payment against the Purchase Order.