Material Receiving

What it is for

How it works

• A receipt moves through these statuses: Draft (saved, not sent), Pending approval (sent to Finance), Correction required (Finance sent it back), Approved (stock added) and Rejected (refused).
• Report what actually arrived, not what was ordered. The purchase order shows what is still pending for each line, but you enter the quantity you counted.
• If you do not know the purchase order, say so and list the materials instead - Finance matches the order before approving.
• For items tracked by serial number or batch, enter the serial numbers (one per line) or the batch number and expiry, so stock is recorded unit by unit.

Step by step

Every screenshot is from the live demo. The highlighted button is the one to click - nothing here is saved in the demo, so you can follow along freely.

1. 1

   Open Material Receiving

   Finance → Inventory → Material Receiving. The list shows each receipt with its number, warehouse, purchase order, vendor, supplier invoice number, delivery date and status. Filter by Draft, Submitted, Correction required, Approved or Rejected.

   

2. 2

   Report what arrived

   Click New Material Receipt. Choose the warehouse the goods arrived at and the purchase order they are against - the lines still pending on that order appear. Enter the supplier's invoice number and date, the delivery date and any notes for Finance, then enter the quantity you actually received on each line.

   

3. 3

   Save a draft or submit

   Click Save as draft to keep working on it, or Submit for review to send it to Finance. A draft is only visible to you; it can be edited and sent later.

4. 4

   Attach the paperwork

   Open the receipt and, under Supporting documents, choose the document type - Supplier Invoice, Delivery Challan, Purchase order copy, Material photo or Other - and click Upload. PDF, JPG, PNG or WEBP, up to 10 MB each. A supplier invoice on file lets Sayl draft the purchase bill for Finance once the receipt is approved.

   

5. 5

   Correct a receipt Finance sent back

   A receipt with Correction required shows what Finance asked for. Fix the quantity or the details, click Save changes, and click Resubmit for review. It goes back into Finance's queue with its history intact.

   

6. 6

   See an approved receipt

   When Finance approves, the receipt shows the goods receipt number that was created and says that stock has moved. If a supplier invoice was attached, it also says a draft purchase bill was created - Finance posts it under Bills.

   

Key fields

Warehouse *

Where the goods arrived. You only see the warehouses you are assigned to.

Purchase order (optional)

The order the goods are against. Choose the don't-know option to list materials instead.

Supplier invoice number / date

As printed on the supplier's invoice. Also becomes the bill reference.

Delivery date *

The day the goods arrived.

Quantity received

What you actually counted, per line.

Serial numbers / Batch number

For tracked items: one serial per line, or the batch number and expiry.

Notes

Anything Finance should know - damage, a short delivery, a split shipment.

Tips

• Photograph or scan the delivery challan at the dock and attach it before you submit - Finance can approve faster.
• If boxes arrive damaged, say so in Notes and attach a Material photo, so a rejection or a claim has evidence.
• Submit the receipt the same day the goods arrive, so stock is added as soon as it is approved.

Related Finance, GST & Accounting guides

• Material Receiving ReviewCheck what warehouse staff reported against the paperwork, then approve it into stock, send it back for correction or reject it.
• Purchase OrdersRaise purchase orders in Sayl Finance for what you intend to buy, then convert them into vendor bills.
• BillsRecord vendor bills in Sayl Finance - read them from a PDF, pick expense accounts, pay them in full or in part and track what you owe.
• Warehouse StockSee where each product's stock sits across your warehouses, and move stock from one warehouse to another.