What is a goods receipt?

A goods receipt is a warehouse document that records the inbound of goods into the warehouse. Each goods receipt automatically increases stock levels. A goods receipt contains a header (supplier, date, reference) and line items (items with quantities and prices).

Goods receipt header

The goods receipt header contains basic document data:

• Document number – automatic (PR-000001), unique per warehouse and type
• Date – date of receipt
• Supplier – required (hidden for IM/IV/OT)
• Reference – free text entry (e.g. supplier invoice number). For write-offs: drop-down with types (shrinkage, spillage, breakage, damage, expiry)
• Warehouse – receiving warehouse
• Destination warehouse – only for inter-warehouse transfer (MS) and internal transfer (IMS)

Goods receipt items – basic fields

Basic view (always visible):

• Item name – search by name with autocomplete
• Item reference – search by reference
• Barcode – search by barcode
• Quantity – number of received units
• VAT % – tax rate (automatic from item)
• RP (Retail per unit) – retail price including VAT
• Retail total – quantity x RP

Goods receipt items – detailed view (button "Details")

Clicking Details reveals advanced fields:

Purchase price:

• Purchase price per unit – supplier price per unit
• Purchase amount – purchase price x quantity

Supplier discount:

• Discount % – discount percentage
• Discount per unit – discount amount per unit (= purchase price x discount%)
• Discount amount – total discount (= discount per unit x quantity)

The three fields are linked – entering a value in any field automatically calculates the other two.

Dependent costs:

• Dependent costs per unit – costs per item unit
• Dependent costs – total dependent costs (= per unit x quantity)

Dependent costs – detailed explanation

Dependent costs are all costs incurred during procurement of goods that are not included in the supplier's purchase price. They are distributed across the purchase price of each item and thus increase the actual cost price.

Typical examples of dependent costs:

• Transport / delivery – costs of transporting goods from the supplier to your warehouse
• Forwarding – forwarding agent costs for imported goods
• Loading / unloading – goods handling costs
• Transit storage – if goods are temporarily stored en route
• Transport insurance – insurance policy for goods in transit

How to enter dependent costs:

• Click Details to display advanced fields
• Enter the amount in Dependent costs per unit (per piece) – the system automatically calculates the total
• Or enter the total amount in Dependent costs – the system automatically calculates per unit
• Dependent costs are added to the purchase price when calculating the cost price

Formula:

Cost price per unit = Purchase price - Discount per unit + Dependent costs per unit

Cost amount = Cost price per unit x Quantity

Example: You buy 100 units of an item at 10 EUR. Transport costs 50 EUR total.

• Purchase price per unit = 10.00 EUR
• Dependent costs per unit = 50 / 100 = 0.50 EUR
• Cost price per unit = 10.00 + 0.50 = 10.50 EUR
• Cost amount = 10.50 x 100 = 1,050.00 EUR

Other costs – detailed explanation

Other costs are additional costs NOT included in the cost price but affecting margin and retail price calculation. The difference from dependent costs: dependent costs go into the cost price, while other costs go into WP and the retail price above the cost price.

Typical examples of other costs:

• Customs duties – customs costs on imports
• Inspection – goods inspection costs
• Certification – certificate and permit costs
• Processing / finishing – additional item processing costs

Effect on calculation:

• Other costs are added to WP: WP = Cost price + Margin + Other costs
• Margin is calculated on the basis of cost price + other costs: Margin per unit = (Cost price per unit + Other costs per unit) x (Margin% / 100)
• RP includes other costs: RP = Cost price + Margin + Other costs + VAT + PET

Example: Cost price 10.50 EUR, customs 1.00 EUR per unit, margin 30%.

• Other costs per unit = 1.00 EUR
• Margin per unit = (10.50 + 1.00) x 30% = 3.45 EUR
• WP = 10.50 + 3.45 + 1.00 = 14.95 EUR
• VAT (25%) = calculated from RP by deduction method

Complete calculation – step by step

Here is a complete calculation example from purchase price to retail price:

1. Purchase price (supplier price)

• Purchase price per unit = 100.00 EUR
• Quantity = 50 pcs
• Purchase amount = 100 x 50 = 5,000.00 EUR

2. Supplier discount (rebate)

• Discount % = 10%
• Discount per unit = 100 x 10% = 10.00 EUR
• Discount amount = 10 x 50 = 500.00 EUR

3. Dependent costs (transport)

• Total transport = 250.00 EUR
• Dependent costs per unit = 250 / 50 = 5.00 EUR

4. Cost price (actual procurement cost)

• Cost price per unit = 100.00 - 10.00 + 5.00 = 95.00 EUR
• Cost amount = 95 x 50 = 4,750.00 EUR

5. Other costs (customs)

• Other costs per unit = 2.00 EUR

6. Margin

• Margin % = 40%
• Margin per unit = (95.00 + 2.00) x 40% = 38.80 EUR

7. WP (wholesale price excl. VAT)

• WP = 95.00 + 38.80 + 2.00 = 135.80 EUR

8. VAT (25%)

• RP = WP x (1 + VAT%/100) = 135.80 x 1.25 = 169.75 EUR
• VAT per unit = RP - WP = 169.75 - 135.80 = 33.95 EUR

9. RP (retail price incl. VAT)

• RP = 169.75 EUR
• Retail total = 169.75 x 50 = 8,487.50 EUR

Reverse calculation (changing RP)

If you manually enter the desired RP (retail price), the system automatically recalculates the margin in reverse:

• Margin per unit = RP - Cost price - VAT - Other costs - PET
• Margin % = ((RP - VAT - PET) / (Cost price + Other costs)) x 100 - 100

Example: You want an RP of 149.00 EUR (instead of the calculated 169.75):

• VAT per unit = calculated from the new RP: vatPre = (100 x 25) / (100 + 25) = 20%, VAT = 149.00 x 20% = 29.80 EUR
• Margin per unit = 149.00 - 95.00 - 29.80 - 2.00 = 22.20 EUR
• Margin % = ((149.00 - 29.80) / (95.00 + 2.00)) x 100 - 100 = 22.89%

This way you can simply set the desired retail price and the system will calculate the margin.

Types of warehouse documents

Goods receipts (inbound – increase stock):

• PR – Own goods receipt – standard receipt from supplier
• PRM – Margin goods receipt – receipt with margin calculation
• KPR – Consignment goods receipt – receipt of consignment goods
• PRR – Materials receipt – receipt of raw materials
• PRA – Auto receipt – vehicle receipt into ownership (for car dealerships)
• PRAM – Auto receipt M – vehicle receipt on consignment/margin (vehicle not owned, sold on behalf of another party)
• PPR – Goods receipt preparation – record of incoming goods (does NOT affect stock, see separate article)

Other warehouse documents:

• MS – Inter-warehouse transfer – transfer between warehouses
• PO – Return note – return of goods to supplier
• OT – Write-off – goods write-off (shrinkage, spillage, breakage, damage, expiry)
• IV – Inventory surplus – recording surplus from stocktaking
• IM – Inventory shortage – recording shortage from stocktaking
• IZD – Issue note – issuing goods
• IMS – Internal transfer – internal transfer
• SET – Item set – creating a composite item from components
• RAS – Disassembly – disassembling a composite item into components

Auto receipt (PRA and PRAM)

Auto receipts are special receipt types intended for car dealerships to record vehicles in stock. There are two types:

PRA – Auto receipt (own):

• Use when the dealership buys the vehicle outright
• The vehicle becomes the dealership's asset
• Calculation is the same as a regular goods receipt (PR) – purchase price, margin, VAT, RP
• The dealership sets its own retail price

PRAM – Auto receipt M (margin/consignment):

• Use when the dealership takes the vehicle on consignment – selling on behalf of another party
• The vehicle is NOT the dealership's asset; it is sold on behalf of the owner
• Calculation is similar to a consignment receipt – margin is the dealership's profit
• The vehicle owner (supplier) receives the agreed amount; the dealership retains the margin

Vehicle data:

When creating an auto receipt you enter detailed data for each vehicle:

• Vehicle name – e.g. "VW Golf 8 1.5 TSI"
• Chassis (VIN) – vehicle identification number (17 characters), can be auto-generated
• Vehicle category – type (passenger, commercial, motorcycle...)
• Year of manufacture
• Engine displacement – in ccm
• Engine power – in kW
• Colour
• Number of seats
• Body type – sedan, estate, SUV...
• Engine type – petrol, diesel, electric, hybrid...
• Mileage
• Payload – for commercial vehicles
• CO emissions
• Country of origin

Pass-through items (PPMV)

Pass-through items are additional costs and services associated with a vehicle that are added to the auto receipt. These are items that are not the vehicle itself but ancillary costs invoiced to the buyer together with the vehicle.

Typical examples of pass-through items:

• Vehicle registration – first registration costs
• Special motor vehicle tax (PPMV) – tax depending on CO2 emissions
• Environmental protection fees (NZZV/NZZG)
• Transport costs – vehicle delivery to the dealership
• Customs clearance costs – for imported vehicles
• Homologation – technical inspection costs

How to add a pass-through item:

• 1. Open the auto receipt (PRA or PRAM)
• 2. Click the Pass-through items tab
• 3. Click the Add pass-through item button
• 4. In the modal enter the item name and price
• 5. Reference is automatically generated
• 6. The total pass-through item price is added to the vehicle price

Important:

• Pass-through items have the special category PASS-THROUGH and do not appear in regular item categories
• Item type label: PPMV (special_type = 3)
• The pass-through item name automatically includes the vehicle chassis number for easier tracking
• Pass-through items can be individually deleted from the table

Goods receipt reversal

• Only for status "Closed" (1)
• Creates a reversal copy with status 2
• Original gets status 3 ("Reversed")
• A reversal reduces stock (cancels the previous inbound)
• Both documents are cross-referenced

Goods receipt view buttons

• Print A4 – print the document
• Save PDF – generate a PDF
• Edit – modify items (status 1 only)
• Copy – duplicate the document
• Delete – delete the last created receipt (status 1 only)
• Reverse – reverse the receipt (status 1 only)
• Consignment deregistration – for consignment items only

Frequently asked questions about goods receipts (FAQ)

What date is used on the goods receipt?

The goods receipt date indicates the date the goods physically entered the warehouse. The system automatically sets today's date but you can change it. The receipt date affects reports and stock status on a given date.

Why does the price differ from what I expected?

The price on the goods receipt may differ from the item price because the receipt sets a new purchase price. When you receive goods at a new price the system updates the item's purchase price. If you have different suppliers with different prices each receipt may have a different purchase price. The retail price (RP) is automatically recalculated according to the set margin.

What is the difference between a Goods Receipt, Return Note and Inventory Shortage?

• Goods Receipt (PR) – records goods INBOUND from the supplier, increases stock
• Return Note (PO) – records goods RETURN to the supplier, decreases stock
• Inventory Shortage (IM) – records SHORTAGE identified during stocktaking, decreases stock. No supplier.
• Inventory Surplus (IV) – records SURPLUS identified during stocktaking, increases stock. No supplier.

How do I transfer stock from the old year to the new year?

Stock is automatically transferred when closing the year. You do not need to create a new goods receipt for the transfer. Use the Year-End Closing and Archive function in the Finance menu.

How do I view stock as of a specific date (e.g. 31 December)?

In the Stock Status view there is a date filter. Set the desired date and the system will display the stock as it was on that day.

Can I delete a goods receipt?

You can only delete the last created goods receipt (with the highest document number) and only if it has status "Closed" (1). Older receipts cannot be deleted – use Reverse to cancel them.

Why does VAT calculate slightly differently on the goods receipt?

VAT on the goods receipt is calculated using the deduction method (from RP). Formula: VAT = RP x (VAT% / (100 + VAT%)). This means VAT is extracted from the retail price that already includes tax. This is the standard method for retail.

How do I add an item that is not in the system?

On the goods receipt form click Details, then the + New item button. You can create a new item directly from the goods receipt without leaving the page.