Mastering Inventory Control with Empress Purchase Receipts

Guides & Tutorials
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Introduction

This guide will guide you through the creation and management of Purchase Receipts in Empress, an inventory transaction that records the receipt of stock from a supplier after a purchase order.

Introduction

In the business world, tracking and managing purchases is essential to maintaining a healthy inventory. Empress offers a feature called Purchase Receipt, which allows you to record the arrival of stock from a supplier, effectively tracking the inward movement of inventory. This feature is not only crucial for keeping an accurate record of your stock but also supports financial management and audit trails.

Creating a Purchase Receipt

There are two main ways you can create a Purchase Receipt in Empress:

1. From a Purchase Invoice

After submitting a Purchase Invoice, you can generate a Purchase Receipt to record the receipt of goods. Here’s how:

  1. Go to your submitted Purchase Invoice.
  2. Click on the ‘Create’ menu button.
  3. Select ‘Purchase Receipt’.

This will create a Purchase Receipt that references the Purchase Invoice. This link allows you to view all created Purchase Receipts from the Purchase Invoice, a feature known as a ‘Back Reference.’

2. From the List View

You can also create a standalone Purchase Receipt from the list view. Here’s how:

  1. Navigate to the Purchase Receipt page: Inventory > Purchase Receipt.
  2. Click on the blue + button.

This method allows you to create an isolated Purchase Receipt without a ‘Back Reference’ to a Purchase Invoice.

Purchase Receipt Form

Whenever you create a Purchase Receipt, you’ll need to fill out the Purchase Receipt form. If you’re creating it from a Purchase Invoice, the form will be pre-filled. If not, you’ll need to enter the details manually. After entering the necessary information, click ‘Save’ and then ‘Submit’ to finalize the Purchase Receipt entry.

Purchase Receipt Statuses

A Purchase Receipt can have one of four statuses:

  • Submitted: The Purchase Receipt entry has been submitted.
  • Return: A Purchase Receipt Return entry has been submitted.
  • Return Issued: A return entry has been created against the Purchase Receipt.
  • Cancelled: The Purchase Receipt entry has been cancelled.

Purchase Receipt Return

If you need to return an item, you can create a Purchase Receipt Return entry. Before you do, ensure that the ‘Stock Returns’ feature is enabled in the Inventory Settings under ‘Features’. To create a Purchase Receipt Return, follow these steps:

  1. Open the Purchase Receipt entry to be returned.
  2. Click on Create > Return.
  3. The system will automatically fetch the party and item details from the original Purchase Receipt entry.
  4. Set the quantity of items returned.
  5. Save and Submit.

Remember that the item quantity and payment amount will be in negative to indicate a return.

Viewing Ledger Entries

Once a Purchase Receipt is submitted, it creates both Stock Ledger and General Ledger entries. To view these entries, click on the ‘View’ button and select the ledger you want to see.

Conclusion

The Purchase Receipt feature in Empress is a powerful tool for businesses, offering a clear and accurate way to record and manage inventory transactions. By understanding how to use this feature, you can streamline your inventory management, improve your financial records, and enhance your business operations overall. For more guidance on using Empress, refer to the Help Centre or reach out to the support team.