Receiving goods on supplier bills (SolaStock)

When SolaCount is connected to SolaStock, the goods on a supplier bill are received in SolaStock, not in SolaCount. SolaCount still owns the money side (the bill, VAT, accounts payable and the journal); SolaStock owns the physical side (warehouse, quantities, lots, serial numbers). This page explains how a bill with stock items moves through both, what each button on the bill does, and which journals are created.

Use this page if your organization is connected to SolaStock and you buy stock items. If you use SolaCount alone, bills with inventory items simply add to the quantity on hand when they are posted (see Inventory), and none of this applies.

Where to find it

The two buttons at the top of the bills list appear for members who can view bills. The counter on Purchase receipts needing attention is the number of SolaStock receipts that do not yet have a supplier bill.

You need the connection to be Connected (see Connecting SolaCount and SolaStock). A bill gets the receiving panel only when at least one of its lines is a stock item that SolaStock owns. Services and non-stock items on the same bill are ordinary lines.

Two ways to buy stock

Both end in the same place: Inventory holds the received cost, VAT and Accounts Payable hold the supplier's invoice, and the two clearing accounts (Billed Goods Awaiting Receipt, GRNI) return to zero. A receipt can arrive in several parts; the bill is matched part by part.

Billed Goods Awaiting Receipt (code 1305) and Goods Received Not Invoiced (GRNI) (code 2150) are created for you with the standard chart. If the Billed Goods Awaiting Receipt account is unavailable you see "The billed goods awaiting receipt account is unavailable. Review accounting settings."

The receiving panel on a bill

The panel is titled Receiving and supplier billing. It reminds you: "Posting records the bill; receiving confirms physical arrival." and, in the details link, "Sending this bill does not receive goods, increase available stock or post a supplier liability."

Under the facts, each stock line shows how much has arrived (for example 60 / 100 received; Remaining to receive: 40), the receipts linked to the bill (Stock receipt numbers you can open), and, once the bill is posted, how much of each line has been matched (Matched quantity, Remaining to match).

Buttons on the bill

Which buttons you see depends on the bill's status, your permissions and the state of the receiving request.

If the SolaStock connection is pending, paused or disconnected, the bill shows the state ("The SolaStock connection is paused") and posting is blocked for bills with stock items: "…This bill includes items managed by SolaStock, so it cannot be posted until the connection is active again. The bill is unchanged." Existing requests, receipts and history stay visible.

If a posted bill was posted by something that has no signed-in user (for example a scheduled recurring run), the request is saved but cannot be delivered until a user who can post bills chooses Retry delivery.

The receive form

Receive goods opens a page titled Receive goods with the bill number. It says either "The supplier bill is posted. Confirm that goods have physically arrived and enter the actual quantities and warehouse." or, for Post bill and receive goods, "Confirm physical arrival, warehouse and actual quantities. The bill will post once and receiving will remain a separate physical action."

Rules and messages:

• "Enter at least one actual received quantity greater than zero."
• "Receiving requires SolaStock access, receiving permission and an authorized warehouse."
• "Receiving is blocked by approval, period or valuation rules. Review the request approval and receipt date, then retry."
• "The receiving request must be approved by an authorized purchasing approver." When an approver is needed, Approve receiving request lets them choose the warehouse first.
• If the screen is submitted but SolaStock does not confirm, the saved attempt stays: "The bill is posted. Receiving is not confirmed yet; resume the saved operation to avoid duplication." Use Retry as current user, or Correct receiving details to discard the unconfirmed details and enter them again ("No receipt was created for that attempt.").

Receipt first: reviewing a bill created from a receipt

When the warehouse receives goods in SolaStock before a bill exists, SolaCount creates a draft bill for the confirmed receipt: "Created from a confirmed SolaStock receipt. Review supplier invoice details, prices, tax and approval before posting."

1. Open the draft bill and click Review received lines.
2. Check the supplier invoice number and date, the received quantities, prices and tax. Missing details are flagged: "Review supplier invoice number and date, taxes and any missing mappings before posting." A posted bill needs the supplier invoice number ("Enter the supplier invoice number and review its invoice date before posting.").
3. Tick "I have reviewed the supplier invoice date, number, taxes and received quantities." and confirm.
4. Post the bill.

A line that came from a SolaStock receipt cannot be deleted from the bill: "Line "Paper box" comes from a SolaStock goods receipt and cannot be removed from the bill. Keep the line (you can still correct its price, tax or account), or reverse the receipt in SolaStock." A bill that changed since you opened it is refused rather than overwritten: "This bill changed since you opened it (for example, a SolaStock receipt added lines). Nothing was saved. Reload the bill and apply your changes again."

If the same Stock purchase order is received in parts, later receipts are added to the open draft bill. When that bill can no longer take lines (it is posted, under approval or has a document discount), SolaCount creates a follow-up draft with the note "Additional receipt for SolaStock purchase order #PO-… Earlier receipts for this order are on bill …".

Purchase receipts needing attention

Open Purchase receipts needing attention to see receipts that could not become a bill yet. Each card shows the receipt number, its state, supplier, currency and lines (quantity × unit cost) and the reason, for example "The confirmed receipt has no identified supplier. Ask the warehouse team to review its source…" or a mapping problem. After the cause is fixed, click Retry as current user on the card (needs purchases.bills.create); no bill or stock movement is duplicated. When nothing needs attention you see "All received purchases have a supplier bill or are awaiting warehouse receiving."

Journals

All amounts are in AED; Al Noor Trading LLC buys 100 boxes of A4 paper from Gulf Paper Supplies LLC at AED 12.00, VAT 5% recoverable.

Invoice first. The supplier bill (AED 1,200.00 + 60.00 VAT) is posted before the goods arrive:

The warehouse receives all 100 boxes at AED 12.00. SolaStock's journal arrives:

SolaCount matches the receipt to the bill and posts a Purchase receipt clearing journal (source AP, reference = the bill number):

Result: Inventory 1,200.00, Input VAT 60.00, Accounts Payable 1,260.00; both clearing accounts are zero. If only 60 boxes arrive first, the clearing is for 60/100 of the bill line (AED 720.00) and the line shows 60 / 100 and Partially received until the rest arrives.

Price difference. If SolaStock received the 100 boxes at a cost of AED 11.80 (AED 1,180.00) the clearing journal also moves the AED 20.00 difference to the accounts named in SolaStock's cost plan (the inventory account, and cost of goods sold for units already sold). Rounding left over is posted to Purchase Price Variance. If the bill and the receipt use different exchange rates, the exchange difference goes to the realized Foreign Exchange Gain or Loss account.

Receipt first. The receipt posts Dr Inventory 1,200.00 / Cr GRNI 1,200.00. When you post the reviewed draft bill, GRNI is cleared. The net effect is the one below; if the Journal entries page also shows a "Purchase receipt clearing" journal for the bill, it is the same matching step recorded separately:

Unposting, voiding and returns

A bill with matched receipts cannot simply be voided. Voiding or unposting first cancels the open receiving request, reverses the matching journals, and only then reverses the bill. This needs SolaStock to confirm that no goods are still being received, so it is refused while the connection is inactive ("…it cannot be voided or unposted until the connection is active again"). If a receipt was completed just before the request closed, you see "Receiving has been closed… Retry reversal after receipt matching completes; no bill reversal has been posted." A bill with a linked supplier return must have the return and its credit completed or reversed first.

For goods that go back to the supplier, the return is recorded in SolaStock and SolaCount proposes a draft debit note for the exact bill line. For a price reduction without a return use a financial supplier credit. A debit note cannot be posted against the goods-received accrual while the invoice-first position is still active: "Select the original bill so its ownership can be checked."

Permissions

Everything also follows approvals: a bill waiting for approval cannot be edited or have its receiving request changed.

Tips and common problems

• I posted the bill but the goods are not in stock. Posting records the liability only. Click Receive goods, or let the warehouse receive them in SolaStock.
• Status says Queued for delivery. The warehouse has not confirmed the request. Open the bill and use Refresh receiving status, then Retry delivery if it stays queued.
• Delivery needs attention with a mapping message. Ask the organization owner to fix the item, unit or supplier mapping, then retry the same request. Do not create the request again.
• The quantity precision error. SolaStock supports four decimal places: "Stock receiving supports four decimal places for quantities."
• Expenses and direct pay refuse a stock item. "…is managed by SolaStock. Record stock purchases on a supplier bill, then receive the goods from the bill or in SolaStock."
• A purchase order cannot be marked received. For stock items convert the order to a supplier bill, then receive from the bill (see Purchase orders).

Related

• Bills
• Purchase orders
• Connecting SolaCount and SolaStock
• Financial supplier credits
• Debit notes
• Landed costs
• Inventory