Goods receipt notes

Purpose

The goods receipt note records the physical arrival of the goods ordered from a supplier. It states what was actually received, into which warehouse, and at what price.

It is the document that moves the stock: when it is confirmed, the quantities received enter stock. It is then turned into a purchase invoice.

The full purchasing journey runs like this:

Purchase order ──► Goods receipt note ──► Purchase invoice
  (En cours)          (En cours)                │
       │                   │ Valider           │
       │                   ▼                   │
       │               (Validé) ── stock updated
       │                   │ Transfert facture
       └───────────────────┴──────────────► (Facturé)

Who can access this module?

The module is visible to accounts holding the Sales management right. Creating and editing additionally depend on the Commandes d'achats et BL → Edition sub-right, set in Profiles.

Access

• Menu: Sales management → Goods receipt notes
• Address: /bons-reception
• Screen title: Bons de réception

The list of goods receipt notes

Column	Content
Référence	The note reference.
Date	The receipt date.
Fournisseur	The supplier that delivered.
Valeur HT	The total excluding tax.
TVA	The VAT rate.
Valeur TTC	The total including all taxes.
Paiement	The payment terms agreed.
Facture	The linked invoice, once the note has been transferred.
Etat	A badge: En cours, Validé or Facturé.
Action	✏️ or 👁️ depending on the state, 🖨️ Imprimer and 🗑️ Supprimer.

The list shows 50 notes per page, with the pagination controls below the table.

The three states

State	Meaning	What remains possible
En cours	The note has been entered but not confirmed yet. The stock has not moved.	Everything is editable. The Valider button is available.
Validé	The receipt is recorded, the stock is updated.	The note becomes read-only. Only the transfer into an invoice remains possible.
Facturé	The note has given rise to a purchase invoice.	Viewing only.

Recognising the state at a glance

In the Action column, the editing icon changes shape: a pencil ✏️ for a note that can still be edited, an eye 👁️ for a note already invoiced, which now opens for viewing only.

Creating a goods receipt note

Two paths lead to a goods receipt note.

From a purchase order — the normal route

Open the order in Purchase orders and click Transfert bon receptions. The order lines are carried over; all you have to do is adjust the quantities actually received.

This is the method to favour: it updates the Quant. livrée column of the order and moves its state to Partiellement livrée or Livrée.

Directly, with no order

Click the ➕ button at the top left of the list: the Nouveau bon de réception screen opens full page. Use it for a delivery received without a prior order.

A note created directly settles no order

No purchase order is updated: the matching ones will stay in the En cours state. If the delivery corresponds to an existing order, go through the transfer instead.

The entry screen

The header

Field	Description
Référence	The note reference.
Date	The receipt date, chosen from a calendar.
TVA	The VAT rate applied.
Taux de change	The rate if the supplier invoices in a foreign currency.
Fournisseur	The supplier making the delivery. Required.
Sites	The receiving site. Required.
Dépôt	The warehouse receiving the goods. Required.

The warehouse decides where the stock lands

It is the only field that determines the physical location of the quantities received. Check it before confirming: after confirmation, the note can no longer be edited and a correction will have to go through a stock transfer.

The article lines

Column	Entry
Référence	The article reference.
Désignation	Taken from the article record. Read-only.
Quantité	The quantity actually received.
Prix unitaire HT	The unit price.
Total HT	Calculated. Read-only.
Actions	Deletion of the row.

As in the purchase order, enter the Référence then leave the field: the designation fills in automatically. An unknown reference displays "Article non trouvé".

A note issued from an order: the lines are fixed

When the note comes from an order transfer, the Ajouter une ligne button and the Actions column disappear: the article list is the order's. You adjust the quantities, not the composition.

Terms and totals

The Modalité de paiement list offers the same terms as the purchase order. The Totaux block shows the Total HT, the TVA — only if the supplier is liable to VAT — and the Total TTC.

The action buttons

Button	When it appears	Effect
Enregistrer le bon	As long as the note is neither confirmed nor invoiced	Saves and stays on the screen.
Enregistrer le bon et sortir	Likewise	Saves and returns to the list.
Valider	Only in the En cours state	Records the receipt and updates the stock.
Transfert facture	On a saved note, neither En cours nor Facturé	Opens the transfer window into a purchase invoice.
Imprimer	Always	Opens the print view.
Fermer	Always	Leaves the screen, after confirmation, without saving.

The message « Bon de réception enregistré avec succès. » confirms the save.

Confirming a goods receipt note

The orange Valider button is the decisive step: it saves the note then moves it to the Validé state. The message « Bon de réception validé avec succès. » confirms the operation.

Confirmation cannot be undone from the interface

Once confirmed, the note becomes read-only: reference, date, VAT, supplier, site, warehouse, lines and quantities can no longer be edited, and no button takes you back.

Before confirming, read back: the destination warehouse, the quantities received and the unit prices. A mistake noticed afterwards is corrected through a stock movement, not by editing the note.

Transferring into a purchase invoice

The green Transfert facture button opens the Transfert vers facture window:

1. Enter the Référence facture — required.
2. Choose the Date facture from the calendar.
3. Optionally attach the invoice file, 250 KB at most.
4. Click Valider, or Annuler to give up.

The note then moves to the Facturé state and the Facture column of the list fills in.

250 KB maximum for the attached file

An invoice scan easily exceeds that size. Reduce the resolution or compress the PDF before attaching it.

Deleting a goods receipt note

On the row concerned, click the red 🗑️ Supprimer icon, then confirm.

A refused deletion stays silent

A confirmed or invoiced note has already had effects — a stock movement, an invoice. The server may refuse to delete it without any message being displayed. Always check afterwards that the row has indeed disappeared from the list.

Messages and troubleshooting

Situation	Message	What to do
Note saved	Bon de réception enregistré avec succès.	—
Note confirmed	Bon de réception validé avec succès.	The stock is updated; the note can no longer be edited.
Unknown article reference	Article non trouvé, below the field on the line	Check the reference, or create the article in Articles.
The Enregistrer button stays greyed out	—	The supplier, the site or the warehouse is not filled in.
The Valider button does not appear	—	The note is already confirmed or invoiced.
The Transfert facture button does not appear	—	The note is not saved yet, it is still En cours, or already Facturé.
The fields are greyed out	—	The note is confirmed: it has become read-only.
The note did not disappear after deletion	No message	It has probably already produced a stock movement or an invoice.
The session has expired	Automatic return to the sign-in screen	Sign in again; the entry in progress is lost.

Known limitations in this version

• The Paiement column may show the wrong term. The term codes do not match between the entry screen and the list: a term saved as Negociées is displayed as À 90 jours fin du mois in the list. Three terms — 45 jours nets, 45 jours fin du mois and Instantané — do not appear there at all, and the cell stays empty. When in doubt, open the note to read the real term.
• The Modalité de paiement list contains two entries carrying the same internal code, A 90 jours fin du mois and Instantané, indistinguishable once saved.
• The sort arrows in the headers are decorative.
• A failed deletion produces no message.
• No way back is possible after confirmation.

See also

• Purchase orders — the previous step of the journey.
• Suppliers — the records offered in the Fournisseur list.
• Articles — the references entered on the lines.
• Sites — the sites and their warehouses.
• Financial management → Purchase invoices — the next step.
• Stock management → Stock movements — the effect of confirmation on quantities.