Send arrival receipt to supplier#

After a stock arrival is approved, you can email the supplier a confirmation showing what was received, how much has arrived so far against their PO, and what is still pending. This mirrors the Send Delivery Receipt feature on the outbound side.

Open the page#

1. Open Inventory in the sidebar.
2. Click In Stock.
3. Click the kebab menu (top-right) and choose Send Arrival Receipts.

The page lists every approved arrival that has not yet been sent or ignored. It only appears if you have the Send Arrival Receipt to Supplier permission.

Filters#

Narrow the list with:

• Supplier — search by supplier name
• Supplier Contact Person — enabled once a supplier is picked
• Product Category and Product Code — match on the products in the arrival
• PO Number — text search on the linked purchase order number (if any)

Sending a receipt#

Click Send on any row to open the detail modal. The modal shows:

• Arrival Source card — supplier, supplier CP, PO number and date, invoice number and date.
• Arrival Details card — who generated and approved the arrival, timestamps, attachments.
• Product table — the items in this arrival with columns: Head, Code, Qty, Arrived (cum.), Total Ordered, Pending. Direct arrivals (not linked to a PO) show "—" in the cumulative, total, and pending columns since there is no PO baseline.

Click Send Receipt to dispatch the email. The system picks the first allowed email account configured in the firm's Arrival Receipt Send policy.

What the supplier receives#

• Subject — configured in Arrival Receipt Personalisation, supports tokens like {invoiceNo}, {poNo}, {supplier}.
• Body — HTML with a styled product table inserted via the {ProductTable} token. Available tokens: {supplier}, {contactPerson}, {poNo}, {poDate}, {arrivalDate}, {invoiceNo}, {invoiceDate}, {productsCommaSeparated}.
• Attachments — the arrival's invoice documents and (optionally) the linked PO's documents, based on the firm config.

Ignoring a receipt#

If a receipt does not need to be emailed (internal transfer, samples, etc.), open the modal and choose Ignore Sending The Receipt from the kebab menu. The row is permanently removed from the list. This cannot be undone.

Personalisation (admin)#

Go to Settings → Firm Customisation → Arrival Receipt Personalisation to configure:

• Recipient mode — Supplier contact person (default), Fixed email, or Hybrid (sender picks at send-time).
• CC / BCC lists — firm-wide addresses attached to every send.
• Email subject — fixed text or token-based dynamic subject.
• Email body — HTML template with token placeholders.
• Attachments — toggle Attach invoice documents and Attach PO documents.

Permissions#

The Send Arrival Receipt to Supplier permission depends on Approve Stock Arrival.