How to approve a receipt

Approve or Validate (your product may use either label) is a privileged action: it confirms that physical goods match the receipt and that stock and procurement state should update. Only warehouse leads or administrators should run it when your policy says so.

Before you approve

1. Open Procurement → Receipts.
2. Find a receipt in Draft (grey badge). Validated (green) rows are already finalized—their row menu will not offer the same approval step.
3. Use Edit one last time if needed to verify Received quantity, Stock location, and Product lines.

Step-by-step

1. Navigate — Procurement → Receipts (under Procurement in the sidebar).
2. Locate — Use Search by name or scan Code (for example RCPT29) and confirm Status is Draft.
3. Start approval — Click ⋯ on the row → Approve (or Validate). Edit and Delete often appear on the same menu for drafts.

Draft row → ⋯ → Approve (or Validate).

4. Confirm — A dialog such as Confirm validation appears. Read it carefully: it typically states that the action cannot be undone or adjusted, that validating the receipt will adjust part inventory, and—when your lines include assets—that it may create a new asset or related records. Use Cancel to go back or Submit to finalize.

Confirm validation—inventory and immutability; only Submit when every line is correct.

5. Result — After confirmation, Status moves to Validated / Approved (or your tenant’s equivalent). The row menu no longer offers Edit / Delete for routine users.

What happens automatically after approval

Automation	Description
Inventory increase	Parts & Supplies (or your inventory module) adds received quantity to on hand for that part in the chosen stock location.
Asset flows	Receipt lines tied to assets may create or update asset records per your configuration—match what the confirmation dialog states.
PO fulfillment	Ordered Items received totals update. When totals match demand per your rules, the Purchase Order can move to Received / Fully received / Closed.
Audit lock	The receipt becomes immutable: Edit and Delete are no longer available, preserving delivery history for audits.

Operational guardrails

• Financial impact — Finalizing signals that goods were accepted; accounts payable may rely on it for invoice payment. Match the packing slip and PO before Submit.
• Location accuracy — Posting to the wrong location misplaces on-hand; fixing it usually requires a stock transfer or controlled adjustment.
• Permissions — If Approve is missing, your role may lack Manage receipt status or related rights—see Receipt permissions and ask an administrator.

Point of no return

Treat the confirmation step as irreversible for normal operations. Complete physical verification before clicking Submit.

Related

• Receipts overview
• How to create a receipt
• How to edit a receipt
• Receipt sync, inventory, and delivery rules
• How to validate a purchase order