Introduction
The Receipts/Issue Notes agenda contains all stock movements created within your company. It can be used to record standard stock movements, but also to record transfers, movements related to production, and similar transactions.
Receipts/issue notes always include price list items in their line items. Adding these to receipt/issue note items affects the status of the stock card once saved.
The price on a receipt always needs to be specified manually - Flexi only suggests the last price used. The price on an issue note, on the other hand, is determined automatically according to the inventory valuation method.
Stock movements are closely related to stock document types. Take a look at the configuration options for these.
Documentation for the desktop application is also available here, explaining the meaning of all fields used in receipts and issue notes.
You can easily find receipts/issue notes using the search function;
or from the overview of all agendas.
Receipts/issue notes can also be easily added to quick access.
How can a receipt or issue note be created?
By manually creating one from within the "Receipts/Issue Notes" agenda.
By creating it from another document - an issued invoice or received invoice; a received order or issued order.
By import - this can be an import from Excel, or via the API.
When generating inventory count differences.
The production process or creation of a transfer.
We will now describe the above-mentioned ways of creating a receipt in more detail.
Manually creating a receipt/issue note
When you open the receipts/issue notes agenda, you can create a new record, similarly to almost all other agendas.
Clicking the "New" button opens the editing screen for a new record. Here you can fill in a number of fields; we'll describe the most important ones below. The displayed form fields can also be freely customized using its settings.
Document Type
The document type, or template for individual documents you create, is used to pre-fill data that repeats across similar documents. You can find full details on document types in our documentation - for document types in general or specifically for stock documents.
Movement Type
Determines whether this is a receipt or an issue.
Movement Type + Specification
Further specifies the type of movement. It can be a receipt intended for invoicing, or, conversely, an issue note serving as an inventory adjustment.
Warehouse
Which warehouse the goods are to be received into (for a receipt), or which warehouse the goods are to be issued from (for an issue note).
Issue Date
The date on which the stock movement is to be issued. Note that the warehouse status is always affected as of the actual date the receipt was created, not necessarily the issue date (if you create the document retroactively).
Company
If this is not an internal stock document, you need to specify the customer (for an issue note) or the supplier (for a receipt). If the document is generated from another document, the company is filled in automatically.
Posting Prescription, Warehouse Account/Contra Account, Cost Center, Order, Activity
The posting settings for the given stock document. These can already be defined at the level of the document type and warehouse. However, they can always be individually adjusted at the level of a specific document.
Receipt/issue note items
Adding items to a receipt or issue note can be considered the most important part of creating a stock document. Without filling in the individual items, nothing will be received into or issued from the relevant warehouse.
The option to add items to the document can always be found at the bottom of the stock document editing form.
The simplest way to identify an item when creating a document manually is to enter its code. However, identification can also be done using other identifiers - EAN code or PLU code.
When an item is added, data recorded on its price list card is automatically loaded - name, unit of measure, VAT rate, or price. To add another item, use the Add another line button; there is no limit to the number of items on a single document.
ℹ️ Item price. In a receipt, the price is editable - Flexi only suggests the last purchase price used, and you can overwrite it. However, if the receipt was created from a received invoice, it cannot be edited separately - the correction must be made on the invoice. In an issue note, the price cannot be changed manually; it is filled in automatically from the warehouse according to the configured inventory valuation method.
The average price on the relevant stock card is calculated from the price entered on the receipt. If you use the FIFO method, a so-called FIFO link is created between the receipt and the subsequent issue note, which supplies the issue note with the price corresponding to the specific receipt.
Once all items have been filled in, you can save the document. Saving the document adds the goods to the warehouse, or, conversely, issues them from the warehouse - depending on whether you are creating a receipt or an issue note.
Saving the document changes the warehouse status on the stock card.
You can track the current inventory status directly on the stock cards, and the status as of any given date in the Warehouse status as of date agenda.
Creating a receipt/issue note from another document
As mentioned at the beginning of this guide, a stock document can be created from another document. When this happens, the items from the source document are inserted into the stock document being created.
This can essentially involve the following processes:
Creating an issue note from a received order.
Creating an issue note from an issued invoice.
Creating an issue note from an expense cash document.
Creating a receipt from an issued order.
Creating a receipt from a received invoice.
Creating a receipt from an income cash document.
When creating a stock document from an order, the process can be performed manually using services available in the application. From an order, you can always perform a so-called fulfillment - either into a stock document or an invoice. The second option is order fulfillment via API; more information can be found in the documentation.
From invoices or cash documents, a stock document is always created automatically based on the settings of the relevant document type (invoice, cash document). You can find more information about this setting in our documentation.
Creating a receipt/issue note by import
The most common type of import is import from Excel. Import from Excel is available for every document register. If you're interested in this option, please review our documentation.
In the web interface, it's no longer necessary to import the items and header of a receipt/issue note separately. Learn how to perform such an import.
It doesn't have to be an import from Excel only. Receipts/issue notes can also be created via API - XML/JSON. If you would like to proceed this way, the API documentation, sample files, and the so-called evidence list will help you.
Generating inventory count differences
A receipt or issue note can also be created from an inventory count. It's created when, during an inventory count, the system-recorded quantity differs from the actual quantity, and you generate documents (inventory differences) at that point.
You can learn how to generate such a document, and how to create an inventory count itself, in our documentation.
Production and transfers
The last of the standard ways a stock document can be created is during production (i.e., using a bill of materials and the corresponding stock movements) and when creating a transfer.
You can find a description of how such production works in our documentation on the bill of materials in the web interface. The same process can also be handled in the desktop application.
A transfer is created from the same Receipts/Issue Notes agenda - it's an issue from the source warehouse combined with a corresponding receipt into the target warehouse. The key fields are Transfer Document Type (determines which document type will be used for the receipt into the target warehouse) and Target Warehouse. Detailed instructions, including the setup of the necessary document types, are described in our documentation on transfers.
Cancelling and deleting a stock document
An incorrectly created stock document can be either cancelled or deleted. Both approaches have the same effect on the warehouse - the stock returns to the state it was in before the document was created. However, they differ in what remains in the records afterward:
Cancellation leaves the document in the overview but crosses it out and marks it in the Cancelled column. The document remains traceable and is printed with the word CANCELLED.
Deletion removes the document from the records entirely. It can then only be found in the journal.
Only a document that has no other documents dependent on it can be deleted:
You can only delete a receipt if none of the received goods have already been issued. Once an issue note refers to it, it is held by a FIFO link and Flexi will not allow deletion. The guide on cases where you cannot delete an incorrectly created receipt describes how to proceed in such a situation.
Nothing blocks deleting an issue note from a stock perspective. However, if it was created by an invoice, you must first delete the invoice - details are described in the article about deleting an issue note together with an invoice.
⚠️ Only documents from the current year that are not locked can be cancelled. Complete rules, including behavior for linked documents, are described in the article on document cancellation.
How to customize the receipts and issue notes agenda?
You can customize the stock document overview using two tools - views and split view.
Views
Views on receipts and issue notes allow user-defined displays of stock documents using filters, sorting, and selection of displayed information. They serve for efficient management of stock movements, tracking the flow of goods, and quick orientation in both incoming and outgoing stock, without having to modify the actual document data.
Examples of use for receipts:
Receipts by supplier - an overview of stock received from a specific company
Overdue receipts - delayed deliveries
Awaiting posting - documents not yet closed in accounting
Receipts by warehouse - breakdown of received stock by warehouse location
Complaints and returns - receipts related to returned goods
Examples of use for issue notes:
Overdue issue notes - delayed shipments
Issue notes for invoicing - source documents for issuing invoices
Issue notes by order - tracking issues for a specific business case
Priority issue notes - urgent shipments marked as priority
💡 Tip: If you're not sure how to set up filtering criteria, you can use the AI filtering feature.
Split view
Split view allows you to simultaneously display a list of receipts and issue notes together with related information in an adjoining part of the window. This lets the user work with the stock document overview while also viewing detailed or linked data, without needing to open additional windows or agendas.
FAQ
It's possible that you might not be able to delete a receipt. Learn why this happens in our guide.
Two inventory valuation methods are available. If you'd like to know which ones, check out our guide.
You can check inventory status as of any given date in the Warehouse status as of date agenda.
Stock records can be kept using method A or method B; you can set up the warehouse itself following the guide.
Stock document types are closely related to stock movements themselves. Learn how to configure them.