Goods-receipt certificate

The goods-receipt certificate (no. GRC-…) attests that the ordered supply arrived and was found compliant. It is the document that justifies paying the supplier: without it, an invoice should not be settled.

How it is issued

There is nothing to fill in: the certificate is issued automatically as soon as a delivery is processed from Receptions to process. It is committed from birth — it cannot be edited, corrected or cancelled. An error is fixed upstream (on the reception or the order), never by retouching the attestation.

One certificate per delivery

An order may arrive in several instalments (3 units, then 5, then 2). Each delivery has its own delivery note, hence its own certificate: three arrivals produce three certificates, each attesting what it itself observed.

This matters for payment: the first certificate must prove 3 units, not the 10 eventually received. Each certificate’s PDF is therefore frozen at issuance — both the layout and the quantities observed that day. Reprinting it six months later yields exactly the same document.

The screen, by contrast, shows the current state of the reception. When the delivery was split, a warning banner says so explicitly: the on-screen quantities are then the cumulative total of every instalment, and the PDF is what stands for that particular delivery.

What the certificate carries

The supplier and the originating purchase order.
The matching reception note and the place of receipt.
The supplier’s delivery note number.
The conformity certificate reference (EASA Form 1 / CoC) where an item required one.
The items received: ordered, received, serial number.
Who declared the service done and when.

The condition for service done

If an item on the order requires a conformity certificate, its reference is mandatory at receipt. Without it, service done is not declared: nothing enters stock and no certificate is issued. The control blocks by design — there is no silent validation.

Where to find it

A certificate is consulted from its context, never from a general list:

on the reception record that produced it;
on the purchase order record, which lists all of its certificates;
right after processing a delivery, through the “View certificate” link in the confirmation.