The warehouse receipt form is a document used to manage and control goods and materials when entering the warehouse. Currently, there are two popular forms: the warehouse receipt form according to Circular 200 and the warehouse receipt form according to Circular 133.
This article by Bizzi will delve into information related to the concept of warehouse receipt, and update the link to download the free warehouse receipt form according to circulars 200 and 133.
What is a warehouse receipt form?
A warehouse receipt is a type of accounting document used to record and track the assets of a business. It confirms the quantity of materials, tools, equipment, products, and goods in the warehouse.
Based on the warehouse receipt form, the enterprise will have a basis for recording warehouse cards, paying for goods, determining the responsibilities of related people and recording accounting books. This form helps the warehouse management department easily grasp and accurately control the amount of inventory, thereby providing appropriate and timely production and business solutions.
- Scope of application: Warehouse receipts are usually made when goods arrive at the facility and are transferred to the enterprise's warehouse, applicable to materials and goods purchased from outside, self-produced, processed, received as capital contributions, or surplus discovered during inventory.
- Legal basis: Warehouse receipts are standardized according to the regulations of the Ministry of Finance, typically Circular 200/2014/TT-BTC and Circular 133/2016/TT-BTC.
Procedure for creating warehouse receipt form
The process of creating a warehouse receipt form is an important part of the warehouse management process, helping to accurately record the quantity and value of imported goods. Below is the standard process for creating a warehouse receipt form, applicable to both manual environments (Excel, documents) and ERP software:
Check import documents
Before making a voucher, it is necessary to verify the relevant documents:
- Purchased goods: Purchase invoices, purchase orders, delivery notes.
- Processed/exchanged goods: Acceptance report, processing contract.
- Finished products: Production order, acceptance report.
- Promotional/free items: Confirmation letter from supplier.
Create warehouse receipt
Performed by: Usually a warehouse keeper or warehouse accountant.
Information required:
- Warehouse receipt number (unique code)
- Date of entry into warehouse
- Shipper (or supplier)
- Product name, product code
- Unit of measurement (piece, kg, box,…)
- Actual quantity received
- Unit price (if any)
- Total amount
- Reason for import (purchase, finished production, transfer warehouse, etc.)
- Warehouse receiving goods
- Invoice maker, delivery person, warehouse keeper, accountant (signature)
Check and confirm
- The warehouse keeper checks the actual quantity and quality against the delivery note.
- The warehouse manager or warehouse accountant reconfirms the information.
Inventory and storage
- Record in inventory book (Excel or software).
- Store warehouse receipts with related invoices and documents (hard copy or digital).
Update accounting software (if any)
- Accountants update accounting software to record asset and liability values.
Warehouse receipt form according to Circular 200/2014/TT-BTC
The warehouse receipt form according to Circular 200/2014/TT-BTC is Form No. 01-VT. This form is used to track the import of goods, materials, tools, products, and is the basis for accounting, warehouse card, payment for goods, and determination of related responsibilities.
- Applicable objectsCircular 200 applies to all businesses in all fields and economic sectors.
- Free download of Warehouse Receipt Form according to Circular 200 here
- Notes on use:
- Warehouse receipts are usually made in 2 copies (for materials and goods purchased from outside) or 3 copies (for self-produced materials).
- Voucher circulation process: The person who makes the voucher signs and the delivery person brings the voucher to the warehouse. The warehouse keeper writes the date of entry and signs the voucher with the delivery person. The warehouse keeper keeps copy 2 to record the warehouse card and transfer to the accountant for bookkeeping, copy 1 is kept at the place where the voucher was made, copy 3 (if any) is kept by the delivery person.
- Required signatures: The person who makes the receipt, the delivery person, the warehouse keeper, the chief accountant (or the department that needs to import) signs. The warehouse receipt does not need to have the unit's stamp, but only needs full signatures.
Warehouse receipt form according to Circular 133/2016/TT-BTC
The warehouse receipt form according to Circular 133/2016/TT-BTC is Form No. 01-VT, specified in Appendix 3 issued with this Circular. This form is applicable to small and medium enterprises.
- Applicable objects: Circular 133 applies to small and medium enterprises, including micro enterprises.
- Free download of Warehouse Receipt Form according to Circular 133 here
- Notes on use: Similar to Circular 200 on copy number, circulation process and signature.
Some other warehouse receipt templates
In addition to the warehouse receipt form according to Circular 200 and the warehouse receipt form according to Circular 133, below are some other forms that are also being applied by businesses, depending on the purpose and usage needs:
Warehouse receipt form according to Circular 107
- Applicable objects: Administrative and personnel units
- Free download of Warehouse Receipt Form according to Circular 107 here
Warehouse receipt form according to Circular 88
- Applicable subjects: Individuals, business households
- Free download of Warehouse Receipt Form according to Circular 88 here
Warehouse receipt form according to circular 24
- Applicable subjects: Cooperatives, cooperative unions
- Free download of Warehouse Receipt Form according to Circular 24 here
Some problems when creating warehouse receipt form
Below are some common problems when creating warehouse receipt forms, which often occur in both manufacturing and trading enterprises, especially if the operations are manual (Excel/paper) or the accounting - warehouse - purchasing processes are not synchronized:
Enter incorrect product information
- Incorrect item code, item name, or incomplete description.
- Wrong unit of measurement (box becomes piece, liter becomes ml…).
- Incorrect quantity, especially when the goods received do not match the invoice.
- Do not update new items to the item code list, causing duplicate or incorrect data.
Missing or not checking documents
- Import goods without invoice, delivery note, contract.
- There is no acceptance report for internally processed/produced goods.
- Not checking against purchase order to check correct quantity – price.
Difference between actual quantity received and documents
- Received missing goods but did not make a difference report.
- Defective goods but still imported full quantity.
- There is no process for handling discrepancies/poor quality goods.
Missing required information on the warehouse receipt
- Missing date, voucher code, receiving warehouse, sender/receiver.
- No signature of confirmation from relevant parties (storekeeper, accountant, etc.).
- Lack of valuable information (unit price, total amount) makes it difficult for accountants to calculate.
Not warehousing on time
- Slow to create warehouse receipt even though goods have arrived at the warehouse.
- Wrong entry date → affects inventory and cost of goods report.
Not updating systems or books
- The voucher is completed but not updated in the software/inventory book.
- Warehouse staff and accountants update the system inconsistently, leading to inventory discrepancies.
Conclude
The warehouse receipt form according to Circular 200 and 133 are indispensable documents in warehouse management and business accounting, helping to ensure transparency and efficiency. It is necessary to understand how to create and related regulations. Depending on the size and type of business, managers choose the warehouse receipt form according to Circular 200, the warehouse receipt form according to Circular 133 or other forms.
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