Receive Parts or Items on a Purchase Order

Objective: Receive Parts or Items on a Purchase Order

Purchase Order receipts are the declaration that items have been delivered to your shop/warehouse/field and are ready to be used in the real world.

Step-by-step Instructions

1. Go to the Parts Module from the welcome portal.
2. From the upper right-hand corner, select Purchase Order.
3. Find the appropriate Purchase Order and click Receive from the right-hand side. 
4. Enter the vendor packing slip number.
5. Enter the receipt date.
6. Verify all parts from the packing slip to the Purchase Order:
   1. If an item price has changed, update the price in the "Received Cost Price" field.
   2. Enter how many items you received in the "Received Qty" field. 
   3. If you haven't received a particular item/items, leave these fields blank. You can receive these items once they are delivered - these items will be considered "Backorder Qty".
   4. If you've received additional items that were not on the Purchase Order, you can add those. Depending on the item, select Part Mode, fill out the fields (or let autofill populate for you), and click Add. 
7. Click Save and Receive. 
8. Once all items on the Purchase Order have been received, the PO Status will change to "Closed".

Alternatively, you can also receive parts directly from the Purchase Order window:

1. Click Edit on the Purchase Order you want to receive. 
2. Click the Lines tab 
3. On the bottom of the window, click the Receive Items button to manually go through items for receipt, or click Receive All to receive all items on the purchase order.

After receiving parts, the system will generate a PO Receipt/Receiver, which highlights parts quantities and costs that the parts were received at. If applicable, the PO Receipt will align into your financial software provider.

If the PO is being charged to inventory, a storage list will be generated. This will confirm that received parts have been placed in the designated bin location.

Notes: 

• If an item is received, but there are additional items on the PO awaiting to be received, the PO Status will change to "Received". Once all items are received, the PO status will change to "Closed".
• You cannot receive more than what was ordered on the Purchase Order. You can edit the Purchase Order directly to change the quantity or add an additional item from the receive window.

Next Steps

Confirm quantities for inventory when creating Inventory Purchase Orders