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How do I receive goods against a purchase order?

Open Item Receipt for Purchase Order, pick the vendor and the order, confirm what arrived, and Save. Stock goes up, the receipt posts, and the vendor invoice is raised from it.

Screen
Inventory › Item Receiving › Item Receipt for Purchase Order
Who
The storeman
Takes effect
On Save
Needs first
A released purchase order with open quantity for the site and warehouse

Before you start​

  • The purchase order is released and not blocked for delivery: see Purchase Order.
  • The vendor's delivery note number and date are at hand.

Steps​

  1. Open Item Receipt for Purchase Order and press New.
  2. Fill Posting Date, Receipt Date, Receipt Number, Transaction Journal, Site, Warehouse, Vendor and Purchase Order, then Create. The open lines come in.
  3. On each line, type the Movement Quantity that arrived, and the batch, expiry and other dates the item asks for. Remove lines that did not arrive.
  4. Save.

Check it worked​

  • Open voucher shows the receipt's voucher.
  • The purchase order's open quantity has gone down.
  • A vendor invoice exists for the receipt (Vendor Invoice), unless an item's quality point blocks invoicing until inspection.
  • Items that need inspection show a Quality Inspection Order.

What posts​

DocumentWhenDebitCredit
Item Receipt for Purchase OrderSaveThe accounts the posting profile gives for this screen's post keys, by movement, item posting group and warehouseThe same

Undoing it is Reverse on the toolbar, after reversing any vendor invoice and delivery return raised against it.

If something looks wrong​

  • "There is no Receiving available on site ..." - nothing open on that order for that site and warehouse.
  • "Basic Data - Item ... Required Quantity: ... cannot exceed Balance Quantity: ..." - more than is open.
  • "Same Purchase Receipt: ... already exists against vendor: ..." - the vendor's note number was used before.