Receive Items Ordered on a Purchase Order

Receiving Overview | Purchasing Overview

Pro

Receiving against a purchase order (PO) is the fastest and most accurate way to receive merchandise. A voucher can receive against one or more POs, and additional items can be added to the voucher using normal methods.

Important Note: If maintaining accurate vendor histories, receiving reports, and being able to match up vendor bills and invoices in your financial software is important to you, we recommend against receiving against purchase orders from different vendors on a single receiving voucher. A good practice is to receive against a single PO from a single vendor with each voucher. Likewise, if you spread freight, fees, and discounts across item costs, it is a good practice to receive against only one purchase order per voucher. Otherwise, you may be spreading fees or discounts associated with one order over items from another.

Receiving items ordered on a PO can be initiated from a new voucher (as described below) or directly from the purchase order against which you are receiving. From the purchase order you are receiving against: Select Receive Items from the I Want to Menu

To receive items ordered on a PO:

1. From the Purchasing menu at the home page, select Receive Items. A blank receiving voucher is opened.

2. From the I Want To menu, select Receive from PO. The Select POs dialog is opened.

3. At the top of the Select POs dialog, select the vendor. Only POs from the selected vendor are shown.

4. Choose the PO(s) to receive against by selecting the checkboxes on the left. You can select one, multiple, or all POs in the list.

5. Select R eceive All Due to bring ALL the due items and quantities from selected POs to the voucher.

OR

Choose S elect Items to Receive to receive only some of the items. Enter quantities for the items you want to bring to the voucher in the Doc Qty field and then select Continue. Learn more

Tip: If receiving all but a few of the items, it may be faster to choose Receive All Due and then edit the quantities on the voucher.

6. If the referenced PO(s) include fees, you are asked if you would like to apply them to this voucher. Select Yes or N o.

7. Review the Unit Cost and Qty of each item to be sure they reflect the actual order values. Edit it if necessary. Learn more about voucher costs

8. If applicable, add other received items (not on PO) using standard item listing methods.

9. To enter or edit discounts, fees, and/or freight charges, select Enter Discount/Fee/Freight from the I Want To menu and enter the amounts. If applicable, select the S pread discount, freight and fee check box to allocate these amounts over the individual item costs. Learn more about spreading these amounts

10. If available, review or enter vendor billing information. Select Enter Billing Info from the I Want To menu.

11. Select S ave & Print.

Notes:

- Saving a voucher that references a PO automatically updates the POs fill status.

- (Pro) If you generated a PO from a customer order (sales order), the customer order and purchase order numbers for the received items are shown in the voucher item list. Click the Show PO or Show SO buttons to view the orders.

Related Topics

Warn if PO is past its cancel date

Enter vendor billing information

Edit voucher items

Update item prices from a receiving voucher

Print tags

Effects of saving a receiving voucher

Multi-store purchasing & receiving