Record only the delivery that has arrived. Receiving adds the products to the balances of the selected warehouse slots, creates a purchase batch and updates the quantities received on the purchase order. After a partial delivery, the remainder stays available for receiving later. Saving or sending the order, or receiving a vendor response, does not yet record the goods in stock.

Before receiving

Receive purchase orders in the browser service. Your account must have the warehouse and product inquiry and purchase order features enabled. You need permission to edit the purchase order, permission to record a purchase transaction and access to the receiving warehouse. Viewing transactions and purchase batches also requires the corresponding viewing permissions.

The procurement record, purchase order and vendor section you are receiving against must be saved. A completed or cancelled section is locked. If you need to create or complete the order first, see creating and processing a purchase order.

The vendor section needs a Contact belonging to the vendor. A general purchase order also needs an email template intended for purchase orders: select it using the section's Select email template button. The template must be global or belong to that vendor. Record a purchase does not require an email template. These details are also checked when receiving changes the section's delivery status.

Buy Product on Android and iOS is a separate stock entry: it increases the balance and creates a purchase batch, but does not update the quantities received on the purchase order. Use the order-specific receiving process described in this guide when the goods belong to a purchase order.

Open the correct vendor section

  1. Open Manage warehouses → Product inquiries and purchase orders from the browser's main menu.
  2. Find the saved procurement record and open it using the pencil icon on its row.
  3. Select the Purchase order tab on the procurement form and open the correct vendor's section. Check the products and previous receipts.
  4. Select Record warehouse receiving in the vendor section and confirm that you want to open the receiving form.

Distinguish between ordered, received and reported quantities

  • Ordered no. is the quantity entered on the order line.
  • Transferred no. in the vendor section is the total quantity already recorded as received against that order line. It is not the product's current stock balance: subsequent use or transfers do not reduce this received quantity.
  • Remaining no. on the receiving form is the ordered quantity minus the quantity already received. No receiving row is shown for an order line if the remaining quantity is zero or less.
  • Vendor-provided information shows the quantity and unit price reported in the response, if a response is available. The reported quantity alone does not prove that the goods have arrived.
  • Receiving no. is the quantity to record now. Enter it according to the actual delivery.

For example, if you ordered 10 products and previously received 4, there are 6 left to receive. If 3 arrive now, record 3: the total quantity received increases to 7 and 3 remain on the order.

Complete the receiving rows

For each row you are receiving this time, enter Receiving no., Receiving price, Warehouse and Warehouse slot. Select a warehouse slot from those in the receiving warehouse. The form may suggest the warehouse and slot planned on the order line; always check them. Changing the receiving destination does not change the warehouse or slot planned on the order line.

The default receiving price comes from the saved order line, not from the vendor's response. Although the heading of the group on the left is Information from product registry, the price shown there is the price on this order line. The price reported by the vendor is shown separately. You can change Receiving price to match the actual unit price. The price must be zero or greater.

The receiving price is saved for the purchase batch product and the purchase transaction. It does not change the order line's price, the purchase price in the product registry or the vendor's product price.

If you are receiving only some of the products on the order, remove the rows you are not receiving this time using the trash can icon at the right-hand end of the receiving form row. This only removes the receiving row from this entry, not the product from the purchase order. At least one completed receiving row must remain on the form.

Split the same product between warehouses or slots

The circled plus icon at the right-hand end of a receiving row adds another destination row for the same product. Enter the quantity, warehouse and warehouse slot on the additional row. The quantities on these rows are added together to give the quantity received against that order line.

The batch price for the same product must be identical on all rows in this receipt. Changing the price on the first row also updates the price on the additional rows for the same product. If the delivery contains the same product at different prices, record separate receipts so that they create separate purchase batches.

The same product–warehouse–warehouse slot combination may appear only once in a single receipt. Combine quantities going to the same slot on one row. Receiving more than the ordered quantity is allowed, so check the total quantity across the rows before confirming.

Complete the purchase batch details and receiving time

View batch information, below the product rows on the receiving form, opens the basic details. All products in the same receipt belong to one automatically created purchase batch. You can enter:

  • Alternative batch number, for example the vendor's batch identifier.
  • Products received at: the date and time of receiving.
  • Additional info.
  • Expiry date.
  • Choose email notification: an existing expiry notification. Selecting a notification requires an expiry date. The date alone does not define the notification's recipients or conditions.

Save on the basic details form returns the details to the receiving form; it does not yet record the receipt. Notification settings are explained in configuring an email notification.

The receiving time defaults to the current time. If you set an earlier time, it is also saved as the time of the receipt's warehouse transactions and purchase batch events. Backdated receiving can change the average purchase prices of later purchase batches and the FIFO and MAC warehouse value history. These are calculated in the background. Even an earlier time on the same day can trigger recalculation if there have already been other purchases or saved warehouse values after that time.

When you change the receiving time, the service checks the visible transactions for the selected products and warehouses from the start of the selected day. If products were previously left undeducted because of an insufficient balance, you receive a warning. Check the transactions and actual balance before continuing. Accepting the warning does not mean that the missing deductions will be made automatically. See investigating a stock balance discrepancy.

Confirm receiving

Check the quantities, consistent prices for each product, destination slots and receiving time. Select Record warehouse receiving at the bottom of the receiving form and accept the confirmation for the full or partial delivery. If you receive an additional warning about products that were left undeducted, address that too.

Successful confirmation saves the receipt immediately: it creates the purchase batch and purchase transactions, increases the balances in the destination slots and updates the quantities received on the order lines and the vendor section's status. These receiving details are saved together; if saving them fails, the receipt is cancelled in full.

Using Close without saving on the procurement form later does not undo a receipt that has already been saved. Do not record the same delivery again just because you closed the procurement form without saving. Check the received quantities and transactions first.

Partial delivery, post-delivery and completion

The vendor section is Partially delivered if the received quantity on even one order line is less than the ordered quantity. When the received quantity on every line is at least the ordered quantity, the section changes to Completed. An excess delivery also meets this condition.

The transaction's delivery type is determined separately for each product. The first receipt is a Delivery if it fulfils the product's ordered quantity; otherwise, it is a Partial delivery. If the product already has receipts, a new receipt is a Post-delivery when the total quantity reaches the ordered quantity; otherwise, it is also a Partial delivery. Products in the same receipt can therefore have different delivery types, and the whole section can still be partially delivered after a post-delivery for one product.

In a partially delivered section, you can continue receiving and change the ordered quantities and internal notes. Other key details are locked. A completed section is locked against editing, and no further receipts can be recorded against it.

If the remaining quantity will no longer be delivered, you can reduce the Ordered no. values in the partially delivered section. The remaining quantity decreases accordingly. If the ordered quantity on every line becomes no greater than the quantity already received, the section changes to completed when saved, without a new warehouse transaction. This does not reduce the stock balance or undo previous receipts. Save the change on the procurement form using Save or Save and close.

The whole purchase order is completed when all vendor sections are completed or cancelled. The whole order's Completed status alone therefore does not show that all products originally ordered have arrived.

Check the receiving result

  1. Check Transferred no. in the vendor section for each received product and the section's Partially delivered or Completed status. The next time you receive, Remaining no. shows the quantity still to be received.
  2. Open Warehouse transactions for vendor section in the same section. Check the quantities, destination warehouses, slots, prices and times of the recorded receipts. You see only the warehouse transactions you have access to.
  3. Open Manage warehouses → Warehouses and select the Purchase batches tab. Check the products, quantities, prices and basic details of the batch created by the receipt. You can also open the batch using its batch number in the Purchase batches column of the procurement list.
  4. Select the Warehouse balances tab on the Warehouses page. Under the receiving warehouse, check the balance for the correct product and warehouse slot. Receiving increases the previous balance by the recorded quantity; the balance is not necessarily the same as the order's Transferred no.

The background update of average purchase prices and the warehouse value history for backdated receiving may not finish at the same time as the balance and delivery status updates. Check that receiving succeeded primarily through the quantities, transactions and purchase batch.

If the purchase batch details or price need correcting, see viewing purchase batches and correcting their details. If the quantity or destination slot's balance differs from reality, investigate the transaction history using investigating a stock balance discrepancy.