Receiving Purchase Order Items

As vendors ship items to your warehouse(s), you will mark the items as received in the Purchase Order program.

A purchase order can have one of three statuses: None Received, Partially Received, or Fully Received. The Purchase Order program assigns these statuses automatically, depending on whether you have received the items in the PO.

POs with a status of None Received or Partially Received are considered open. Fully Received POs are closed. If a purchase order is only partially fulfilled (you have received some but not all of the items), you can enter and track the items you have received, and the purchase order remains open (with a Partially Received status) until you receive all its items.

If any received items are stock items in your inventory, Purchase Order automatically notifies the Consumable Inventory program to record those new items there.

Access Purchase Order

On the Main Menu screen click PURCHASE ORDER. The Browse Orders screen appears with all open purchase orders displayed in a table with the most recently created purchase order at the bottom.

Select the purchase order you want to work with and click

to access the Maintain Orders screen.

Review all purchase order details and make changes, if necessary, on information contained on the screen’s three tabs. (Limited information is available to edit at this time, such as tax rate, shipping cost, etc.)

Click

on the toolbar to save all changes.

Receive Items

Select the Received tab, click

, and select “Receiving Items.” The Add Received Item Wizard is initiated.

Note: You can also access the Add Received Item Wizard by clicking RECEIVE PO on the Main Menu screen.

Verify the received date and enter a shipping cost and discount amount, if applicable.

Make sure the displayed warehouse is correct. (This is the warehouse where the items will be increased.)

To print a Received Item report after receiving item(s), check the print out received PO form checkbox.

Click START to access step two of the wizard.

10.

In the received qty field of each item, enter the quantity of the item to be received into the warehouse.

Click to receive in all items; click to clear all entered item quantities.

Review and Confirm

11.

Click NEXT. Verify and confirm that the information you entered is correct and click FINISH. The items contained in the purchase order are now added into the warehouse you selected when creating the purchase request. If you did not receive all items in the PO, the PO has a status of "Partially Received." If you received ALL items in the PO, the PO has a status of "Fully Received" and is now closed.