Receiving Items Against a Purchase Order

Receiving items is the process of logging the delivery of products from your vendor into your inventory. In the Buying Group ERP, this is done by creating a "Receipt" from a Purchase Order (PO). This guide explains how to record the items you've received.

Creating a Receipt

You can only receive items against a Purchase Order that is in the "Open" or Open/Prepayment or Partially Received/Pending Billing or Partially Received state.

To start receiving items:
1. Navigate to Purchase > Purchase Order.
2. Find and open the PO you are receiving items for.
3. In the PO detail view, click the "Receive" button. This will take you to the new Receipt form.

The Receipt Form

The Receipt form is pre-populated with information from the PO, including the items ordered. Your task is to confirm the quantities of the items that have arrived in the shipment.

• Memo: (Optional) Add any notes related to this specific delivery.
• Items Table: This table lists all the items from the PO.
  • Item: The product identifier.
  • Ordered: The quantity originally ordered on the PO.
  • Received: The quantity already received in previous receipts (if any).
  • To Receive: The quantity you are receiving in this shipment. This field is editable.

Step 1: Enter Received Quantities

For each item in the list, enter the quantity that has arrived in the "To Receive" column.

• Full Shipment: If all items arrived as ordered, the "To Receive" quantity will match the remaining quantity to be received.
• Partial Shipment: If only some of the items arrived, or a smaller quantity of an item arrived, adjust the "To Receive" number accordingly. For example, if you ordered 100 units but only 80 arrived, enter 80.
• Items Not Received: If an item has not arrived in this shipment, enter 0 in the "To Receive" column.

Validation: The quantity you enter in "To Receive" cannot be greater than the quantity that was ordered and has not yet been received.

Step 2: Review and Save the Receipt

Once you have accurately entered the quantities for all received items, click the "Save" button.

When the receipt is saved:
1. Inventory is Updated: The stock levels for the received items at the designated warehouse are increased by the quantities you entered.
2. PO Status is Updated:
- If you received all remaining items on the PO, its status will change to "Received/Pending Billing."
- If you only received some of the remaining items, the PO's status will become "Partially Received/Pending Billing."
3. Receipt Record is Created: A permanent record of the receipt is created, which you can view from the PO's history.

Managing Partial Receipts

The system is designed to handle partial shipments gracefully. If a PO is "Partially Received," you can create another receipt later when the rest of the items arrive.

To do this, simply open the same PO again and click "Create Receipt." The "To Receive" column will show the remaining quantities that are still expected.

Viewing Receipt History

From the Purchase Order's detail page, you can see a history of all receipts associated with it. This allows you to track:
- Which items were received.
- How many were received in each shipment.
- The date they were received.

This history provides a clear audit trail for every item that enters your inventory through the purchasing process.

Permissions for Receiving Items

To create a receipt, your user role must have the "Create Receipt" permission. If you do not see the "Create Receipt" button on a purchase order, you may not have the necessary permissions.