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Version: 6.0

Receipts for purchase orders

A receipt records the fact of receiving goods into a location and helps to control purchase order fulfillment: how much has already been received and how much remains.

Where to find​

Typically, working with receipts is available:

  • from the purchase order card — in the related documents block;
  • in the Inventory section (if it is used) — depends on your configuration.

A receipt can be created based on a confirmed purchase order. In this case:

  • receipt fields (vendor, location, Scheduled date) are usually filled in from the purchase order;
  • receipt lines are created from purchase order lines;
  • based on this link, the system calculates how much has been received and how much remains.

Practical meaning: one purchase order can be received in multiple receipts and in parts.

When a receipt becomes available for a purchase order​

As a rule, receipts are used when Inventory is enabled.

Typically, a receipt becomes available after:

  1. The purchase order is moved to the “Confirmed” status.
  2. A location is specified in the purchase order.
  3. The purchase order type is configured to use receipts (if required in your configuration).

If there is still something “to receive” for the purchase order, the system can create (or pick an already created) receipt that is ready to be processed.

Reserve receipt (auto-maintained)​

When a purchase order is confirmed (and on subsequent changes), the system automatically:

  1. Checks whether the order has any remaining quantity to receive (the “Ready” field on the lines).
  2. Either picks the linked receipt currently in the “Ready” status, or creates a new one with the receipt type configured on the order type.
  3. Synchronizes this receipt’s header (vendor, scheduled date, location) with the order.
  4. Adds/removes lines to match the current remaining quantity; the receipt line’s initial demand is set equal to the order line’s “Ready” value.
  5. If no order line has any remaining quantity, the reserve receipt is deleted.

This receipt is re-created/updated when any of the following change: the line-level “Ready”, vendor, scheduled date, location, or order number; it is also rebuilt when the order returns from “Locked” to “Confirmed”.

If a receipt would exceed the ordered quantity on a line (over-delivery), the system shows the message “For the goods, the receipt exceeds the quantity in the order” and rejects the save.

Note: receipts are usually created for goods items. If the purchase order contains services, a receipt is usually not required for them.

How to process a receipt based on a purchase order​

  1. Open the purchase order.
  2. In the related documents block, open the required receipt (or create a new one, if supported in your configuration).
  3. Check receipt fields:
  4. Go to receipt lines and enter the actually received quantity.
  5. Save/confirm the receipt according to your configuration rules.

Important: a receipt records the fact of receiving into a location and is used to control purchase order fulfillment (“how much has already been received”).

Partial delivery and multiple receipts​

If delivery comes in parts, create receipts as goods arrive:

  • you can create multiple receipts for the same purchase order;
  • in purchase order lines, the system usually shows the remaining quantity to receive (how much is still to be received);
  • in the next receipt, enter only what actually arrived.

Usually, the system does not allow receiving more than ordered (taking into account already created receipts). If you need to receive more (over-delivery), this behavior depends on your configuration rules.

If you change the purchase order after confirmation (quantity, location, Scheduled date, etc.), the system may update the “ready-to-work” receipt and its lines. Therefore, before actual receiving, verify that the receipt matches the current purchase order.

Line-level fulfillment control​

In the purchase order card, line-level indicators are usually available:

  • “received” — how much has already been received for the line;
  • visual highlighting if it is not fully received;
  • a list of receipts linked to the line (on click/open).

Restrictions when closing/locking a purchase order​

The order type has two independent flags that affect the “Lock” action:

  • “Forbid to lock orders with active receipts” — the system will not lock an order while it has a reserve receipt in the “Ready” status. If the flag is disabled, that receipt is simply deleted when the order is locked.
  • “Forbid to lock orders that are not fully received” — the system will not lock an order while the remaining Ready > 0 (some lines are not fully received).

When either rule is violated, the corresponding message is shown and the order stays in “Confirmed”.

See also: Settings.