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Receiving Items

Track when materials arrive from your purchase orders.

Workflow Overview​

  1. Sent: PO delivered to vendor
  2. Confirm: Vendor acknowledges they can fulfill the order
  3. Receiving: Ready to receive deliveries
  4. Received: All items fully received

Confirming a Purchase Order​

Before receiving items, the PO must be confirmed:

  1. Open a PO in Sent status
  2. Click Confirm
  3. Confirm the dialog

The status changes to Receiving.

Regular vs Field PO Confirmation
  • Regular PO: Requires the PO Regular Confirm permission to confirm
  • Field PO: Can be confirmed by any user with access to the PO

Receiving Items​

Opening the Receive Screen​

  1. Open a PO in Receiving status
  2. Click Receive button
  3. The Receive Inventory screen opens

Selecting Items to Receive​

The receive screen shows all PO line items with:

  • Item Name and description
  • Status: Not Received, Partially Received, or Received
  • PO Qty: Original quantity ordered
  • Received Qty: Quantity already received

To receive items:

  1. Check the boxes next to items you're receiving
  2. Items already fully received are disabled (grayed out)
  3. Click Receive Selected Items
Showing Tax and Shipping

By default, Tax and Shipping line items are hidden on the receive screen. Check Show Tax & Shipping Items to display them.

Recording Receipt Details​

In the receive dialog:

  1. Received Date: Date materials arrived (defaults to today)

    • Cannot be a future date

  2. Note: Optional notes about the delivery

    • Document any issues (damages, shortages, etc.)

  3. Quantity: For each selected item:

    • Pre-filled with remaining quantity (PO Qty - Already Received)
    • Adjust if receiving a different amount

  4. Click Receive Items to save

Partial Receipts​

Receive items in multiple deliveries:

  • Record each delivery separately
  • The receive history tracks all receipts
  • Item status shows Partially Received until full quantity arrives
  • PO shows % Received progress indicator

Viewing Receive History​

Expand any item row to see its receive history:

  • Click the expand arrow next to the item
  • View all previous receipts with:
    • Date received
    • Quantity received
    • Who received it
    • Notes

Unreceiving Items​

Made a mistake? Remove a receive record:

  1. Expand the item row
  2. Find the incorrect receipt in the history
  3. Click the delete icon
  4. Confirm the deletion
warning

Unreceiving cannot be undone. The receive record is permanently deleted.

Receiving Progress​

The PO header shows receiving progress:

  • % Received: Percentage of total items received
  • Progress bar: Visual indicator of completion

When all items are 100% received, the PO status automatically changes to Received.

Field PO Quick Receive​

For Field POs without line items:

  1. Open the Field PO in Receiving status
  2. Click Receive
  3. The PO is marked as 100% received immediately

This is useful for field purchases where you just need to mark the PO complete without tracking individual items.

Declining a Purchase Order​

If a vendor cannot fulfill the order:

  1. Open a PO in Sent status
  2. Click Decline
  3. Enter a reason for the decline
  4. Confirm

The PO status changes to Declined. A note is automatically added with the decline reason.

If the PO was created from a vendor quote, the quote returns to Ready to Purchase status so you can create a new PO with a different vendor.

Canceling a Purchase Order​

Cancel a PO that's no longer needed:

  1. Open the PO
  2. Click Cancel Purchase Order (in the sidebar)
  3. Confirm the cancellation

The status changes to Canceled.

Cancelable Statuses

POs can be canceled from Draft, Sent, Receiving, or Declined status, but not from Received status.

Adding a Bill​

After receiving items, link to a vendor bill for payment:

  1. Open a PO in Receiving or Received status
  2. Click Add New Bill
  3. A new bill is created with:
    • Vendor from the PO
    • Project from the PO
    • Line items from the PO

This connects the PO to accounts payable for proper cost tracking.

Best Practices​

  • Receive promptly: Record deliveries as they arrive for accurate inventory tracking
  • Document issues: Use notes to record damages, shortages, or wrong items
  • Match invoices: Compare vendor invoices to PO quantities before paying
  • Review partial receipts: Check that backorders are being tracked