Purchase Orders and Receiving
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      2. For Purchasers
      3. Purchase Orders and Receiving

      Receive Goods from a Purchase Order

      Learn how to create a Goods Receiving Note and Receive Goods from a Purchase Order.

      Note - Receiving Purchase Order line items will ensure accurate information is recorded for your Organization, and help other users to compare Invoices against Purchase Orders. This is known as a 3-Way Match, where the Goods Receiving Notes, the Purchase Order and the Invoice all reconcile with each other. That is, the number and price of the items you Ordered, matches the number and price of the items you physically Received, and are being Invoiced for. 

      Create a Goods Receiving Note

      Note - You have several options available for creating a Goods Receiving Note against a Purchase Order.

      1. Go to [Purchase Orders] → [View All], from the side navigation bar.

      2. Click the [Truck] icon in the GR Note column, to create a Goods Receiving Note against the Purchase Order. 

      Select Goods Receiving Truck

      3. Alternatively, you can click into a Purchase Order, and select one of the [Receive Goods] buttons found within the Purchase Order.Receive Goods within a Purchase Order

      Receive to Inventory

      If you are using the Inventory Module, you will be presented with the option to receive the Goods to a Stock Location within Inventory.

      1. Tick the [Receive to Inventory] checkbox and select the Stock Location, where the items will be Received. You may decide not to receive the Goods to a Stock Location, as the items you are receiving may not be held in your Inventory.

      2. Click [Save and Continue].

      3. You will be prompted to match the Received Items to Stock items, or to create a new Stock Item that is held in your Inventory.

       

      Complete a Goods Receiving Note

      Note - A Goods Receiving Note in a 'DRAFT' state has now been created against the Purchase Order.

      1. Within the Goods Receiving Note, you can complete the following actions as required:

      a. Adjust the [Receiving Quantity] of any item that you wish to receive, on this Receiving Note. By default, the Receiving Quantity will be pre-filled with the Purchase Order quantity that is yet to be received. 

      b. Access [Advanced] Settings to:

          • View a summary of Quantities,

          • View Linked Invoice Lines,

          • Override Receiving Unit Price,

          • Enter line item Comment, 

          • Record Product Expiry Date,

          • Record Vehicle Temperature,

          • Record Product Temperature.

      c. [Add a Product]. This is helpful when, for example, you need to Receive an ad-hoc product that arrived with the delivery, but was not listed on the Purchase Order.

      d. [Show or Hide Details] of Receiving Note.

      e. [More Options] → [View Audit Log] → [Open in Legacy P+] → [Cancel Receiving Note] → [Get Help].

      f. [Mark as Received]. Click this button when you have finished editing the Goods Receiving Note and you are satisfied with the data that will be saved.

      g. Access the [Settings] tab of the Goods Receiving Note.

      Review GR Note

      2. Click [Mark as Received]. This will finalize the Goods Receiving Note and transition it from a 'DRAFT' to a 'RECEIVED' state.

      Note - Once you have clicked Mark as Received, you will arrive on a Success page, confirming that the Receiving Event has been finalized.

      You can view the 'RECEIVED' Receiving Note, and if you decided to Receive to a Stock Location in your Inventory, you can view the Receiving Transfer file that was generated.

      The Receiving Note will be saved permanently in the Receiving Notes tab of the Purchase Order that it belongs to.

      Successfully Received

      See our Override Unit Price when Receiving article to learn how to correct or adjust the Receiving Unit Price, when receiving to an Inventory Location.