When the products you've placed on a Purchase Order (PO) with a supplier have been delivered, update your inventory accordingly by receipting the PO. The receipted quantities will then be added to your warehouse's Stock On Hand (SOH), and the receipted stock's Average Landed Cost (ALC) will update to account for the prices the stock was purchased at, along with any known costs that have already been included on the PO.

When stock from a PO has been received, confirm this in your account by either receipting or completing the PO.

If you've received a PO but you're awaiting finalized costs for its delivery, storage or any other external costs from your suppliers, receipt the PO instead of immediately completing it. Your inventory's SOH quantities will be aligned with your physical stock counts, meaning you can use it to fulfill any shipments or assemblies due to complete, but once you've got the final costs, you can add them and complete the PO to update the stock's value accordingly.

Some constraints apply to your products, stock, and POs, depending on whether you choose to receipt a PO or complete it.

Once a PO is in Receipted or Complete status, it cannot be undone or deleted. However, you can complete a Supplier Return to reverse the effects of a PO. Just note that a Receipted PO must be updated to Complete status before its Supplier Return can be completed.

By receipting a Purchase Order (PO), you are agreeing to add the ordered quantity to your inventory at the price currently advised, per product in the order. The quantities, prices and costs included on a PO that's been receipted cannot be edited, so it's important you double-check and update these details before receipting each PO.

The date your receipted stock will be added to your account's inventory will always be the date the stock's PO is updated from an open status to Receipted or Completed. To ensure your account's purchases, SOH and reports are accurate, make sure to receipt or complete your POs on the day you physically receive the stock.

To receipt a PO, you can either go to the main menu and navigate to Purchases > Purchase Orders > Receipt Purchase, using the Order Number field to search and select the PO you're wanting to receive. Or, you can open a Placed PO and click on the Receipt button in the top right corner of the page. Your PO's details will then be displayed in a receipting page, where you can confirm the quantity being receipted per line and the batch and serial numbers being receipted, where applicable.

You can exit from the Receipt Purchase page at any time to discard it and start again at a later date. Receipting isn't saved against the PO until it is confirmed as either Receipted or Completed.

The Receipt Quantity column in the receipting page of a PO is what will be used to determine how much stock is being added to your inventory when the PO is receipted. By default, the Receipt Quantity column will automatically populate with either a zero quantity or the line's Ordered Quantity, depending on whether the company setting "Auto Set Receipt Quantity" is enabled.

Review the Receipt Quantity per line on the receipting PO and update as necessary to align each receipting quantity with the number of units you've physically received.

You can also hover over the action cog icon in the Receipt Quantity header to bulk update all of the receipting quantities. In the header's action cog, select either "Set All to Ordered Quantity" or "Zero All Quantities".

Use Barcode Scanning to efficiently count the quantities being receipted per PO. Click on the barcode icon in the top right corner of the receipting PO page. Choose between the Single Scan and Multi-Scan options available and count the receipting quantity by scanning the units received. For more details, see Barcoding.
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If there are any batch or serial tracked products being receipted on the PO, use the Batch and Serial columns displayed next to the Receipt Quantity to allocate Batch and Serial Numbers to the receipting stock.

The Batch or Serial number will initially display an info icon advising the batch or serial is "pending" during the receipting process, highlighting that the batch or serial has not yet been confirmed as receipted.

Once the Receipt Quantity, batch, and serial numbers have been set on the PO, you'll then need to receive them into your account's inventory by saving the PO's update.

You can do this by selecting one of the following options in the receipting PO:

Split receipting a PO allows you to accurately update your stock's inventory with what you've physically received on a PO so far, without finalizing its additional costs. The remaining ordered quantities that aren't receipted are automatically moved to a new PO, in Placed status, to be receipted at a later date. This process is ideal for instances where your suppliers deliver parts of your orders at a time, and their incurred costs are confirmed later.

Each PO created from a Split Receipt action can also be split receipted, up until all ordered quantities have been received. To differentiate between the portion of a PO that's been receipted and the outstanding quantity that's been moved to a new PO, the new PO will be created with an order number that copies the original PO's order number, but adds an incremental suffix to identify it as a split from its predecessor. For example, if you were to select Split Receipt on order "PO-00001936", "PO-00001936" will update to Receipted status, and will include only the receipted product quantities. The remaining ordered quantities from "PO-00001936" are transferred to a new PO with the order number "PO1-00001936/1". You can then later select Split Receipt, or Split Complete, on PO1-00001936/1 if not all the outstanding stock is received, and another new PO will be created with the order number "PO1-00001936/2" for the remaining outstanding stock.

If any of the outstanding stock on the split Placed PO is no longer expected to be received, edit or delete the products' Order Lines to align with what you are still expecting. If no further stock is due, you can also delete the split Purchase Order.

If part of a PO has been received, and you know that there are no further costs expected, select Split Complete when updating the PO. You cannot add further costs to any PO once it is complete. It is therefore imperative that you only select Complete or Split Complete if no further costs are due to be included on a PO being receipted.

When split completing a PO, the quantities recorded in the Receipt Quantity field will be added to your SOH and the PO's status will update to Complete. The remaining ordered quantities will be moved to a new PO, in Placed status, to be receipted and completed at a later date.

When further costs are finalised for POs in Receipted status, add the costs to the relevant POs and then complete them to update the receipted stock's value.

If the cost advised by your supplier is specific to a single Receipted PO, add the cost directly in the Cost Lines section of the PO. Otherwise, if a cost advised by a supplier applies to multiple POs, use the Add Shared Cost bulk action in the View Purchases page to split the total cost across the appropriate POs.

When the Receipted PO is completed, after the additional costs have been added, ALC of the products included on the PO will be recalculated, and subsequently, their stock value will also update. If a product included on the receipted PO has been dispatched on a shipment, in the time between the PO being receipted and subsequently completed with additional costs, a "recost" will occur to account for the increase in the product's dispatched value. This ensures the value of your dispatched stock is as accurate as possible. Recosts can be reviewed in the Transaction Enquiry, filtered for Transaction Type: Recost Adjustment.

​Recosting adjustment value = Change in ALC x QTY Been Sold

A "round-up" accounting methodology to calculate the totals for Purchase Orders. The discount, tax, and subtotal value of each order line is calculated first, and then summed for the final transaction total. Round-up methodology is then used, limiting the decimal places from 4 to 2 on each price revision.

The calculations used for Purchase Orders are as below:

UnitPrice = RoundTo4Dp (InclusiveUnitPrice / (1 + taxRate)

DiscountedUnitPrice = RoundTo4Dp (ExclusiveUnitPrice * (1 - DiscountRate))

LineTotal = RoundTo2Dp (ExclusiveDiscountedUnitPrice * Quantity)

LineTax = RoundTo2Dp (ExclusiveLineTotal * TaxRate)

TaxTotal = SUM(all LineTaxes)

SubTotal = SUM(all ExclusiveLineTotals)

Total = TaxTotal + SubTotal