Purchase orders
Receive goods against a purchase order
With receipt-first buying, record what arrived against the purchase order; the stock comes in at the order's cost and its value waits as goods received not invoiced until the supplier's invoice.
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In this article
When receipt-first buying is on, goods are received against the purchase order when they arrive, before the supplier's invoice. An order can be received in several deliveries; it is complete when every line is received in full.
Before you start
Switch on Receive before invoicing in Purchasing settings.
Map the goods received not invoiced account in Project accounts.
The order must be approved, if approval is required.
Receive a delivery
Open the purchase order and select Receive goods. You can also go to Purchasing > Goods Receipts and choose the order there.
Each line starts at what is still to come. Change Receive now to what actually arrived; leave 0 on a line that did not come.
Enter the date and the Supplier delivery note number, then select Receive.
A quantity above what is ordered and not yet received is refused.
What is posted
Debit: the store's stock account, tagged with the project when the order line has one.
Credit: goods received not invoiced.
The stock comes in at the order's net cost and updates the item's average cost.
Follow the receipts
Purchasing > Goods Receipts lists every receipt with its order, value and whether it is invoiced. Filter on Not invoiced to see what is waiting for the supplier's invoice.
Common questions
Can a site receive goods from a phone? Yes. The Executive app has a goods receipt screen for people with permission to manage receipts.
What if the supplier's price is different? Receive at the order price. The difference is handled when the invoice is raised. See Invoice goods received: the three-way match.