Purchasing - Receiving Line Items

When items ordered through a Purchase Order (PO) arrive, they must be marked as received in the system. Receiving a line item updates the amount received on the PO, and if the item is related to inventory, it also updates the stock levels accordingly.

There are three ways to receive line items:

Receive – Using Defaults

Use this option to quickly receive a single line item into the inventory’s default location, or simply update the amount received if it’s a non-inventory line item.

1. Open the desired Purchase Order & navigate to the “Line Items” tab.

2. Locate the line item you wish to receive.

3. Click the “” Button and choose “Use Defaults” from the Drop Down.

4. In the “Receive Line Item” dialog:

   • The amount is pre-populated with the outstanding quantity.

   • Adjust the amount if required.

5. Click Confirm to receive.

   • Inventory Items: Stock is added to the Inventories default storage location & the received amount is updated.

   • Non-Inventory items: Only the received amount is updated.

When to Use:

• If the Inventory will be stored in its default location.

Receive – Choose Location and Amount

Use this method when receiving inventory items that will be distributed across multiple storage locations.

1. Open the relevant Purchase Order.

2. Locate the inventory-related line item.

3. Click the “” Button and select “Choose Location & Amount” from the Drop Down.

4. In the dialog:

   • View all current storage allocations and existing stock levels.

   • Enter the amount to be received into each location as needed.

   • Optionally, click Add Location to assign the Inventory a new location.

When to Use:

• If the Inventory will not be stored in its default location.

• If the Inventory needs to be stored in more than one storage location.

Receive – Change Received Amount

Use this method when you need to change the amount received.

Important: Selecting this option will update the received quantity shown on the Purchase Order only, and will not modify any inventory stock levels.

1. Open the relevant Purchase Order.

2. Locate the inventory-related line item.

3. Click the “” Button and select “Change Received Amount” from the Drop Down.

4. In the dialog edit and save the Received Amount.

When to Use:

• Use this option when you need to correct the received quantity on a Purchase Order without impacting inventory stock levels.

• It can also be used in situations where stock levels have already been adjusted separately, and you only need to update the Purchase Order record for accuracy.

Receive All

Use this option to receive all remaining quantities from the PO into their respective default locations.

1. Open the relevant Purchase Order and Navigate to the “Line Items” Tab.

2. Click Receive All.

When to Use:

• If the Order arrived in full and all inventory will be stored in their default locations.

• You can also use this to complete any partially received PO’s when all outstanding items will be received into default locations.