Overview
Receiving records vendor shipments against a Sent or Partially Received purchase order. Stock on-hand and FIFO costs update when you post a receipt.
Where in the app: Purchase order detail → Receive
Open: Purchase Orders → select a sent PO
Tip: Receiving is always done from the PO — there is no separate Receiving module.
Before receiving
- PO must be Sent (email vendor or Mark as Sent)
- Confirm warehouse on the PO matches where goods arrive
- Optional: enable barcode scanning for scan-to-receive
Receive workflow
- Open PO detail → Receive
- Enter quantity received per line (partial receipts supported)
- Adjust unit cost if invoice differs from PO
- Add additional costs (freight, duties, handling) with allocation method:
- Line value — spread by line dollar amount
- Quantity — flat amount per unit
- Equal per line — split evenly across lines
- Add receipt notes and reference #
- Post receipt — stock increases; PO status updates to Partially Received or Received
Barcode scan mode
When barcode scanning is enabled on PO detail:
- Toggle Scan mode to receive by scanning component barcodes
- Scan increments quantity for matching PO lines
- Over-receiving policy controls warn vs block when qty exceeds ordered
After receiving
| Result | Effect |
|---|---|
| Stock levels | On-hand increases at PO warehouse |
| PO status | Partially Received or Received |
| Sales orders | Shortages may clear if stock now available |
| QuickBooks | Vendor bill may sync (when connected) |
Close the PO when no further receipts are expected.