Receive items on a Purchase Order

The next step after creating a Purchase Order is to receive the PO. The PO line items can be received either in full or partially.

PO Receiving can also be done via via bar code scanner, web browser and hand held devices.  Refer to this article for more information!

1. Open the PO that contains items you want to receive

Navigate to Purchasing -> Purchase Orders, find the PO that you want to receive, double-click to open it and then click on the Receiving tab.

PO Receiving screen

2. Receive PO Line Items

2.1. Receive line items in full

  1. Enter the date when the items were received in the Event Date field. The system will record the accounting and inventory transactions as of this date.
  2. Highlight the PO Line Items to receive (top section) and click the Receive Selected button. A new line item will be created (bottom section).
  3. By default, the Quantity will be the full quantity ordered although partial quantities can be received when necessary.
  4. Click OK to save. The inventory items will be added to Qty On-hand.
PO Receiving - in full

2.2. Receive a partial quantity

  1. Enter the date when the items were received in the Event Date field. The system will record the accounting and inventory transactions as of this date.
  2. Highlight the PO Line Items to receive (top section) and click the Receive Selected button. A new line item will be created (bottom section).
  3. Click into the Quantity column and change this to the quantity that you want to receive.
    • This can be either greater or lesser than the quantity ordered.
    • As the receive quantity is entered, the Remaining qty (top section) will be updated.
  4. Click OK to save. The inventory items will be added to Qty On-hand.
  • You can receive as many shipments on a PO as is necessary.
  • Best practice is to not close the PO until all shipments have been received. Leaving the PO in either open, ordered or received status will allow you to continue to receive inventory.
PO Receiving - partial

Accounting Notes for Purchase Orders

As part of the PO receiving process, AcctVantage creates a transaction called a Purchase Event. These are the transactions that need to be posted in order for the PO receiving to be reflected on the G/L. There can be an unlimited number of Purchase Events for any PO.

Here are the G/L transactions that will be created (as of the Event Date) when the Purchase Event is posted:

Debit: Inventory (asset) account that is assigned to the Product Class(es) of the received inventory

Credit: Inventory Holding (liability) account that is assigned to the Vendor

When you receive the invoice from the Vendor and enter the Voucher, you will have opportunity to adjust for changes in the inventory value, shipping and taxes.