How to Receive Inventory from a PO

To receive inventory previously ordered on a purchase order complete the following steps:

1. Select the following menu path: Inventory and Purchases > Purchases > Edit PO/Receiving
   
   
2. The List Purchase Orders window appears. You can list PO's by supplier, PO number or, if the PO was created recently, click [Recent] to list the last 50 PO's:
   
   
3. Select the PO and click [OK] or double-click to open it on the Items page similar to the example shown below. Enter the quantities received in the To Receive column:
   
   

   Note: if the items are serialized, you are prompted to enter the serial numbers now. A duplicate serial number can be received as long as it is currently not in stock.

4. If there are shipping or other charges you have the option of distributing the cost to all the items on the PO that you are receiving. In the example below there is a $50.00 shipping charge that is entered the box at the top of the Freight Each column:
   
   
5. After entering shipping or other charges press Enter. A dialog box appears similar to the one shown below asking how you want the system to distribute this cost to the items:
   
   
6. You can choose to distribute buy ratio of cost, weight or quantity. Select your choice and automatically the new landed costs are calculated and displayed for each item:
   
   
7. Click Receive.
   
   
8. The Receive Stock to Inventory dialog appears. Confirm the receive date and click [Receive].
   
   
9. If any items were short shipped where the quantities received are less than the quantities ordered a dialog box appears. If your suppliers normally automatically ship the back ordered items to fill the back orders, click [Clear None] (only if you have to reorder them on a new PO would you click [Yes] or [Clear All]).
   
   
10. Depending on your system setup options, you may see the following dialog boxes:
    

    If you click Yes the standard costs for the items being received are updated. This may change your list price for the items depending on the price formula used for the inventory item(s). You may also see the dialog box below:

    

    If you click Yes the system records the number of days it took to receive the items from the time of order. This is useful when estimating delivery dates for future orders.

11. When the print dialog box appears, make sure all three print options are checked off. Click [OK].
    

    Note: It is advisable to print the Receiving Report and keep it on file in order to match it to the supplier's bill when it arrives. This is very important, as it is only after you post the bill to accounts payable that the value of your inventory in the general ledger increases. Keep these copies in a safe place.