Receive deliveries

Receiving records what arrived against a purchase order. It puts the goods into a stock location, captures every serial number, and turns each serialized unit into an asset. This page covers receiving with a barcode scanner, partial deliveries and backorders, drop-ship deliveries, and reversing a receipt.

Before you begin

• Receiving and reversing receipts needs procurement:receive.
• The purchase order has been sent by email or submitted to a distributor. An approved order that was never ordered cannot be received.
• A USB or Bluetooth barcode scanner that types like a keyboard and ends each scan with Enter works without setup. You can also type serial numbers.

Receive a delivery

1. Open the purchase order from Procurement > Purchase orders, and select Receive.
2. In Into location, choose where the goods go. The Default receiving location from Procurement > Settings is chosen for you.
3. Optionally, enter the Packing slip number.
4. For each line that tracks serial numbers, scan each unit into Serial numbers. Each scan lands on its own line, and the count under the box shows how many you have scanned of how many are still due.
5. For each line that does not track serial numbers, enter the Quantity received.
6. Select Receive everything, or Receive these, leave the rest due when only part of the order arrived.

When a distributor has already reported serial numbers for a shipment, they are filled in for you. Check them against the boxes before you receive. Serials already received on an earlier receipt are left out.

Freight and fee lines are not received.

Serial number rules

Rule	What happens
One serial per unit	A serialized line’s quantity is the number of serials you scan, always a whole number.
More than is still due	Refused: Only followed by the quantity still due.
The same serial scanned twice	Refused before anything is posted: Scanned twice: followed by the serial.
A serial already in stock	Refused: One of these serial numbers is already in stock.
Spaces and letter case	Leading and trailing spaces are trimmed, and serials are compared without regard to case.

A line that does not track serial numbers can still record serials, as many as the quantity, but they create no assets.

What receiving does

Each receipt gets a number, such as RCV-1001, and appears under Receipts on the purchase order.

• The stock on hand at the location goes up, at the line’s unit cost. The item’s average cost is updated. See Inventory.
• Each serialized unit becomes an asset In stock at that location, with its serial number, cost, and purchase order. When an endpoint reports the same serial number, the asset links itself to it. See Assets.
• The purchase order moves to Partly received or Received.

Partial deliveries and backorders

A receipt can be any part of what is due. The rest stays on the order as Still due, and you receive it when it arrives.

When a distributor reports a line as backordered, the purchase order shows it under Backorders, with the expected date when the distributor gives one.

To stop waiting for the rest, select Close on the purchase order. Closing cancels what is still due and clears the backorders.

Drop-ship deliveries

A purchase order that drop ships to a client stocks nothing. The receive page says so, and has no Into location. Record the units and serials as usual. They become assets in your register until the sales order delivers them, when they move into the client’s register as Deployed and the delivery is invoiced. The receipt shows Waiting for the sales order to deliver until then, and Delivered to the client after.

Reverse a receipt

Reverse a receipt that was recorded against the wrong order, location, or quantity.

1. Open the receipt from the purchase order’s Receipts card.
2. Select Reverse.
3. In Why, enter the reason. It is kept on the receipt.
4. Select Reverse the receipt.

The stock comes back off the shelf, and the assets the receipt created are removed. The purchase order’s received quantities go back down.

A reversal is refused when:

Message	Cause
An asset from this receipt has already left stock, so it cannot be reversed.	A unit was delivered, deployed, or otherwise moved out of stock.
There is not enough stock on hand to do that.	Taking the stock back out would leave less than zero at the location.
This receipt has already been reversed.	It was reversed before.

Each receipt can be reversed once. Receive the delivery again afterwards if it was right but recorded wrongly.

Verify

• The purchase order shows the new receipt and the received quantities.
• Inventory > Stock levels shows the new stock at the location.
• Assets lists each serialized unit as In stock.

Next steps

• Supplier bills and the 3-way match
• Deliver a sales order