# Process a purchase receipt

Check incoming goods against a confirmed order and record what actually arrived.

Source: https://support.toolingmetrics.com/en/purchasing/guides/process-purchase-receipt/
Updated: 2026-10-29

**Prerequisites:** A Purchase Order has been confirmed. A Purchase Receipt exists for it — either created automatically (see [Configure automatic purchase receipts and restocks](https://support.toolingmetrics.com/en/purchasing/guides/configure-auto-receipt-restock/)) or by clicking **New Receipt** on the order yourself.

**Required permission:** Purchase → Purchase Receipts — User or above. Admins can validate any receipt; Managers and Users only the receipts they created.

## Process the receipt

1. In the sidebar, click **Purchase → Purchase Receipts**.
1. Open the receipt and review its lines — each shows the item, the **Ordered** quantity carried over from the PO, and a **Quantity** field pre-filled with the same amount.
1. For each line, adjust **Quantity** down if less arrived than expected. For serialized items, assign a serial number to each physical unit received.
1. Click **Mark as Todo** (or **Check Availability**, if the receipt is already Waiting), then **Validate**. On-hand inventory increases at the warehouse and the linked PO line's Received total advances.

## Partial receipt

If only part of a line's quantity arrived, lower that line's **Quantity** to match and validate the receipt as-is — a receipt validates against its own lines, not the whole order. The Purchase Order itself won't reach Done until every line's Received quantity catches up; open a further **New Receipt** from the order when the rest of the delivery arrives.

## Notes

- The next step after validating the receipt is [Process a purchase restock](https://support.toolingmetrics.com/en/purchasing/guides/process-purchase-restock/) to put items in their storage locations.
- If the receipt is against a Service Order, validating it does the opposite of a normal receipt — it moves the quantity from "out for service" back into on-hand stock instead of adding new stock, and sets serialized items to Refurbished. See [Service Orders Reference](https://support.toolingmetrics.com/en/purchasing/reference/service-orders/).