Process a purchase receipt

Prerequisites: A Purchase Order has been confirmed. A Purchase Receipt exists for it — either created automatically (see Configure automatic purchase receipts and restocks) 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.
2. 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.
3. For each line, adjust Quantity down if less arrived than expected. For serialized items, assign a serial number to each physical unit received.
4. 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 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.

Related articles

• Add a vendor
• Create a purchase order
• Create a purchase order in a foreign currency
• Receive goods into storage
• Process a purchase restock