# Purchase receipts

Receipt document fields, line availability states, and what validating a receipt updates.

Source: https://support.toolingmetrics.com/en/purchasing/reference/purchase-receipts/
Updated: 2026-10-29

A **Purchase Receipt** records goods arriving from a vendor against a Purchase Order — including a Service Order's items coming back from service, which use this same document type rather than a separate "return" record. Depending on the organization's [Automatic Purchase preference](https://support.toolingmetrics.com/en/purchasing/guides/configure-auto-receipt-restock/), a receipt is created automatically when its Purchase Order is confirmed, or you create one manually with **New Receipt** from the order. A single PO can have more than one receipt — a new one is opened for each delivery on a partial or split shipment.

## Document fields

| Field | Description |
|---|---|
| **Number** | Auto-generated identifier. |
| **Purchase Order** | The order this receipt is linked to. |
| **Warehouse Access Point** | Where the receiving work happens. |
| **Scheduled Date** | Defaults to the PO's Expected Arrival date. |
| **Weight** | Total weight of the receipt's lines; calculated, editable. |
| **Status** | See [Status flow](#status-flow) below. |

## Line fields

| Field | Description |
|---|---|
| **Item** | The item being received. |
| **From / To** | From the vendor's virtual location; to the warehouse's receiving location. |
| **UoM** | Unit of measure for the line. |
| **Ordered** | Quantity remaining on the PO line at the time this receipt was built. Read-only. |
| **Quantity** | Amount to record as received on this line — pre-fills from Ordered, reduce it for a short delivery. |
| **Unit Cost** | Cost per unit received; feeds the item's weighted-average cost. |
| **Serial Number / Condition** | For serialized items: one row per physical unit received, each assigned a serial number and, for a Service Order's receipt, a condition. |

## Status flow

| Status | Description |
|---|---|
| **Draft** | Being prepared. No inventory impact. |
| **Waiting** | Marked ready for processing, but not every line has stock available to reserve yet — only relevant on receipts sourced from on-hand inventory (a Service Order's return receipt draws from the vendor's "Service Location", not open vendor stock, so this rarely applies to ordinary goods receipts). |
| **Ready** | Every line is available to receive. |
| **Done** | Validated. On-hand inventory is updated and the PO's Received quantity advances. |
| **Cancelled** | Discarded. No inventory impact. |

The action buttons are **Mark as Todo** / **Check Availability** (both move toward Ready) and **Validate** (Ready → Done).

## What validating a receipt does

- Adds the received quantity to the item's on-hand `physical_quantity` and recalculates its weighted-average cost.
- For a **Service Order's** receipt specifically: instead of adding new stock, it *returns* items from the vendor — decrementing the item's `service_quantity` by the same amount it increments `physical_quantity`, and for serialized items, sets the serial's condition to **Refurbished**, adds the service cost into its cost, and clears any pending service due-date.
- Updates the linked PO line's Received total. Once every line's Received (and Restocked) reaches its ordered Quantity, the PO status advances automatically — see [Purchase Orders — Status Flow](https://support.toolingmetrics.com/en/purchasing/reference/purchase-orders/#status-flow).

## Partial receipts

If Quantity received is less than Ordered, validating the receipt still moves it to Done — a receipt is done when *its own* lines are settled, not when the whole PO is filled. The PO itself reflects the shortfall through its own status (it won't reach Done until every line's Received catches up to its ordered Quantity). Open a further **New Receipt** from the PO when the rest of the delivery arrives.