Create a purchase receipt

By using the Purchase receipts (PO302000) window, you can create a purchase receipt for a particular purchase order or any items received at a specific warehouse for multiple purchase orders.

1. Go to the Purchase receipts (PO302000) (PO302000).
2. Select Receipt as the receipt type.
3. Select the supplier in the Supplier field.
4. Check the location of the supplier, and change it if needed.
5. Check the date of the receipt, and change it if needed.
6. Select the Create invoice check box if you want the system to create an invoice for the received items automatically.
   If you want to create an invoice later, do not select the check box.
7. In the Supplier ref. field, specify the reference number of the supplier's original document if references to supplier documents are required in your system.
8. Provide a brief description of this receipt.
9. If you need to add the received items by entering specific item IDs or by scanning bar codes, click Add line.
   The Add receipt line dialog box opens. For each item that you want to add, do the following:
   1. Enter the item's item ID in the Item ID field.
   2. If there is only one purchase order with this item, notice that the reference number of the order has been inserted in the Purchase order no. column for this row.
      Proceed to step 9e.
   3. If there are multiple orders with this item, when the Add purchase order line dialog box opens (displaying the lines with this item from multiple orders), select the check box next to the line that you want to add to the receipt.
      Notice that the reference number of the order has been inserted in the Purchase order no. column for this row.
   4. At the bottom of the Add purchase order line dialog box, click Add and close.
   5. Review the information about the order line in the Add receipt line dialog box, and click Add line.
10. If you added lines, in the Add receipt line dialog box, click Close.
11. Review any added lines, and specify the correct quantities of the received items in the Receipt qty. column.
12. Make sure the Hold check box is selected, and click .
13. If you need to add lines for items from specific purchase orders, click Add purchase order. The Add purchase order dialog box opens.
    1. Select the check boxes (in the column with a check box as a column heading) next to orders that you want to add to the receipt.
    2. Click Add and close at the bottom of the Add purchase order dialog box.
    3. Review the order lines, delete the unneeded lines, and specify the quantities of the received items.
    4. Click .
14. If you need to add specific lines from purchase orders, click Add purchase order line on the table toolbar.
    For each line that you want to add, perform the following actions:
    1. In the Order no. column, select the order by its reference number.
    2. Review its lines and select the line with the received item.
    3. Click Add at the bottom of the Add purchase order line dialog box.
15. If you have added lines from purchase orders in the previous step, review each added line, and in the Receipt qty. column, specify the correct quantities of the received items.
16. If any of the added items require lot or serial numbers, click Allocations in the table toolbar.
    In the Allocations dialog box, select the lot or serial numbers of the received items.
17. Click .
18. Review each of the items for which lot or serial numbers must be specified when the items are received (which is indicated by a yellow exclamation mark in the Receipt qty. column).
    To specify particular locations or lot or serial numbers for each item, execute the following steps:
    1. Select a line with an item requiring allocation, and click Allocations on the table toolbar. The Allocations dialog box opens.
    2. If you need to distribute the item quantity among multiple locations, in the Location column, select one of the locations with a non-zero quantity of the item and specify the quantity to be received to this location in the Quantity column. Add lines with other locations as needed until the entire quantity is distributed.
    3. If you need to assign lot or serial numbers to the units of the item, select the location where the units will be stocked.
       Notice the value in the Start lot/serial no. field, and specify the quantity of units for which the lot or serial numbers will be generated.
    4. Click OK to save the allocations and close the dialog box.
19. If the Control quantity field is available in the top part of the window, type the total quantity of the receipt.
20. If the Control amount field is available in the to part of the window, type the total amount of the receipt.
21. Clear the Hold check box in the top part of the window.
22. Click .
23. Click Release.

To view the details of the original order linked to any selected line in this receipt, click the View purchase order button on the table toolbar.

To view the inventory receipt generated for this receipt, in the window toolbar, click Inquiries - View inventory document.
To view the invoice generated for this receipt, in the window toolbar, click Inquiries and select View supplier document.

Parent topic:
Process purchase receipts and returns - overview