Receiving items on a purchase order

Receiving items

After a purchase order gets the status sent, it immediately becomes available for receipt. This is recognized by the button on the right changing from "Send purchase order" to "Register receipt" and the status of the purchase order is now "Sent."

Search For Purchase Order

The easiest way to find the correct purchase order is to search for the purchase order number in the overview. Here it is also possible to search for supplier and products as well as filter by status:

Register Receipt

After you have found the correct purchase order and opened it, you are ready to register the receipt.
The button, to the right, for registration is inactive until one or more products are marked.
When this is done, the button will be activated and you can register the receipt.

Adjust Purchase Price

The purchase price can be adjusted on each individual purchase order. A change in the purchase price will also update the margin view on the purchase order.

Changing the purchase price on a purchase order will not change the purchase price on the product card itself in the control panel, unless you choose to update the purchase price upon receipt of goods.

Receive All Product Lines

If all the goods were delivered from the supplier and there is no need for correction, you can mark everything by clicking on the top check box. This will mark all product lines and automatically fill in the ordered quantity in the "Received" field.
This means that in practice you can receive all goods with just three clicks.

Receive Parts Of A Purchase Order

Receiving only parts of a purchase order is not a problem. Just mark the goods, or the quantity, you have received and click register receipt. The status will now change to "Partially received".

The goods you have now received are placed in a separate overview at the bottom of the page so that it is easy to distinguish between what has been received and what remains.

In the example below, we see that the top overview shows what remains to be received from the supplier, while the bottom overview shows the goods that have already been received.

After receiving the remaining goods, all the goods are moved to the overview of received goods and the new status of the purchase order is "Received".

Receive Goods Linked To Order

If a product is ordered from a supplier as a result of overselling, the order will automatically be moved to the desired order status when the product is received and the order is complete.

The end customer places an order for a product that is not in stock
The product is tagged "Purchase order" and is automatically added to the procurement
The purchase order is sent to the supplier
The goods are delivered to the warehouse and the purchase order is received
The order above is now complete and is moved to optional order status for further processing

Automatic Update Of Orders

Only complete orders are moved to a new order status. I.e. when all the goods on the order are in stock and can be delivered.

Overview After Goods Receipt

After a goods receipt, you will get a window that confirms that the goods receipt was successful, as well as two tabs that show complete orders and updated orders.

You can also print a report of the receipt you just made.
The report contains information about the purchase order, supplier, date of receipt and the columns product, rest, quantity received and location of the product.

Complete Orders:

Overview of all orders that were completed as a result of the goods receipt. These orders have been moved to a new order status, as mentioned above.

Updated Orders:

These are orders that have been updated as a result of the goods receipt but still lack one or more goods and are therefore not complete.

Receipt Report

The "Print report" button lets you print a report that shows all goods on the recent receipt.
The report contains information about the purchase order, supplier, date and the following columns:

Product
Rest
Received
Location

Options During Item Receipt

When you choose to receive the goods, a window with some options will appear:

Move completed orders to
This allows you to automatically move orders that are completed as a result of the goods receipt. That is, orders that are waiting for goods related to this procurement. Here you can choose to keep the default order status, override the order status, or uncheck so that orders are not moved.
Update product button
If the product receives available stock as a result of the goods receipt, you can choose to update the type of button on the product in the same process. For example, if the product is sold out and the button is "Contact us", upon receipt, the product receives available stock and the button can be changed to "Buy".
Activate deactivated/hidden products
Products/variants that are deactivated/hidden and receive available stock as a result of the receipt automatically get the status "Active" if this option is activated.
Update purchase price on the product
If activated, the purchase price on the product card will be updated with the purchase price on the purchase order.
Update cost price in currency on the product
If the product has a different cost price on the purchase than on the product card, this option will overwrite the cost price on the product card.
Applies to "Extended supplier support"
Update exchange rate on the product
If the purchase order has a different exchange rate than on the product card, this option will update the exchange rate on the product card.
Applies to "Extended supplier support"
Update sales price incl. VAT on the product card
Updates the sales price incl. VAT on the product. If the product has variants with price supplements, the price supplement itself will remain untouched.
Summary
Shows the date of receipt, number of goods and sum received.
Register receipt
Registers the receipt of selected goods.

Receive Goods Related to Order