Receiving Overview

Use the Receiving module to receive items against regular and blanket purchase orders. Note: Dollar amount purchase orders don't go to the Receiving module.

This module provides security, helps reduce receiving errors, and sends quantities received directly to the Accounts Payable module. This automation allows the Accounts Payable department to compare received quantities against invoiced amounts.

You can bypass the Receiving module by turning on Auto Receive Purchase Orders in Purchasing Configuration.

Multiple order receipts

Multiple order receipts can be created for a purchase order.

For example, if items on a regular purchase order are back-ordered, but other items are shipped, an order receipt should be entered when the first set of items are received. A second order receipt should then be entered when the back-ordered items are received.
Multiple order receipts should be entered for blanket purchase orders as well, since they are intended for ordering large quantities of items that will be received over time.

Receiving capital assets

If you're using the Capital Assets module, an asset number is required for all capital or inventory asset types.

If you are auto-receiving POs — bypassing the Receiving module — you'll add assets and assign asset numbers in Asset Management. To set AptaFund to bypass the Receiving module, see About Automatically Receiving POs.
If you're not auto-receiving POs, you'll assign asset numbers in Order Receipt or Vendor Invoice.

Order receipt states

New: An order receipt is in the New state when it is initially created. While in the New state, the order receipt may be changed or deleted.
Pending: An order receipt in the Pending state has been created by the system when an invoice has been submitted for payment before items were received. Since the amount for the items has already been expended, the user cannot create a New order receipt for the same purchase order.
Received: An order receipt transitions from the New state into the Received state when the Receive Order Receipt command is selected.
Paid: An order receipt is in the Paid state when all its items have been paid for by a warrant.
Void: If an order receipt was received in error, it can be voided by a user with manager level authority. The order receipt transitions from the Received state into the Void state.

Before you begin — set up Receiving in Purchasing Configuration

Auto receive purchase orders: Select this option to bypass the Receiving module.
Default invoice item quantities: Designate how you want the item quantities to be defaulted on new invoices. For example, if you're using the Receiving module, you may want to set this option to default to the received quantity. Or if you're using the auto-receive feature, you may want to set this value to the ordered quantity.
Received conditions: Enter the conditions to be used for items when creating an order receipt.