Purchase Order Receipts

When an item on a purchase order is delivered to your organization, you can receipt the item. A receipt consists of the receipt record and individual line item receipts attached to the receipt record.

When you create a receipt for a purchase order, you automatically generate the entries required to reverse encumbrance transactions posted from a purchase order. The receipt also acts as a template for creating invoices for items you receive.

When you add a receipt, enter details such as the purchase order, who made the order, and the delivery date. You can add, edit, and delete individual line item receipts.

You can create receipts for each line item or you can automatically receive, reject, or cancel line items.

  • Receive all — Receives the line items, creates a receipt, records the journal entry, and relieves the encumbrance accounts. You can receive more than the original quantity of the purchase order line item.

  • Reject all — You don't accept the line items and no action is recorded. For example, if the line items were received but returned to the vendor because of damage, the same quantity of items is still due. Encumbrance accounts don't change.

  • Cancel all — Removes the line items, records the journal entry, and relieves the encumbrance accounts.

Under Line items, enter details such as the purchase order line item number, order amount, action, quantity, unit cost, and post info. When you enter values in Quantity and Unit cost, Extended cost displays the total cost of the line item.

Note: To partially receive a purchase order, make sure to enter the number under PO line #. If you want to receive a specific purchase order, enter that exact number in this column too.

To edit more line item info, including line item distributions, select Edit under Details. For more details, see Line Item Distributions.

To view and manage purchase order receipts, navigate to Payables, Receipts. From the purchase order record, receipts info displays on Receipts under the Receipts tab.