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. A receipt also acts as a template you can use for creating invoices for items you have received.

When you add a receipt, enter details such as the purchase order, the name of the person who received the order, the date the item was delivered, and a description of the receipt. 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 — This 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 are not accepting the line items and no action is recorded. For example, if the line items were received but were returned to the vendor because of damage, the same quantity of items is still due. Encumbrance accounts are not changed.

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

When you add a line item, enter details such as the line item number, description, amount ordered, action, quantity, unit cost, extended cost, location, post amount, post status, and post date. If you entered values in the Quantity Ordered and Unit Cost fields, the Extended Cost field displays the total cost of the line item.

To edit more details for the line item, including line item distributions, select Edit in the Details column. For more information, see Line Item Distributions.

To view and manage purchase order receipts, navigate to Payables, Receipts. From the purchase order record, receipts info displays from the Receipts tile and the Receipts tab at the top of the purchase order record.