Purchase Request Receipts

Receipts record the items and services your organization purchases and receives through purchase requests. Each receipt tracks whether a purchase order's line items are received, rejected, or canceled, and creates an auditable record of what arrived and when.

You can receive, reject, or view a purchase order's receiptable line items directly in Expenses without needing access to the purchase order record in Payables.

Tip: Your ability to view and process receipts depends on your receipt security settings. Manage these settings under Settings, Expenses, User settings, Edit security.

When you add a receipt for a purchase order, accounting entries are automatically created to reverse the transactions generated by the purchase order.

Note: My receipts applies only to purchase orders linked to purchase requests. If a purchase order was created from multiple purchase requests, the received quantity is allocated back to each requester. Purchase orders created directly in Payables don't appear here.

  1. From Expenses, under My receipts, select the purchase request count.

    Note: Depending on your receipt security, you see records for your own requisitions only, or for all requisitions.

  2. Select a purchase order from the list to open its line items.

  3. To process every line item at the same time, select Receive all, Reject all, or Cancel all. To process a single line item, select the line, select Receive, Reject, or Cancel, and enter the quantity.

    Tip: Until you finalize, your changes stay in draft and don't affect the purchase order.

    Note: To review pending receipt updates before finalizing, select the receipt count next to Receipt amount. To remove an update, select the delete icon next to it.

  4. Select Finalize.

  5. Enter a Description, Receipt date, and Post date, then select a Default location, Received by value, and Item post status.

  6. If a line item requires a serial number, select Add SN under Serial #, enter the SN quantity, then enter a serial number for each unit and select Save.

  7. Select Save to commit the receipt.

    • Purchase orders with receipts list them under Receipts, including the receipt number, receipt date, and the user who received the items. To modify a receipt, select the ellipses next to it, and then select Edit or Delete.

    • To view purchase orders with every line item received, select Show fully receipted POs.