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Receive a purchase order

Last updated July 23, 2026

Purpose and common uses​

Receive a purchase order when goods physically arrive. You can receive all or part of each line into a warehouse or technician truck and include proof when required.

Before you begin​

Count the delivered items and confirm the PO, receiving location, packing slip or receipt, quantities, unit costs, and tax. Create the receiving warehouse or truck first.

Open the receiving window​

  1. Click Purchasing.
  2. Find and open the PO number.
  3. Review the ordered items and any quantity already received.
  4. Open Purchase order actions.
  5. Click Receive PO.

Compare the physical delivery with the purchase order before recording receipt.

Receive items​

  1. In Receive Purchase Order, choose Receiving location.
  2. Add optional receiving Notes.
  3. Under Upload image/PDF, attach the packing slip, receipt, or other proof when required by the PO type.
  4. For each PO line, review the matched Inventory item.
  5. Verify Qty, Unit cost, and Tax %.
  6. Compare Done and Open quantities.
  7. Enter the amount arriving now under Receive.
  8. Leave undelivered items at zero for a partial receipt.
  9. Click Receive.
  10. Reopen the PO and confirm its received progress and status.

Receive only the quantity physically delivered; the open amount remains available for a later receipt.

What happens next​

Received quantities increase stock at the selected location and appear in the inventory audit trail. A purchase order stays partially open until all required quantities are received.

Troubleshooting​

No receiving location appears​

Create and activate a warehouse, or assign the truck to an active warehouse.

Receive is blocked by a missing document​

The selected PO type requires proof. Upload an accepted image or PDF.

The wrong inventory item is matched​

Stop before receiving. Correct the Pricebook-to-Inventory link or the purchase-order line, then reopen the receiving window.

Received quantity is greater than delivered​

Use a documented manual inventory adjustment for the difference and review the PO receipt history before the next receipt.