Receiving a Purchase Order

Purchase Orders (PO) are a great way to purchase many different parts from a single vendor. As items are received, the PO status updates. Transitioning from Partially Received to Fully Received, the system tracks received quantities and dates per line item. 

How to Get There

In the left menu, go to Parts > Purchase Orders

Click any of the open PO's you want to review and receive stock on.

How Receiving Works (What to Expect)

Receiving is tracked per line item using the columns:

• Qty Received - how many units we expect to receive
• Is Received? - whether or not that line item has been fully received
• Received Date - the date the total stock for a line item is received

The PO’s overall status reflects the combined state of all line items:

• PARTIALLY RECEIVED = at least one item/quantity is received, but not everything on the PO is received
• FULLY RECEIVED = all items/quantities on the PO are received

The General Tab will clearly label the Status of the Purchase Order within the Basic Info section (Partially Received or Fully Received)

Partial Received Example:

Fully Received Example:

Partially Received: Receiving a portion of an order

Open the PO > Click the Parts tab. In each line item received:

• Enter the Qty Received for that line
• If the QTY Received is less than the QTY, the DMS understands there are more to expect for this line item
• Click Save when done

Note: Any items that have not been received, will have their QTY Received left at 0. Purchase orders can be updated at any time until the Purchase Order is Closed

As a result of only receiving a portion of the purchase order we can see the Status on the General Tab was updated to Partially Received

Fully Received: Receiving Everything at Once 

In most situations everything is received in a single shipment, you can easily check the Is Received? option to tell the system that everything was received together.

Open the PO > Click the Parts tab. In each line item that was received fully. There are a couple ways you can update our system

• When using the Is Received checkbox the system will set the Qty Received and Received Date automatically
• Alternatively you can set the Qty Received equal to the Qty purchased and this will automatically update the Is Received? and Received Date
• Click Save when done

Best Practices for Receiving Purchase Orders

• Tracking # - In the General tab of the PO, within the Shipping Details towards the bottom is a space for tracking the order placed. 
• Notes - The Notes tab is there to help document partial shipments, backorders, or vendor issues.
• Save - Always Save after updating the PO, the Status won’t update until changes are saved.