How to: Receive a Purchase Order

Open Retail Receiving List:

  1. Click the icon, enter Retail Receiving List, and select the relevant link.
  2. Click the New action to create a new Receiving document, or open an existing one. The Retail Receiving page opens.
  3. In the Receiving field, select the Purchase Order document type.
  4. In the Reference No. field, enter the Purchase Order number or use the Look up. The Look up lists all Purchase Orders for the user's Store that are Released.
  5. Enter the Counted Date.
  6. You can enter items in three different ways:
    1. Click the Confirm action, and then enter Quantity received in the Quantity field on each line in the Picking/Receiving LinesFastTab.
    2. Scan item barcodes, or enter Item numbers and Quantity received.
    3. Send receiving information from a Mobile Inventory app.
  7. When you have entered all items and quantities, click the Confirm action. If quantities are equal to the Purchase Order quantities, the Status field is updated to OK. If not, Status is set to Error. You can then verify the lines manually before posting.

    When the Quantity of an Item is less than the purchased quantity, the line gets Status Not Enough. In that case you are partly receiving the order. When the line is posted, the receiving Quantity is entered but the Purchase Order Quantity is not changed, unless you select the Closed posting option.

    When the Quantity of an Item is more than ordered, the line gets Status Too many, and the Posting Action field is set to Adjust Order. This increases the Quantity for the Item on the Purchase Order.

    Over-received quantities are based on the LS Central's base Unit of Measure. So, if an item is ordered in one UoM and received in another UoM, the comparison is done on the base UoM. If there are multiple lines for the same item with different UoMs, the quantities for all lines are summed based on the UoM and then the program checks if they are over-received. When you are partly receiving, previous shipments are taken into account.

    If you want to return some of the Items received, for example if you receive too many items or if some are damaged or expired, you can create a Purchase Return Order automatically:

    • Enter the Quantity that you want to receive, and select Posting Action Return and a Reason Code.
    • If you ordered 12 items but four are damaged, you enter 8 in the Quantity field. Then 12 items are received, four are Negatively Adjusted to the sale location and Positively Adjusted to the To Location (if you specified the To Location and it is different from the sales location).
    • Finally, a Purchase Return Order is then created for four items ready to be picked.
  8. Click the Post action to apply the quantities and posting to the Purchase Order. When the Purchase Order is partly received, only Receipt is posted. If you selected the Closed posting option, the Quantities are changed, if needed, and both Receipt and Invoice are posted.

    Note: The Invoice is only posted, if the Receiving Posting field in the Inventory Management Setup page is set to Full Posting.