Receive Purchase Orders

Use the Receiving window to enter invoices and generate bills against outstanding purchase orders. The list displays the PO total amount and amount received for all outstanding POs.

What does marking a purchase order as fulfilled do?

This option closes the PO and liquidates any remaining balance. You can mark a PO as fulfilled when all items haven't been received if you won't be receiving the remaining items.

Pay invoice(s) on an outstanding PO

1. Select Receiving under Payables from the Purchasing & AP menu, and the Receiving list window opens.

2. Click the icon for the PO against which you want to pay an invoice, and the Receiving window opens.

3. Click Add Invoice, and the Invoice fields become visible.

4. Complete the Invoice fields as described.

• Invoice Number: As you enter the invoice number, it becomes visible in the Outstanding Items section for each line of the PO.

• Invoice Date: Defaults to today's date, but can be changed if necessary.

• Received Date: Enter the date the items were received.

5. Repeat steps 3 - 4 to enter additional invoices, if needed. Example

6. If all items have been received and invoiced, check the box labeled Mark This Purchase Order As Fulfilled?. Then skip to step 9.
   If some items have not been received, continue with step 7.

7. Check the box(es) for the invoice(s) that bill items on this PO. When you check the box for an invoice, the Quantity and Price fields become visible.

8. Enter the Quantity received and Price charged for each item on the invoice(s). Example

9. When you're finished entering quantity & price, click Receive Selected Items. You're asked to confirm the action.

10. Click OK. The items are received, and the Receiving Results — the bills generated and if the PO was fulfilled — are displayed.

• Click the link for a bill, if you need to edit it.

• Or click Return to list to continue entering invoices.

Continue to Edit Bills, if necessary.

Continue with Make Payments to pay the bills generated in Receiving.

Return to Payables Overview

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