Receiving a purchase order (PO) involves marking items as received when they arrive at your warehouse, which updates the inventory levels accordingly.
Receiving a PO also updates the cost of the product. The landed cost of the product is used to calculate the cost of the product when the receive note is marked as final. Learn more about how it is calculated.
Before receiving products, the purchase order must be marked as ‘Incoming.’ This status change allows you to track the incoming quantities and prepare for the receipt of goods.
Receive all Products
You can receive all items in the order in a single shipment. Once you have received all the products, a receive note will be generated.
To ‘Receive all Products’:
Click on ‘Receive Products' in the PO
Select 'Receive all Products’.
All the products will be marked as received and a receive note will be created.
The PO status changes to Closed and the receive note will be marked 'Final'
Your inventory levels will automatically update.
In stock quantity will increase
Incoming quantity will decrease
When you ‘Receive all Products,' the receive note will automatically be marked as 'Final,' and the cost for the products will be updated immediately.
In case you want to update the cost for the products at a later time, Receive products partially and then update the cost later.
Receive Products Partially
You can partially receive products in a PO to update the inventory as they arrive in multiple shipments. This will help maintain accurate stock levels when you are dealing with staggered deliveries. This will add the received items to your stock but will keep the other items in the incoming status.
To 'Receive Products Partially':
Click on ‘Receive Products' in the PO
Select ‘Receive Products Partially’.
A new receive note will be created
Click on ‘Add Products’ to add the items received in this shipment.
Add in the quantity of each product received.
Click 'Mark Received'.
Your inventory levels will automatically update.
In stock quantity will increase only for the products received in this shipment
Incoming quantity will decrease only for the products received in this shipment
Mark the receive note as 'Final' to update the cost to the products.
Shipping fees and Duties and charges are automatically allotted based on the charges entered when the PO was created. Learn more.
You can receive products in as many parts as necessary. Each time you receive a shipment, a new receive note is created. You can view all receive notes associated with the PO by clicking on 'Receive Products' within the PO.
You can also add products to the receive notes in bulk by uploading a CSV file. Learn more.
Managing Receive Notes
Receive notes are important for tracking the receipt of goods. They provide a record of the quantities received and any discrepancies can be easily identified when dealing with multiple shipments.
Statuses of Receive Notes
Received: Indicates that the products have been received. When the receive note is marked as received, the inventory for the products in the receive note increases accordingly and it is updated to your stores.
Final: Confirms that the receive note is complete and costs have been finalised. The cost will be updated to the product only after finalising the receive notes. Any additional shipping fees and duties and charges can be edited in a Receive Note before marking it final.
Inventory changes from receiving products via PO can be identified in the inventory history of a product or in the Inventory logs with the Receive Note number, e.g., ‘grn PO18/1’ (grn means 'goods receive note', PO18 is the PO number, and 1 represents the receive note number for this PO).
Receive Notes Fields Explained
You can enter these details while receiving products.
Field | Description |
Warehouse | The warehouse where the products will be received. If the products were assigned to be received at a different warehouse in the PO, it can be changed while receiving the product. |
Reference | Reference can be used to enter the invoice number or any other identifier. |
Notes | You can enter notes to be printed on the receive note. |
Shipping Fees | You can enter the shipping fee applicable for the receive note. This fee will be attributed to the landed cost of products based on weighted average of the line totals. |
Duties & Charges | You can enter the duties and charges applicable for the receive note. The charges will be attributed to the landed cost of products based on weighted average of the line totals. |
Reference, Notes, Shipping fees, and Duties & Charges fields can be updated even after receiving the products and before finalising the receive note.
Shipping Fees and Duties Calculation
When receiving products, Sumtracker allows you to track and manage shipping fees and duties associated with each product or the overall shipment. These can be automatically allotted based on how the products are received.
Line Shipping Fee: If a line shipping fee was included for a product when the PO was created, this per-unit shipping fee will automatically be applied in the receive note, even if the product is received partially.
Overall Shipping and Duties: Shipping fees and duties are automatically updated in the Receive note based on the weighted average of the Subtotal of the Receive note vs the PO, if you do not update them manually. If you update the Shipping fees and duties in the Receive note, then the value you update are used for the landed cost calculation of the products.
Printing Receive Notes
You can print receive notes for your records. To print a receive note:
Open the receive note.
Click on the print icon at the top right corner.
A print preview screen will then open up.
How to Undo Mark as Received?
Undoing the mark as received will revert the inventory back. The In stock quantity reduces and the Incoming quantity increases.
To undo Mark as Received,
Click on the ‘Receive products’ in the PO
Open the Receive note that you want to undo receive
Click on the dropdown arrow in the ‘Mark final’ button
Click on ‘Undo mark received’
How to Undo Mark as Final?
'Undo Mark as Final' allows you to make changes to the receive note before finalising it again. However, it does not reverse any cost updates that were previously applied. When you finalise the receive note again, the costs will be updated once more, reflecting any changes made.
To Undo Mark as Final,
Click on Receive Products/View Received Products in the PO.
Open the receive note you want to undo.
Click on Undo Mark Final button.
How to delete a receive note?
You can delete a receive note only if it is in the draft state. If it is in the Final or received state, you need to revert it to the draft state by Clicking on ‘Undo Mark as Final' and 'Undo Mark as Received’.
To delete a receive note:
Click on the ‘Receive products’ in the PO
Open the Receive note that you want to delete
Click on the 3 dots at the top right corner to open more options
Click on ‘Delete’.
