Receiving Items on a Purchase Order in PartsManager

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

In PartsManager, formerly known as PartsLedger, when a quantity of a line item is received on a Purchase Order (that hasn't been linked to a ServiceTrade Job), you are indicating that the quantity of that line item has been received from the Vendor on the PO and is fulfilled to the inventory stock of the Warehouse on the PO.

There are many places in PartsManager where you can receive Items into your Warehouses' Stock. This article will cover Receiving Items and Partially Receiving Items on a Purchase Orders page. 

Prerequisites

Receiving All Items on a Purchase Order

This section will walk you through Receiving all items on a Purchase Order.

  1. On the Navigation Bar, click Purchasing.
  2. Then click Purchase Orders.
  3. On the Purchase Orders Summary Page, find the Purchase Order you want to Receive Items for and click its blue Purchase Order Number link.
  4. If you haven't already Issued the Purchase Order, click the green checkmark Issue button.
    Note: A Purchase Order must be Issued before any Items can be Received.

  5. Click the Receive Purchase Order button.
    • This opens the Receive Purchase Order Menu. All the unfulfilled line items and their quantities on the PO will automatically be added to the menu.
  6. You can toggle on or off whether or not you would like to Update Default Cost.
    • This will automatically update the “Default Purchase Price” of an Item with the Shipment “Received Unit Cost”
      Screen_Shot_2022-06-21_at_9.32.16_AM.png
  7. Once you have confirmed the line items, receive quantity, and receive cost is correct. Click the blue Submit button to receive the items.

Once all items have been received, the status of the Purchase Order will change to "Fulfilled" which means that all Items on the PO have been received.

Receive_PO.gif

 

Partially Receiving Items on a Purchase Order

This section will walk you through partially Receiving a select quantity of items on a Purchase Order.

  1. On the Navigation Bar, click Purchasing.
  2. Then click Purchase Orders.
  3. On the Purchase Orders Summary Page, find the Purchase Order you want to Receive Items for and click its blue Purchase Order Number link.
  4. If you haven't already Issued the Purchase Order, click the green checkmark Issue button.
    Note: A Purchase Order must be Issued before any Items can be Received.
  5. Click the Receive tab.
  6. Check the Items you want to partially Receive.
  7. Enter the Receive Quantity and Receive Unit Cost.
    • Receive Quantity is how you partially receive. Enter a quantity less than or equal to the quantity on the Purchase Order. You can use the Autofill button to fill all selected rows with the remaining quantity that hasn't been received and the Unit Cost listed on the Purchase Order.
  8. Click Receive Rows to open the Receive These Rows menu.
  9. If applicable, enter a Reference Number.
  10. The Receive Date will be pre-set to today's date. If the Receive took place on a different date, then select the correct date.
  11. You can toggle on or off whether or not you would like to Update Default Cost.
    • This will automatically update the “Default Purchase Price” of an Item with the Shipment “Received Unit Cost”
      Screen_Shot_2022-06-21_at_9.32.16_AM.png
  12. Once you have confirmed that you want to complete the receiving action, click Confirm.

Once you have partially received the the status of the Purchase Order will change to "Partially Fulfilled" which means that only a partial quantity of the items on the PO has been received.

 

Partial_Receive.gif

What does Issue and Unissue mean?

Issue

Issuing a Purchase Order in PartsManager is an integral step in the receiving process.

When a Purchase Order is first created its status is "Created." This means the Purchase Order is still in draft mode and can be edited, voided, and deleted.

When you Issue a Purchase Order the status will change to "Issued." By issuing a Purchase Order, you are confirming that all information and items on the purchase order are correct and are ready to be received.

Unissue

Clicking the Unissue button changes the status of your Purchase Order back to "Created." It indicated that the items on the Purchase Order are not ready to be received. The pencil Edit Icon reappears allowing you to Edit a Purchase Order in PartsManager.
Screen_Shot_2022-04-27_at_2.57.42_PM.png

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