Receiving Goods Against Purchase Orders

When a delivery arrives, go to Purchase Orders and find the relevant PO. Click Receive Goods. The screen shows each ordered line item with the expected quantity. Enter the actual quantity received for each item. If everything matches, click Confirm and the PO marks as Fully Received. Inventory updates immediately. If quantities do not match, the system records the variance.

Partial deliveries are common — especially for imported goods where shipping splits occur. When you receive less than ordered, the PO moves to Partially Received. The outstanding items remain on the order. You can receive against the same PO multiple times as remaining goods arrive. Each receipt is timestamped and logged separately.

If received goods have quality problems — damaged items, wrong specifications, expired products — record the issue during receiving. Reduce the accepted quantity and add a note explaining the rejection. The rejected quantity does not add to inventory. Use this data to track quality issues by supplier over time through the Supplier Scorecard.

Compare the PO unit cost against the supplier invoice. If the invoiced price differs from the PO price, the system flags the variance. This catches price increases that were not agreed, incorrect invoicing, or currency conversion differences on international orders. Approve the variance or dispute it with the supplier.