Skip to main content
Share / Export

Entering PO Receipts

PO Receipts Entry enters individual purchase order receipts and can change or delete existing ones — including receipts created in Initializing PO Receipts that are not yet posted, and posted receipts. For large volumes, use Initialize instead. Work is always in a batch.

After the PO exists you can receive in PO, or skip PO receiving and invoice in AP. PO receiving records shipments, supports received-not-invoiced accruals, and can update Job Cost / Inventory / Equipment / GL when company options allow.

Before you start​

  • PO status is Open.
  • Items to receive have Receiving checked on PO Purchase Order Entry → Info → Items. Only those items can be selected.
  • PO Company Parameters: receipt interface initialized as needed (Update G/L Sub-Ledgers on Receipts and JC / IN / EM / GL Expense interface levels).
  • Optional: PO Item Distribution lines set up before or during receipt.
  • For job actual units into JCCD: JC Jobs Update Actual Units From AP must be checked (otherwise units and unit cost post as 0.00 in JCCD).

If Receiving is unchecked on the PO item, you skip PO receive and invoice in AP instead — both Received and Invoiced update on the AP invoice, and JC/IN Received Not Invoiced do not.

Steps​

  1. Open PO Receipts Entry and start or select a batch. Seq # defaults to New (system-assigned); enter an existing sequence to continue a batch.
  2. Set Action: Add, Change, or Delete.
  3. Enter PO (F4 — open POs only).
  4. Enter Item (F4 — only receivable items).
  5. Enter Line — PO Item Distribution line; default 1 if unused or only one line. F4 to pick; warning if that line is already in another unposted receipts batch. New distribution line: Tasks → Open PO Item Distribution, or F5 in Line. Lower form shows the selected line.
  6. Enter Date (receipt date) and optional Recvd By, Description (defaults from material, up to 30 — can hold ticket/receiver text), and Receiver # (up to 20 — packing list; shows on AP Transaction Entry / Unapproved Invoice Entry for PO lines only if the AP invoice was initialized via File → Initialize from PO with the Receiver # option).
  7. In Changes to Received:
    • Units — defaults to all not-yet-received (backordered) units. For partial receive, enter the actual count (example: 10 on order, receive 4 → enter 4).
    • Total Cost — lump-sum items only; defaults to remaining backordered amount (example: receive $600 of $1,000).
  8. Changes to Backordered fills with the remainder. Do not edit it unless the order quantity/amount itself changed.
  9. Save. Lower form refreshes. Add more receipts as needed.
  10. Post: File → Process Batch (About also says File → Batch) → PO Batch Process → validate and process.

Standing POs and special cases​

  • Standing PO (total cost 0.00): received and backorder units/cost always default to 0.
  • Over-receive is not documented as blocked; Units defaults to remaining backorder.
  • Closed PO: cannot select — PO must be Open.

What posting updates​

Depends on Update G/L Sub-Ledgers on Receipts (wording varies slightly in help) and interface levels on PO Company Parameters:

AreaTypical update
Job linesRemaining committed if backorder changes; Received Not Invoiced units/dollars; actual units/costs if interface on and JC Interface Level = Detail
InventoryReceived Not Invoiced; On Order if backorder changes; On Hand / actuals if interface on and IN Interface Level = Detail (Std UM conversion if Purch UM differs; lump sum not converted)
Equipment / EM WOActuals if interface on and EM Interface Level = Detail
Expense / SM WOGL expense if interface on and GL Expense Interface = Summary or Detail; job-related SM also updates JC if SM Company Parameters JC interface is on
Field ticketsJC Field Ticket Cost Detail gets PO Receipts source at receipt if GL/sub-ledgers update on receipt; otherwise when the AP invoice posts

After post, invoice received amounts in AP. By default you cannot invoice more than received unless AP Company Parameters Audit Options allow it. AP invoice posting relieves Received Not Invoiced into actual/invoiced.

Help’s Updates page first says only Job Cost and Inventory are directly affected, then later documents Equipment/Expense/SM updates when interface options are on — treat the conditional interface rules as authoritative.

Notes​