Input partially received stock


Stock received is checked against the purchase order and then added to your stock levels.


Sometimes a purchase order is made and sent to a supplier, however the supplier cannot fulfill the entire order at once. In this case the supplier will make multiple deliveries to fulfill a single purchase order. This can either take place with:

  • A single invoice for multiple deliveries. 

  • Separate invoices for each delivery

 

These methods keep the purchase order open while allowing stock levels will be updated, so stock can be used for manufacturing or sales purposes.


To process multiple deliveries with a single invoice:

  1. Navigate to Purchase -> Purchases. 

  2. Select the purchase order related to the delivery. 

  3. Select the Stock Received tab of the purchase order.

  4. Enter the stock lines

    • Automatically - Copy from the invoice by clicking +Copy from Invoice

    • Manually - Individually by clicking or Add more items

    • Manually - Import from a CSV file

    • Manually - Scan a barcode

  5. If the quantity received is less than the invoice quantity, manually change the quantity field to reflect the items received.

  6. Click Save (Not Authorise!). This will keep the purchase order open, but update the stock levels in the system.

  7. When more stock is received, return to the same purchase order.

  8. Repeat steps 3-6.

  9. Once all the stock is received, check the Received box for all lines. Click Authorise to close the purchase order.


To process multiple deliveries with separate invoices:

  1. Navigate to Purchase -> Purchases.

  2. Select the purchase order related to the delivery. 

  3. Select the Stock Received tab of the purchase order.

  4. Enter the stock lines

    • Automatically - Copy from the invoice by clicking +Copy from Invoice

    • Manually - Individually by clicking + or Add more items

    • Manually - Import from a CSV file

    • Manually - Scan a barcode

  5. If the quantity received is less than the invoice quantity, manually change the quantity field to reflect the items received.

  6. Navigate to Clone -> Keep Order #. This calculates the difference between the received items and the original purchase order and generates a new purchase order (with the same number) for the remaining items.

 

 

  1. Process the supplier invoice associated with the delivery.

  2. For further deliveries, either:

    1. If there are still items to be delivered, repeat steps 4-7.

    2. If the delivery is complete, check the Received box for all lines. Click Authorise to close the purchase order.