How to Receive Purchase Order

Use this workflow to record received quantities against an issued Purchase Order.

When to use this workflow

Use this workflow when items have physically arrived from a vendor and the receipt should be posted against the Purchase Order.

Before you start

Confirm:

• The Purchase Order is issued.
• The physical received quantities are known.
• Country of origin is known for inventory receipts.
• Lot numbers and expiration dates are known for lot-tracked items.
• Unit price should remain as shown or should be updated for the receipt.
• You know whether the PO should remain open or close after receipt.

Steps

1. Go to Dashboard > Shipping & Receiving > Receiving.
2. Search for the Purchase Order if needed.
3. Select Receive.
4. Review vendor and PO date.
5. For each line being received, enter the quantity in Now Receiving.
6. Confirm Origin for inventory receipts.
7. Confirm or update Unit Price.
8. For lot-tracked lines, add lot rows and enter lot details.
9. Select Save Receipt to save the receipt and leave the PO status unchanged.
10. Select Save & Close PO only when the PO should be closed.
11. If PAX warns that the PO still has open quantities, confirm only if closing with open quantities is intended.

Lot-tracked receipts

For lot-tracked inventory, PAX shows lot rows when Now Receiving is greater than zero.

Each lot row requires:

• Lot number
• Quantity greater than zero
• Country of origin
• Expiration date when the part's shelf life requires one

The total lot quantity must equal the quantity being received for that line.

Save options

What happens behind the scenes

PAX saves the new total received quantity for each line. The Now Receiving field represents the incremental quantity entered by the user, but PAX stores the resulting total received quantity on the PO line.

For inventory items, PAX requires country of origin, updates inventory detail quantity on hand, updates lot records when applicable, reduces quantity on order, and updates material cost using weighted average behavior.

Purchase receipt accounting is posted through PO receiving automation when received quantity is updated.

For work-order-linked outside service lines, PAX skips normal inventory tracking for the received line and posts to WIP behavior through the linked PO line setup.

If Save & Close PO closes an issued PO with remaining open inventory quantities, PAX removes those open quantities from quantity on order. Closing can also reconcile outside-service scrap records tied to the PO.

If any newly received line requires inspection, PAX opens the inspection notice PDF after the receipt saves.

Related docs

• Receiving Overview
• Open Purchase Orders Overview
• How to Create Purchase Order
• Inventory Overview
• Inventory Lot Detail Overview