Summary (TL;DR): Record the arrival of goods, attach proof of delivery via web or mobile, and understand how receiving actions automatically update your Accounts Payable for invoice matching.
1. Receiving Items (Web & Mobile)
When an order arrives, it must be recorded to facilitate the 3-way match process.
On Web:
Navigate to the Receive module on the left-hand navigation bar.
Select the applicable Purchase Order (PO) number.
Enter quantities in the Pass or Fail columns.
Quick Tip: If all items are satisfactory, click Accept all to mark all items as passed.
Decimal Support: Enter fractions (e.g.,
0.25) for partial receipts (requires Admin activation).
Click Receive items.
On Mobile:
Tap Receive in the lower menu bar.
Select the Purchase Order.
Tap the Order Items tab.
Tap individual items to enter quantities, or tap Receive all items to bulk receive.
2. Uploading and Associating Packing Slips
Packing slips provide vital proof of delivery for the finance team.
On Web:
Within the PO in the Receive module, find the Packing Slips section.
Click Upload to select a file from your computer, or drag and drop the file directly into the section.
Link to specific items: Click the paper clip button next to the uploaded file.
Select the specific line items associated with that slip and click Attach packing slips.
To View: Click the three dots (options) next to any line item and select Packing Slip to see its attachments.
On Mobile:
Select the PO in the Receive module.
Tap the Packing Slips tab.
Tap the paper clip icon and select Camera to take a photo or Image Gallery to upload.
3. How to Unreceive Items (Receive Logs)
If an item was wrongly marked as received, use Receive Logs to correct the inventory count.
In the Receive module, click the three dots (options) next to the item and select Receive Logs.
Click the three dots next to the specific log entry:
Edit log item: Adjust the quantity.
Remove Item: Completely reverse the receipt.
All changes are permanently recorded in the Audit Log.
4. Impact on Accounts Payable (AP)
Receiving actions directly dictate what is available for payment. When you receive or unreceive an item, the Unbilled PO Items list is updated:
Current AP Module: Your unbilled items automatically update to reflect the total received amount.
Legacy AP Module: A new unbilled item line is generated for every action (e.g., unreceiving generates a negative quantity line to balance the previous entry).
Auto-receive: For services or software, select Auto-receive during PO creation to skip these manual steps. (Note: This cannot be added after the PO is created).
To find out which version of the Accounts Payable module your domain is using, click here.
Troubleshooting & FAQ
Question | Answer |
Why can't I see the Receive tab? | You must be assigned the Receiver role or have custom permissions for that Location/Department. |
What if items arrive broken? | Enter the broken quantity in the Fail column and notify your purchasing team. |
What if I won't receive the rest? | If the shipment is complete but short-shipped, click Close PO to finalize the document. |