Receive items
Create an item receipt when inventory arrives from a vendor or when a customer returns inventory. The receipt updates the source transaction and, for restocked inventory items, updates the quantity on hand at the receiving location. Open Menu > Products and services > Receiving.
Before you begin
- To receive a vendor shipment, create and submit a purchase order with a quantity remaining to receive.
- To receive a customer return, create and submit a return authorization with a quantity remaining to receive.
- For a vendor shipment, you need permission to view purchase orders and create or update item receipts. For a customer return, you need permission to view return authorizations and create or update item receipts.
- Confirm the physical quantity and the location where the items were received.
Receive a purchase order
- Open Menu > Products and services > Receiving.
- Select Orders to receive.
- Find the purchase order. Use the search field or filters if necessary.
- Open the row actions menu and select Receive.
- On the new item receipt, confirm the Date, Vendor, and source purchase order.
- In Items, review each line and change the Location and Quantity to match the shipment. Remove or set the quantity to zero for any item that was not received.
- Select Create item receipt.
The item receipt is added to Receiving > Receipts. A partially received purchase order remains in Orders to receive until all receivable quantities are received.
For inventory items, the purchase receipt debits the item’s inventory asset account and credits accrued purchases for the received inventory value. Account names depend on the item and company configuration. Open Accounting on the receipt to review the posting.
Receive a customer return
- Open Menu > Products and services > Receiving.
- Select Returns to receive.
- Find the return authorization. Use the search field or filters if necessary.
- Open the row actions menu and select Receive.
- On the new item receipt, confirm the Date, Customer, and source return authorization.
- In Items, review the Location and Quantity for each item received.
- Select Restock only for a returned item that should be added back to available inventory.
- Select Create item receipt.
The item receipt is added to Receiving > Receipts. Restocked inventory increases the quantity on hand; a non-restocked return does not.
Restocking an inventory item also reverses the inventory-cost portion of the original shipment through the accounts configured on the item. A non-restocked return does not add inventory value. Open Accounting on the receipt to review the posting before processing the related credit or refund.