The example
The steps below use a sample distributor, Lone Star Industrial Supply. Your customers, items and numbers will differ; the page and the fields won’t.
DriveTrain Power Transmission's truck delivered purchase order 5000358 complete: 120 of SPR-60B12 and 60 of SPR-40B12.
The vendor's invoice comes later by mail. Receive the order so the stock is on hand; don't invoice it.
Step by step in Purchase Order
- 1.
Search for Purchase Orders with the magnifying glass at the top, and open it.
- 2.
On the Purchase Orders list, click 5000358 to open it.
- 3.
Qty. to Receive on each line already shows everything outstanding. The delivery was complete, so leave it.
Qty. to Receive is what the next posting receives. Change it when a delivery is short.
- 4.
Choose Post... on the action bar.
- 5.
Select Receive, then choose OK.
Receive and Invoice would ask for a Vendor Invoice No. you don't have yet.
Mistakes that cost money
These are the checks Simetta’s scored test makes on this task, and what each mistake costs a distributor when it happens for real.
Receipt not posted
Until the receipt posts, stock physically on the dock is invisible to order entry, and backorders keep waiting for parts you already have.
Received the wrong quantity
The system and the shelf disagree from this moment on. It surfaces weeks later as a cycle count adjustment or a vendor invoice that will not match.
Invoiced without the bill
A purchase invoice posted before the vendor's bill arrives records a debt with nothing to match it to, and it can be paid twice when the real bill comes.
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