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Overview
Purchase orders move through draft, submitted, approved, ordered, partial and received. Receiving uses a GRN that adds accepted stock and records damaged or missing items.
Purpose
Buy stock from suppliers and receive it into inventory accurately.
Step-by-step guide
- Create a purchase order, choose the supplier and warehouse, and add line items.
- Submit and approve the purchase order.
- When goods arrive, create a goods-received note (GRN).
- Enter accepted, damaged and missing quantities; accepted stock is added.
Common mistakes
- Receiving more than ordered without checking the line quantities.
- Marking everything accepted when some items are damaged.
Best practices
- Approve purchase orders before ordering to control spend.
- Attach photo evidence to the GRN for damaged goods.
FAQ
Does receiving update stock?
Yes, accepted quantities increase sellable stock; damaged goes to a damage bucket.
Can I receive partially?
Yes, the purchase order moves to partial until fully received.