Once you have placed a purchase order and added the required purchase costs, you can receipt the purchase order.

Points to Note:

  • Ensure that you enter the supplier reference (for example: order number) and the supplier invoice date. This will help you easily locate the record in your integrated accounting provider.
  • Before updating the stock in Unleashed, confirm that the price and receipt quantity is correct. If the price of the receipted goods is different from the purchase order, you must update the original purchase order with the new values.
  • Products are considered stock on hand from the receipt date. Therefore, you cannot set a historical receipt date.

The purchase order can have a Receipted or Complete status. Ensure that you go through the process diagram and purchase order status checklist table to understand the details.

Purchase Order Process Diagram

Tutorials

Add Purchase Order Costs


Receipt and Complete Purchase Orders


Purchase Order Status Checklist

Receipted Status

Complete Status

  • You cannot create Supplier Returns, Assemblies or Stock Takes for the receipted products.
  • If you have a Auto-Disassembled product, you cannot receipt the purchase order. You can choose to receipt the other products on the purchase order by creating a split receipt.
  • If you have a receipted purchase order, you cannot manually disassemble the products included in the receipted purchase order.
  • The Stock on Hand Quantity for the product(s) will be updated.
  • The Purchase Order and Purchase Order Costs will be sent to the integrated accounting provider.
  • The Last Cost field for the product(s) will be updated.
  • You can add costs to a receipted purchase order. The purchase order and purchase order costs will be sent to the integrated accounting provider. The costs added post receipting will be labelled as "Recost".
  • The purchase order cannot be deleted.
  • You cannot add any additional costs.
  • If you want to return a completed purchase order, you can create a supplier return.  
  • You can create Assemblies/Disassemblies and complete stock takes.
  • The Last Cost field for the product(s) will be updated.

 


You cannot delete or change any order quantities for a completed purchase order.  If you want to return all or part of the purchase order, create a supplier return. For more information, see Add Supplier Return.

Receipting a Purchase Order

  1. Go to Purchases | Purchase Orders | Receipt Purchase.
  2. From the Order Number drop-down list, select the required purchase order. You can set the Supplier Reference (i.e. Supplier Invoice Number) and Supplier Invoice Date.
  1. If you want to use barcode scanning for receipting the products, see Barcode Scanning. Note that when you click Barcode Scanning, the value in the Receipt Quantity column will change to zero, regardless of whether the Auto Set Receipt Quantity option (Settings | Organization | Company) is enabled or disabled.
  2. Edit the Receipt Quantity for each line to match what is physically being received. When you enter a receipted quantity which is less than the ordered quantity, the Confirm Receipt button automatically changes to Split Receipt and the Complete button changes to Split Complete.  

Split Receipt

  1. Unleashed updates the Receipt Quantity into stock and the purchase order status changes to Receipted.
  2. Creates another purchase order with Placed status and the same purchase order number with a split reference, i.e.PO-00007/1. 
  3. If you have added costs to the purchase order, all costs will be added to the receipted quantity that is completed first. The following message is displayed: Split this costed order? All costs will be added to the current receipt quantity. By default, the costs added to the purchase order will apply to the receipted quantity that is selected.  Costs for subsequent receipts from the purchase order can then be added to the newly created purchase order before being receipted. For more information, see Split Receipting.
  4. You can add more costs to the Receipted purchase order if required.

Split Complete

You cannot add costs once you complete the purchase order. If you might need to add more costs to the purchase order, click Confirm Receipt or Split Receipt. The purchase order status will change to Receipted. For more information, see Receipted Status and Complete Status.

  1. Unleashed updates the Receipt Quantity into stock and the purchase order status changes to Complete. You cannot add any more costs to the complete purchase order.
  2. Creates another purchase order with Placed status and the same purchase order number with a split reference, i.e.PO-00007/1. 
  3. If you have added costs to the purchase order, all costs will be added to the receipted quantity that is completed first. The following message is displayed: Split this costed order? All costs will be added to the current receipt quantity. By default, the costs added to the purchase order will apply to the receipted quantity that is selected.  Costs for subsequent receipts from the purchase order can then be added to the newly created purchase order before being receipted.

Margin Recalculation and Reporting for Recosted Purchase Orders

  • Once the purchase order is Completed and the costs have changed since receipting, the margins on any sales orders since the receipt date will be updated to reflect what the margin would have been if the new purchase costs were added before receipting.
  • Purchase Order Recosting details can be viewed on the following reports:
Report Name Purchase Order Recosting Details
Margin Enquiry Margin, profit, and cost values will be updated for the ordered product.
Transaction Enquiry The recosting details are displayed as Purchase Order Recost in the Transaction Type column. 
Cost Analysis The recosting details are displayed in the Transaction Type column after Receipt and Completion of the purchase order.
Purchase Enquiry The Receipted and Completed purchase orders are displayed.