Creating a Purchase Order Receipt

When the items on a purchase order are received at a warehouse, you can create a receipt for them to acknowledge that those items have been received.

You can only create receipts for line items on approved internal purchase orders. In addition, the purchase order lines must meet the following criteria:

• The line item type must be: "Blanket Order", "Capital Equipment", "Category", "Description", "Item", or "Service". Additionally, line items of type "Service" must have an outbound parts status of "Shipped".
• The item on the purchase order line must not be an intangible In the context of SCM, this refers to a service or license that is sold rather than a physical product sat on a shelf. item.
• The purchase order line item must not have a status of "Closed" or "Cancelled".

Notes:

• If a received item requires inspection, after creating the receipt an entry appears on the Inspection tab in Action Queues. When this occurs, the inspection must be completed before the items can be put away or used in a production order.
• If you want to allow over-receiving for your purchase order lines, contact your administrator. They can enable this for you by setting up the following two fields of the Organization Settings custom setting according to your needs:
  • Allow Over Receipt of PO Line
  • Over Receipt Percent
  
  You won't be able to receive over the quantity or total cost on a purchase order line unless the Allow Over Receipt of PO Line field is selected. If an over-receipt percentage has been specified in the Over Receipt Percent field, you won't be able to receive a quantity or amount that exceeds this percentage.

For more information about receipts, see Receipts.

Using Lightning Experience

To create a purchase order receipt:

1. On the purchase order detail page, click Create Receipt.
   
   Note: Ensure that the purchase order you want to create the receipt for has a status of "Approved", otherwise the Create Receipt action won't display on the purchase order detail page.
2. On the Create Receipt window that opens, select the purchase order lines for which you are creating the receipt. Only purchase order lines that meet the criteria to be received are displayed.
3. For lines received by quantity, enter the number of units received for each selected line in the Receiving Quantity column. This column is only editable for lines with quantity-based receiving and shows by default the remaining quantity to receive.
4. For lines received by amount, enter the amount received for each selected line in the Receiving Amount column. This column is only editable for lines with amount-based receiving and shows by default the remaining amount to receive.
5. Click Create.

Tips:

• Use the search box above the grid to quickly find the lines you are looking for. For example, you can search by item name or item description.
• To show only the purchase order lines that you've selected, click Show Selected. To show all purchase order lines again, click Back to Results.

Notes:

• The Create Receipt action does not enable you to create receipts for purchase order lines with serialized or lot-controlled items. For now, you can only create receipts for these lines from the Receipts related list or the Receipts tab.
• You can only receive by amount purchase order lines of type Category and type Description for which the Receive by Amount checkbox has been previously selected. For more information, see Creating Purchase Order Lines with Amount-Based Receiving.

When you click Create, a new receipt is created for the purchase order. This receipt contains a receipt line per selected purchase order line. The Amount and Quantity fields for each receipt line are populated as follows:

• If the related purchase order line is received by quantity, the Quantity field on the receipt line is automatically populated with the value entered in the Receiving Quantity field of the Create Receipt window. The Amount field on the receipt line will show a value of zero for purchase order lines that are received by quantity.
• If the related purchase order line is received by amount, both the Amount and Quantity fields on the receipt line are automatically populated. The Amount field is populated with the value entered in the Receiving Amount field of the Create Receipt window. The Quantity field is calculated by dividing the received amount by the unit cost indicated on the purchase order line. For example, if you have a purchase order line with a unit cost of 10 and you are receiving an amount of 150 for this purchase order line, the Quantity field on the receipt line will have a value of 15.

Once the receipt is created, the Amount Received and Quantity Received fields on the purchase order lines associated with the receipt lines are updated as follows:

• If the purchase order lines was received by quantity, the Quantity Received field is updated according to the quantity on the related receipt line and the Amount Received field shows a value of zero.
• If the purchase order line was received by amount, the Amount Received and Quantity Received fields are updated according to the amounts and quantities on their related receipt lines.

Using Classic or Lightning Visualforce Pages

To create a receipt for purchase order items:

1. Click the Receipts tab.
2. Click New.
3. Ensure "Purchase Order Receipt" is selected from the Receipt Type drop-down list.
4. Enter the Purchase Order Number to which the receipt relates.
5. Click Create Receipt.
6. Select the checkboxes of the purchase order lines for which you are creating a receipt.
7. Enter the number of items received for each purchase order line.
8. Click Save.

Note: Amount-based receiving is not available for Salesforce Classic or Lightning Visualforce pages.