A purchase order is received in shipments, not as one all-or-nothing event, this matches real deliveries, which often arrive in more than one truck.
From the PO, click Receive. This opens (or continues) the current shipment, numbered
GR-00001,GR-00002, and so on.
Enter the Supplier Invoice # and Packing Slip # for this specific delivery.
For each line, enter:
This Shipment: the quantity that physically arrived.
Rejected and a Reason: anything you’re refusing (damaged, wrong item, etc.).
Serial numbers: required for serialized items; one entry per unit received.
Expiry date: for items that track expiry.
Unit Cost: editable if you have cost-edit permission; useful when the price on the invoice differs from what was on the order.
Buttons above the grid: Receive All Outstanding fills every line with what’s still owed on the order (the common case when a back-order finally arrives); Clear Quantities zeroes everything out to start over.
Click Complete Shipment. This:
Increases stock at the receiving location.
Updates the item’s cost.
Records the serial numbers.
Pushes the new quantities to your connected ecommerce store, if any (after the shipment is saved, so a sync hiccup never leaves half-finished data behind).
Receiving more than was ordered requires a separate “receive over” permission, a safeguard against accidental over-receipt.
Once every line on the order has been fully received, its status becomes Received. From there, someone with the right permission can Close it (moves it off the open-orders list), Reopen it if something still needs correcting, or Cancel it.
Every shipment against a PO is listed in the order’s Shipment History, each with its own invoice reference and a link to reprint that delivery’s labels.