How to receive stock into your warehouse using a Purchase Order.
Steps to receive a Purchase Order
- Navigate to the Purchase Order page, Warehouse>Purchase Orders.
- Select the Not Yet Received tab or alternatively search for the Purchase Order you wish to receive in the search box and then select the relevant Purchase Order.
- Once the stock has arrived at the warehouse, you will need to update the Purchase Order status to Received. To do so, select Update status to Received.
- If you have receival fields set up, you will now be prompted to enter this information. For more details see Organisation Settings (Receival Field Tab).
- When you are ready to verify the products you have received into the warehouse, select Verify Purchase Order Products. If you wish to skip this step and move straight to allocating the Purchase Order to a warehouse location select the drop-down arrow and select Bypass Verification Process. This means you will not verify the product against the received to the expected and move straight to assigning the product to a warehouse location. It is recommended you utilise the verification step to ensure the correct stock has been received.
- If you have selected Verify Purchase Order Products, you will be directed to the Verify & Allocate Page.
- Confirm the Purchase Order details. For example, the expiry date and onhand quantities.
- If Purchase Order Product Custom Fields are set up for the Customer, you will need to record the required data against the stock. For example, the batch number.
- Allocate the stock to a warehouse location.
- Select Print to print the Purchase Order Product (POP) labels. Please see Label Printing for more information.
- Select the green Complete Verification button at the bottom of the screen.
- A pop-out window will appear to record any applicable Adhoc charges.
- Enter values for the applicable fields.
- Select Finish!.
- The Purchase Order status will now be Allocated. If you did not allocate the Purchase Order to a Warehouse Location, the status will be Verified. Please see the Allocating Verified Stock section of this article for the next steps.
Follow along with our CEO, Vicent as he explains how to receive a Purchase Order on the web app.
Splitting & Bulk Splitting
When verifying the Purchase Order you may receive a warning message that reads as below:
This warning displays when you are attempting to bring in more than 1 pallet per Purchase Order Product Line.
If you do not amend the error, it means that multiple pallets will be allocated to a single warehouse location. If your charging method is not reliant on per pallet storage charges, then you can move on without amending the error.
If you do wish to amend the error, you can perform a bulk split to split the products into one Purchase Order Product line per pallet. To perform a bulk split follow the below steps:
- Select More on the product displaying the warning.
- Select Bulk Split.
- Confirm how many units or cartons are on a pallet in the Qty/ Pallet field.
- Click Bulk Split.
In the above example, a single Purchase Order Product line contained 8 units of steel toolboxes. When Bulk splitting the toolboxes we confirm that only 4 fit onto a pallet, meaning two pallets are arriving. Once the bulk split is performed the product is split from one to two purchase order Product lines (the same number as the number of pallets), this now allows us to allocate them to separate Warehouse Locations.
The same process can be followed to Split products that may need to be separated due to their Status. For example, if 3 cartons at the top of the pallet are damaged you can perform a split, then allocate them to a different part of the warehouse.
Allocating Verified Stock
If all stock on the Purchase Order is not yet put away (allocated to Warehouse Locations) the Order will still be in a status of Verified.
To allocate the Purchase Order to a Warehouse Location:
- Select Allocate Purchase Order Products.
- Select the Warehouse Location you wish to allocate the stock to.
- Click Complete Allocation.
- The Purchase Order will now be in it's the final status of Allocated and associated storage charges will begin to accrue.