What good looks like
Received inventory and purchase-order status match the packing slip, physical goods, and known exceptions.
Have these details ready
- The correct purchase order
- Packing slip and delivered goods
- Receiving location plus serial, batch, or landed-cost information when required
Run the workflow
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Match the shipment
Verify vendor, PO number, ship-to location, package count, and packing slip before opening the receiving action.
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Inspect the goods
Separate damaged, wrong, backordered, and acceptable items. Photograph material exceptions before stock is put away.
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Enter actual receipt
For each line, record only the quantity received now. Capture serials, batches, received date, and required line details.
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Handle job-linked material
Confirm whether material should remain in warehouse stock, reserve to a job, or use the job Purchase Orders tab for job-specific receipt.
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Record discrepancies
Document shortages, overages, substitutions, damage, cost differences, and vendor follow-up instead of forcing ordered and received quantities to match.
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Complete and verify
Save the receipt, check PO status such as Partially Received or Received, and confirm stock and job readiness updated correctly.
Check your work
Do not call the workflow complete until these statements are true.
- Received quantities match the packing slip
- Serial/batch details are complete where required
- PO, stock, and job readiness show the same reality
If something does not look right
The shipment is partial
Receive only what arrived and leave the balance open with an expected follow-up.
The invoice cost differs
Record receiving facts first, then route cost variance through purchasing/accounting reconciliation.