When a delivery arrives against a purchase order, you do not need to key it again. QTRACA raises the goods receipt from the order, brings across what is still outstanding, and keeps the two linked — so the order always knows what has actually turned up.
Where to find it: the Create Inwards Good action on a purchase order, or Pull Lines from PO on a goods receipt.
Two ways in
| Starting from | What happens |
|---|---|
| The purchase order Create Inwards Good | Raises a receipt for the order’s outstanding lines, or appends them to a receipt already open for that supplier. |
| The goods receipt Pull Lines from PO | Adds outstanding lines from an open order onto the receipt you are already working on. |
Use whichever matches how the delivery reached you: the order if you are working through outstanding purchases, the receipt if a vehicle has arrived and you are recording what came off it.
What comes across
Creating a receipt from an order copies each line that still has something to deliver, carrying the product, unit, outstanding quantity and unit cost, and linking the receipt line back to the order line.
Three rules decide what is copied:
- Only outstanding quantity. A line already received in full is skipped, so receipting the same order twice does not duplicate it — the second receipt covers only what is still to come.
- Charge and discount lines are left behind. Freight and fees are money, not goods; nothing physically arrives, so there is nothing to count in. They stay on the order for the bill.
- Misc lines come across as misc lines, with the order’s description carried into the receipt’s Misc Product field, because a non-stocked item has no product record to point at.
The receipt’s reference defaults to the order reference, so a system-created receipt is findable straight away. Overwrite it with the supplier’s docket number if you prefer — the receipt list searches on this field.
One delivery, several orders
Suppliers routinely deliver several orders on one vehicle. If a receipt is already open for that supplier, Create Inwards Good offers to add the order’s lines to it rather than starting another.
Take the offer and you get one receipt matching one physical delivery, carrying lines from more than one order. The receipt then reports the purchase orders it came from, and each of those orders lists this receipt among its deliveries.
One order, several deliveries
The reverse is just as common. Receive part of an order and it moves to Partial Received; the received quantity accumulates on each line across every receipt, and the order stays open for the balance.
When the last of it arrives the order becomes Received. If the supplier is never going to send the remainder, Close the order to stop it sitting open.
Seeing the link from either end
- On the purchase order — the goods receipts raised against it, newest first, with their reference, date and status.
- On the goods receipt — the purchase orders its lines came from.
- On the order line — a Received figure totalling everything received against it.
Rejected goods and the order
Rejecting a receipt line takes its quantity back off the order’s received total. Goods you refused did not satisfy the order, so the line stays outstanding and can be received again when the supplier replaces them — no need to amend the order or raise a new one.
See QA hold, release and reject on goods receipts for how rejection works.
Things to know
- The receipt takes the order’s site and supplier, and its requested date from the order’s expected date.
- Quantities are editable. The receipt is pre-filled with what was outstanding, not with what arrived — correct it to the actual delivered quantity before posting.
- A receipt does not have to come from an order. Receipts can still be raised directly for deliveries with no purchase order behind them.
- Billing is separate from receiving. A bill can be built from the order or from the receipt, and three-way matching compares what was ordered, what arrived, and what you were charged.