How to Receipt a Purchase Order

Overview

While a purchase order gives a committed cost to stock, quotes and jobs, receipting a purchase order finalises the actual cost of those items. You can create receipts for purchase orders to suit your workflow, depending on whether you want to create a receipt after receiving goods, create a receipt after receiving goods and a supplier invoice, or create a receipt before receiving goods.

Where a purchase order has been created as a catalogue order or a PO number, you can only create a receipt after catalogue items have been added to the order. To receipt these orders without manually adding the catalogue items, you can import a supplier invoice. You can also change the order type to a description as an alternative to using catalogue items.

Once you enter supplier invoice details into a receipt, Simpro Premium flags the invoice to be posted the next time you export to your accounting package. Ensure all item costs, freight, tax and totals match the supplier's invoice exactly.

US only: If you use Simpro Premium in the United States, the terms 'inventory' and 'inventory count' are used instead of 'stock', 'stock take', and 'in stock'.

US only: If you use Simpro Premium in the United States, the term 'vendor' is used instead of 'supplier'.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Purchase Orders

Create Receipts

To view receipts, go to Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. and click Receipts. You can download a CSV file of your receipts, or delete multiple receipts at once by selecting the check boxes.

To quickly see the amounts for each receipt, use Modify Table View to add this as a table column.

A screenshot of a receipt before receiving a site invoice.

 

To receipt a purchase order after receiving goods:

  1. Go to Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Purchase Orders.
  2. On the purchase order you wish to receipt, click Options > Create a Receipt.
    • Alternatively, open the purchase order and click the Receipts sub-tab.
  3. Enter a Packing Slip No., ensure Items Received ? is selected, and adjust other details as required.
  4. If the supplier has provided Unit Prices inclusive of tax, select Tax Inclusive?. This helps ensure that the parts are invoiced for the correct value, however if the receipt is closed, the unit prices revert to be displayed exclusive of tax.
  5. Click Finish.

When you receive a supplier invoice for the goods, open this receipt under Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Receipts, click Unlock, enter an Invoice No., and edit the Cost Centres and Unit Prices as required.

A screenshot of a receipt after receiving a site invoice.

To receipt a purchase order after receiving a supplier invoice:

  1. Go to Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Purchase Orders.
  2. On the purchase order you wish to receipt, click Options > Create a Receipt.
    • Alternatively, open the purchase order and click the Receipts sub-tab.
  3. Enter the site's Invoice No., enter a Packing Slip No., ensure Items Received ? is selected, adjust items' Cost Centres and Unit Prices, and adjust other details as required.
  4. If the supplier has provided Unit Prices inclusive of tax, select Tax Inclusive?. This helps ensure that the parts are invoiced for the correct value, however if the receipt is closed, the unit prices revert to be displayed exclusive of tax.
  5. Click Finish.

If you need to pay for goods in advance (such as for a prepaid purchase or a pro forma), you can receipt a purchase order before receiving the goods.

A screenshot of receipting before goods are received.

To receipt a purchase order in advance:

  1. Go to Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Purchase Orders.
  2. On the purchase order you wish to receipt, click Options > Create a Receipt.
  3. Alternatively, open the purchase order and click the Receipts sub-tab.
  4. Enter the supplier's Invoice No., adjust items' Cost Centres and Unit Prices, clear the Items Received ? check box, and adjust other details as required.
    • Clearing the Items Received ? check box and adding an invoice number puts the items In Transit. To view a list of which items are In Transit, go to Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Stock and open a storage device. Learn more in How to Manage Stock.
  5. If the supplier has provided Unit Prices inclusive of tax, select Tax Inclusive?. This helps ensure that the parts are invoiced for the correct value, however if the receipt is closed, the unit prices revert to be displayed exclusive of tax.
  6. Click Finish.

When you receive the goods, open this receipt under Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Receipts, click Unlock, select Items Received ?, and enter a Packing Slip No. as applicable.

A screenshot of the Cost Centre column under Stock Ordered.

When receipting a purchase order, you can select a Cost Centre for each item to ensure their costs are posted to the correct account in your accounting package. For example, if you purchase a selection of wires to install on a job and order a tool at the same time, you may want to select a separate cost centre for the tool.

When Inventory Tracking is enabled, each inventory item has Inventory as the selected cost centre.

If you wish to receipt a purchase order, but you have only received quantities for one of the line items, you can set all other line item quantities to zero in bulk.

A screenshot of the Set Qty to Zero option under Stock Ordered.

To bulk set invoice quantities to zero:

  1. Go to Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Purchase Orders.
  2. On the purchase order you wish to receipt, click Options > Create a Receipt.
    • Alternatively, open the purchase order and click the Receipts sub-tab.
  3. Under Stock Ordered, select the line items you do not wish to receipt, then click Set Qty to Zero.
    • Alternatively, select Select All, then click Set Qty to Zero to set all invoice quantities to zero.
  4. Continue receipting the purchase order as normal.

In some cases your supplier may calculate rounding on tax differently to Simpro Premium.

A screenshot of the Tax Adjustment field in a receipt.

Use the arrows in the Tax Adjustment field to make slight adjustments to the tax, such as rounding cents up or down.

You can enter a tax amount when receipting a purchase order.

To use this feature you must first enter a Tax Account under System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial.

Also, you can select from all the cost centres on the job to specify on which cost centre is the Tax Charged To.

A screenshot of the Tax field in a receipt.

When creating or editing a receipt, enter an amount in the Tax field. The Tax: total at the bottom updates accordingly.

If the items already have taxes assigned to them, entering an amount in the Tax field adds to this value.

If you enter a Freight cost, the tax value needs to include tax on freight too.

In the Receipt Order tab, select the check boxes for each item you want to print barcodes for. Then click Print Barcodes in the footer below the table. A PDF will open in a new tab, and the number of barcodes will reflect the quantity of items on the receipt. You can download or print the form as required.

Need additional help?

Try Walk Me Through, our step-by-step guidance tool, to receipt purchase orders.

In Simpro Premium, go to Help A screenshot of a schedule icon with a grey calendar icon and an arrow. > Walk Me Through and search Receipt a Purchase Order.

Learn more in How to Use Walk Me Through in Simpro Premium.

For additional training, complete an interactive material in the Simpro's Learning Toolbox. Learn more in About Simpro's Learning Toolbox.