FAQ: Delivery & Fulfillment

What happens if my supplier delivers only part of the order?

That's normal. Create a receipt for the quantity you received. The purchase order will show the remaining quantity as still due. When the rest arrives, create another receipt. You can issue a bill for the partial receipt or wait until all goods arrive—Usystems lets you decide.

Can I receive goods without a purchase order?

Not through the purchase order workflow. However, you can create a direct cash purchase without a purchase order if you prefer. Check with your administrator about your organization's receiving policy.

What if the supplier's invoice shows a different price than the purchase order?

During goods receipt or when converting to a bill, adjust the unit cost to match the supplier's invoice. Any variance posts to a price-variance account so your accounting is accurate.

Do I have to receive goods before creating a bill?

It depends on your organization's policy. Some teams receive first, then bill. Others bill immediately if they trust the supplier. In Usystems, you can convert a purchase order to a bill with or without a prior goods receipt, but best practice is to receive first.

Can I convert the same purchase order to multiple bills?

Yes, if you need to pay in stages or your supplier invoices you separately. Convert each portion to its own bill. However, avoid converting the entire purchase order twice, as that would create duplicate billing.

What's the difference between converting to a bill and converting to a paid purchase?

• Bill: You record what you owe; payment happens later (e.g., "we'll pay in 30 days").
• Paid Purchase: You record both the goods and the payment immediately (e.g., "we pay cash today").

Choose paid purchase only if you are paying the supplier right now.

If I delete a goods receipt, what happens to my inventory?

Deleting a receipt reverses the inventory increase from that receipt. The purchase order will show that quantity as not yet received. Use this cautiously—your administrator may have restrictions on deletion.

Can I edit a bill after converting from a purchase order?

Yes, bills can be edited after creation (with appropriate permissions), but be aware that editing may break the link to the original purchase order. Check with your administrator about your team's policy on editing bills.