Receiving goods against a purchase order

When you order goods from a supplier using a purchase order, you need to record their arrival in your inventory. Usystems lets you create a goods receipt (also called a receipt or receiving note) directly against the purchase order, capturing which items arrived, their quantities, and cost. This immediately updates your inventory and prepares the accounting entries.

Before you start

• You have a purchase order already created and saved in Usystems
• You know the quantity received for each line item
• You have warehouse or receiving permissions (check with your administrator if unsure)
• The supplier's packing slip or delivery note is on hand for reference

Steps

1. Go to Purchase Orders and open the purchase order you want to receive goods against. Open in Usystems

2. On the purchase order detail page, locate the Receive Goods button or action (usually at the top or in the document's action menu).

3. Click Receive Goods. A new receipt form will open with the purchase order's lines pre-filled.

4. For each line item:

   • Review the ordered quantity (shown for reference)
   • Enter the received quantity
   • Adjust the unit cost if the supplier provided a different price than originally ordered
   • Add any notes on quality or condition if needed

5. If not all items have arrived, enter only the quantities received. You can create additional receipts for the remaining items later.

6. Select the warehouse or storage location where these goods are being placed.

7. Review the totals and verify all line items are correct.

8. Click Save Receipt (or similar) to finalize the receipt.

Once saved, your inventory is updated and the system tracks the remaining quantity still due on the purchase order.

Accounting impact

• Inventory (asset) is increased by the received quantity and value
• If the purchase order had a variance account configured, any difference between the ordered and received price posts there
• The receipt prepares the purchase order for bill entry (payment to the supplier)

Tips & common mistakes

• Partial receipts are normal. If your supplier delivers in stages, create a receipt for each delivery—you can receive the full quantity over multiple receipts.
• Don't edit the purchase order quantity after receipt. Adjust the received quantity in the receipt form instead.
• Review cost variance. If the supplier quoted a different price, update the unit cost in the receipt; this avoids a mismatch when you bill later.
• Check the warehouse location. Receiving into the wrong warehouse can cause inventory count mismatches downstream.