How purchases and bills create receives automatically

In Usystems, when you create a Purchase Order or Bill for inventory items, the system can automatically generate a warehouse Receive document when you mark the document as complete or received. This saves you from re-entering the same item and cost information twice.

How it works

Purchase Order → Receive: When you create a purchase order (PO) for goods, you specify the items and quantities expected. Once the goods arrive and you confirm receipt on the PO, Usystems creates a corresponding Receive record in the inventory system. The item names, quantities, and costs are copied automatically.

Bill → Receive: Similarly, when you create a bill for inventory items (a direct purchase without a PO), you can trigger an automatic receive by marking the bill as received. The system treats this as permission to update your warehouse stock.

Why this matters

Speed: You enter item and cost data once, and it flows through both accounting and inventory—no duplicate data entry.

Accuracy: Quantities and costs stay synchronized between the purchase document and the physical stock record, reducing the chance of discrepancies.

Compliance: Your warehouse counts match your accounting records because they originate from the same source.

In Usystems

• When you create or edit a Purchase Order, look for a Mark as Received or Confirm Receipt button. Clicking it creates a Receive if one doesn't already exist.
• When you create a Bill for inventory items, the bill includes an option to create an associated Receive—check the bill form for this setting.
• You can always see the linked Receive from the purchase or bill detail page.
• If you need to adjust quantities or costs after creation, you can edit the Receive separately without affecting the original purchase document.

Where you see it

• Purchase Orders list: Open in Usystems
• Bills list: Open in Usystems
• Receives list: Open in Usystems