How do I confirm a purchase order and record a parts receipt?

Available for

Roles: Administrator

Plans: Advanced

Once your purchase order has been prepared, you can confirm it, record incoming deliveries, and close the order.

The Purchase Orders module allows you to manage partial and complete deliveries, track delays, and automatically update spare parts inventory.

Confirm a purchase order

Confirmation validates the purchase order and enables future receipts.

When a purchase order is confirmed:

• Its status changes from Draft to Confirmed
• Order lines and primary metadata become locked
• Receipts can be recorded

⚠️ Confirmation is irreversible. A purchase order cannot be reverted to Draft status.

Prerequisites

Before confirming a purchase order:

• The purchase order must be in Draft status
• It must contain at least one order line
• The purchase order reference must be unique among non-archived purchase orders

Steps to confirm a purchase order

1. Go to the Purchase Orders module.
2. Open the purchase order to confirm.
3. Review the order lines, addresses, costs, and supplier information.

4. Click Confirm.

   

5. The purchase order automatically changes to Confirmed status.

Record a receipt

A receipt is used to declare the items actually delivered by the supplier.

Receipts can be:

• Partial
• Complete (or exceed the ordered quantities)
• Multiple on the same purchase order

⚠️ Receipts are only available for purchase orders with the Confirmed or In Progress status.

Steps to record a receipt

Receipts can be recorded in two ways:

• From the purchase order
• Directly from the spare part record

From the purchase order

1. Open the purchase order.
2. Click Record Receipt.
3. Enter the quantities received for each line.

4. Confirm the receipt.

   

The received quantities are automatically added to inventory and recorded in the purchase order history.

From a spare part record

When replenishing stock from a spare part record, you can link the inventory movement to an existing purchase order.

To do so:

1. Open the spare part record.
2. Start a replenishment.
3. Select the option indicating that the replenishment is linked to a purchase order.
4. Select the relevant purchase order.

5. Confirm the replenishment.

   

The receipt is automatically recorded on the selected purchase order.

What happens when a receipt is recorded?

When a receipt is recorded:

• Received quantities are updated on the order lines
• Spare parts inventory is updated automatically
• The latest known purchase price of the parts is updated
• The purchase order history is enriched

The first receipt automatically changes the purchase order status from Confirmed to In Progress.

Partial and multiple receipts

You can record several receipts on the same purchase order.

This makes it possible to manage deliveries received in multiple shipments.

Each new receipt:

• Adds the received quantities to the existing cumulative total
• Updates inventory only for the quantities actually received
• Updates line statuses

Line status after receipt

Each line has its own receipt status.

When all lines reach the Complete status, the purchase order is considered fully received.

Complete a purchase order

Completion is used to administratively close the purchase order.

A purchase order can be completed:

• After full receipt
• After an accepted partial receipt
• Even if some lines will never be delivered

⚠️ Manually completing a purchase order does not add any additional inventory.

Steps to complete a purchase order

1. Open a purchase order with the Confirmed or In Progress status.
2. Click Complete.
3. Confirm the action.
   
4. The purchase order changes to Completed status.

What happens after completion?

Once completed:

• The purchase order can no longer receive additional receipts
• Unreceived lines remain in their current status
• Inventory is not adjusted for quantities that were never received
• The purchase order can then be archived

Best practices

For effective purchase order tracking:

• Verify quantities before validating receipts
• Record receipts as deliveries arrive
• Add an expected delivery date to track delays
• Complete purchase orders once processing is finished

To prepare a purchase order before confirmation, see the article How do I create and export a purchase order?

To understand overdue, partially received, and fully received statuses, see the article How do I track the status of a purchase order?

To cancel, archive, or duplicate a purchase order, see the article How do I cancel, archive, or duplicate a purchase order?