Receive Purchases

Open Purchases Assistant from the Operations tab or from the Folder.

Note: Lines must be marked as Received (green) before they can be invoiced in Accounts Payable.

1. To receive a part, select the yellow line and click the Receive button.

2. Enter the quantity received in the Qty Rcv field for each purchase line. If all items were received as ordered, click the Receive All button.

3. If the invoice includes a charge not listed on the original Purchase Order (e.g., a core charge), you’ll need to add a line on the PO screen. After adding the line, receive it as usual—or reject it at the same time by entering the quantity in the Qty Rej column and selecting a rejection reason. 

4. Click Save

If a part is incorrect or no longer needed, you can receive and reject it simultaneously by entering values in both the Qty Rcv and Qty Rej columns. Be sure to select a Rejection Reason from the list.

For more information, see the Reject Purchases help document.

For Users with a Label Parts Printer

The Purchase Label screen will appear with your part automatically selected. Click Print Selected Labels to print labels for each part.

To include an invoice label for attaching to the paper invoice before scanning, check the box labeled Include Invoice Label

*The label on the invoice shows the PO number and the received date, while the invoice itself only displays the invoice date. If the part was delayed, having both dates on the invoice helps document to the insurance company why additional time may be needed to complete the repair.

If you choose not to print this additional label, ensure the invoice clearly lists both the PO number and Folder number. If these are missing, write them by hand before scanning the invoice into the system.