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WAIOHelp Desk

Receive a purchase order or enter an invoice

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Portal
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Purchasing & Receiving Menu (Purchasing & vendors)

Use this when a delivery arrives. Receive it against the purchase order if there is one, and enter a receiving invoice if there isn’t. Do it at the store that took the delivery: at Head Office, switch to that store first (store name, top right).

Against a purchase order

Section titled “Against a purchase order”

  1. In the menu, click Inventory, then Purchase Orders.

  2. Click the order in the list.

  3. On the Purchasing Order tab, click Create receiving invoice. The Receiving Invoice window opens with each line at the quantity still to come.

    A purchase order with the Purchasing Order tab and the Create receiving invoice button

  4. Leave Invoice # as it is. Type the vendor’s invoice number in Vendor #, and check the Date.

  5. Set each line’s quantity to what arrived, and check its cost. Untick a line that didn’t come. To add a product that came but wasn’t ordered, search for it in the box above the lines.

    The Receiving Invoice window with Status, Invoice #, Vendor # and the line checkboxes

  6. Scroll the lines to the right and fill in Lot / Batch and Packaged for each one.

    The Lot / Batch and Packaged columns at the right of the receiving lines

  7. Leave Status (top of the window) on Received and click Create Receiving Invoice. The stock is on hand at your store.

Without a purchase order

Section titled “Without a purchase order”

  1. In the menu, click Inventory, then Receiving Invoices.

  2. Click New, then Receiving Invoice. Pick the vendor when Select Vendor opens.

    The New menu on Receiving Invoices with Receiving Invoice in it

  3. Type the vendor’s invoice number in Vendor inv. (top, beside the invoice number), and check the Date.

  4. Add the lines. Either:

    • Scan or type a SKU, barcode or description in the search box.
    • Click Import and pick the vendor’s file: ASN Invoice (XLSX) for OCS, or Invoice or CSV (SKU, Qty) for other vendors.

  5. Check each line’s quantity, cost, Lot Code/Batch No. and Packaged on Date.

  6. Click Save Invoice.

If the search can’t find a product, tick All Vendors Items (otherwise it lists only this vendor’s products) and Include Inactive.

Good to know

Section titled “Good to know”
  • Short delivery: receive what came. The order shows Backorder until the rest arrives. Then open it and click Create receiving invoice again. The quantities start at what’s still to come.
  • Receiving makes each line’s cost the store’s cost for that product. A line left at $0 is received at $0.
  • Give every receiving invoice its own Invoice #. Before you save, check the number isn’t already on another invoice at this store.