Item Receipts

What is an item receipt?

Item receipts are used to receive items into inventory. The inventory gets increased if we have inventory items i.e., stock in hand gets increased. 

Prerequisites

Item Receipts can be created from a purchase order or can be created independently. 

Creating Item Receipts From Purchase Order

To create an item receipt select  Item Receipts -> Create New-> Select An Existing Purchase Order -> Review/edit the data copied to the form and  click on Add button to confirm. 

When you select a purchase order, all the detail from the Purchase order are copied to the Item Receipts form. You can then either edit the details or add to confirm. The Purchase order drop down also shows the versions for which an item receipt to be created.

What happens when item receipts are created from Purchase Order?

Inventory gets affected when an item receipt is created from a PO. The Item Receipts are created along with the PO Reference from which it is created. 

1. The items are marked as received. If all items are received, the purchase order gets closed as mentioned in the below screenshot.
2. If the items are inventory type items (Asset, Inventory, Consumables), their stock in hand gets increased as per the details in the item receipts.

Different Ways of Creating Item Receipts from a PO

Item receipts can be created from a PO in the following ways.

• Item receipts created for All the items on the PO as mentioned above
• Item receipts created for some/partial items on the PO
• Item receipts created for some/partial items with reduced quantity.

Item Receipts Created for Some/Partial items on the PO

Item receipts can be created for some of the items of the PO, leaving the other items to be received at a later time.

For example,

1. Select purchase order, delete some items and save. When creating an Item Receipt for the same purchase order for the next time, remaining items will be listed. 
2. Select purchase order, reduce the qty and save. When creating an Item Receipt for the same purchase order for the next time, only the remaining qty will be listed. 

Remove 2 items from the list by selecting the item and clicking Delete Icon. Then only the remaining 2 items will be listed in the grid as shown in the screenshot below. 

The Purchase Order Dropdown Box in the Item Receipts form will list the purchase order as long as there are items pending to be received.

Here in the above screenshot the total items of this purchase order was 4, but item receipt is created only for 2 items. As a result the PO remains OPEN and will still be listed in the Item Receipt's Purchase Order Dropdown.

If at a later time this PO is again selected, only  the remaining 2 items will be loaded to be received as in the screenshot below.

Item Receipts Created for Some/Partial items with Reduced Quantity

Item receipts can be created for some/partial items with quantities reduced for the items. As in the case of PO Created with items removed, the PO will remain open as long as all the items with their PO quantities are received. 

At a later time if the same PO is selected, only remaining quantity that was removed previously will listed in item receipt. 

For instance, Take a PO with an item having Quantity as 10. But if this quantity is changed from 10 to 5 and the form is saved, then the quantity for that item will be the remaining 5 when Item receipt is created for the same PO for the next time.

Selecting Warehouse/Store location When Receiving Items

During an item receipt, individual items can be received to different locations/stories. In the item grid, location is editable enabling to select the desired location to receive the items as shown in the screenshot below.

In case you want to split the quantity to different location, the ideal way would be to use the Inventory ->Stock Movement option to move items to a different location.