Receiving a purchase order correctly in WorkGuru is really important as it is automating two tasks:

  1. Costing the order to match the supplier invoice.  This ensures all products are landed at the correct cost as they match exactly what you have been invoiced for.   This also ensures the draft bill created in the accounting system matches exactly what you need to pay the Supplier, making reconciliation easier.'
  2. Ensures the correct stock quantity in received into the stock on hand at the correct branch.

To receive an order:

  1. Identify the approved order from the Purchase order dashboard Purchases -> Purchases
  2. From the relevant approved purchase order's detail page, click Receive Purchase Order.
  3. To receive the purchase order, enter the product quantity physically received (blue boxes) and information from the suppliers invoice (red boxes):
    1. Stock Movement (Blue)
      1. Received date - date the items physically arrived
      2. Received Qty - qty received, There is also a green Receive All button to shortcut this function.
    2. Costing (Red)
      1. Invoice Date - Date on the supplier invoice
      2. Invoice Due Date - Due date from the supplier invoice
      3. Supplier Invoice Number - The invoice reference number of the supplier invoice.  This is sent through to the accounting system for payment reference.
      4. Invoice Price - Enter the unit price on the supplier invoice if different to the order's buy price
      5. Add Landed cost - Add landed costs on the supplier invoice if required.
      6. Totals - Ensure that the totals match the suppliers invoice do not save the order until the do.  This ensures that the items are received correctly.  Reasons that may cause a difference may be:
        1. Unit prices different
        2. Unit taxes different (GST Free etc)
        3. Landed costs not entered correctly
        4. Received Qty's different from ordered (more or less/backordered)
        5. Different line items to ordered.
  4. Confirm the qty and values match what has been received and totals match the supplier invoice, click Save to fully receive the order.   Note: once saved, you cannot edit or change the purchase order.   If you need to reverse the purchase, you will need to adjust stock out via stock adjustments.