Receiving Against a PO

When materials or items arrive from a supplier, you record what was received against the purchase order. This keeps your procurement records accurate and lets you track partial deliveries.

Prerequisites

  • A purchase order in Sent, Acknowledged, or Received status
  • Items that haven't been fully received yet

Receiving Individual Lines

To record a delivery for a single line item:

  1. Open the PO from Purchasing > Purchase Orders.
  2. In the Line Items section, find the line you received.
  3. The Received column shows the current count (e.g., "0 / 10" means none of 10 ordered units have been received).
  4. Click the Receive button on that line.
  5. An inline form appears with:
    • Quantity Received -- pre-filled with the remaining quantity. Adjust if you received a partial shipment.
    • Date Received -- defaults to today. Change it if the delivery came in on a different date.
    • Notes -- add any observations about the delivery: condition of items, packaging issues, quality concerns, deviations from the order, etc.
  6. Click Confirm Receipt to save.

The received count updates immediately. If some quantity remains, you can receive again later when the rest arrives.

Receiving All Lines at Once

If everything on the PO arrived in a single delivery, use bulk receiving:

  1. Open the PO.
  2. In the Line Items section header, click Receive All.
  3. The Bulk Receive modal shows every line that still has outstanding quantity.
  4. For each line:
    • A checkbox controls whether to include it (all are checked by default).
    • The Qty to Receive is pre-filled with the remaining quantity. Adjust if needed.
  5. Set the Received Date (defaults to today).
  6. Add Notes that apply to the entire delivery.
  7. Click Confirm Receipt.

All selected lines are updated in one step.

What Happens When Everything Is Received

Once the received quantity matches the ordered quantity on every line, Forge prompts you:

"All items have been received. Would you like to mark this PO as Received?"

  • Click Mark as Received to update the PO status.
  • Click Not Now if you want to inspect the items before updating the status. You can change the status manually later.

If the PO is already in "Received" status and all items are confirmed, you'll be prompted to mark it as Completed instead.

Partial Deliveries

Forge fully supports partial deliveries. For example, if you ordered 100 units and received 60:

  • The received column shows 60 / 100.
  • The remaining 40 can be received in a future delivery.
  • The PO stays in its current status until you choose to update it.

Each receipt is logged separately, so you have a complete history of when items arrived and in what quantities.

Viewing Receipt History

Every receipt is recorded with a timestamp, quantity, and notes. To see the full history:

  1. Open the PO.
  2. Scroll below the line items table.
  3. Click Receipt History to expand the log.

The history table shows:

| Column | Description | |---|---| | Date | When the receipt was recorded | | Line | Which line item was received | | Qty | How many units were received in this delivery | | Notes | Any notes added at the time of receiving |

Receipts are listed in reverse chronological order (newest first).

Attaching Files

You can attach files to the PO at any time using the Files section on the PO detail page. Common attachments during receiving include:

  • Packing slips
  • Inspection reports
  • Photos of received goods
  • Certificates of conformance

You can also attach files to individual line items (in edit mode) for line-specific documentation.

Related Articles

← Creating a Purchase Order