Purchase Order Receipts
The Receipts tab on a purchase order shows everything that has been received against that PO — each part, who received it, the quantity, the cost, and when it was posted. It gives you the receiving history in one place instead of running a separate report, and it is where you back out a receipt that was posted in error.
Before you begin
Anyone who can open the purchase order can view the Receipts tab. No special permission is needed to look at receipt history.
Reversing a receipt requires the Allow Reverse PO Receipts permission (
PURCHASE_ORDERS_ALLOW_REVERSE_PORECEIPTS). Without it the Reverse actions are visible but greyed out.
View a purchase order's receipt history
Open the purchase order.
Select the Receipts tab.
Each row is one receipt transaction. The tab lists what was received, who received it, the quantity and cost, the date and time, and the invoice, work order, and account it was tied to.
When account coding is captured. A receipt records the account coding that is on the PO line at the moment it is received. If the coding is added or changed on the line after the receipt was posted, the earlier receipt transaction is not recoded - it keeps the coding it was created with. Put the correct account coding on the PO line before receiving it when the coding needs to apply to that receipt.
If an already-posted receipt needs accounting cleanup, that is an RTA data correction handled case by case - have the PO number, receipt, and the account it should carry ready. It is not a refresh or sync issue between users.
Reverse a single receipt
On the Receipts tab, find the row for the receipt you want to back out.
Select Reverse on that row.
Review the confirmation message, then select Reverse to confirm — or Cancel to back out. There is no reason or note to fill in.
The row stays on the tab, greyed out and marked Reversed.
Reverse several receipts at once
On the Receipts tab, select the checkbox on each receipt you want to back out.
Select Reverse in the tab toolbar.
The confirmation tells you how many receipts you are about to reverse (for example, "You are about to reverse 3 receipts."). Select Reverse to confirm, or Cancel.
Each reversed row stays on the tab, greyed out and marked Reversed.
Recording a vendor refund or credit
Fleet360 records a vendor credit as a negative-quantity line on the purchase order. There is no separate credit memo screen. Adding the line records that a credit is expected; receiving the line is what applies the credit to the PO total and to inventory or work order costs. Reversing a receipt is a different action: use it only when the original receipt was a mistake (wrong quantity, or a part that never arrived).
Open the purchase order. If it is Closed, select Reopen PO (requires the Reopen Purchase Orders permission); it returns to Partial.
On the Line Items tab, select Add Line. Enter the part being credited (or a non-file line for a dollar-only credit), the price, and a negative quantity - for example -1 at the credited price. The price itself cannot be negative. The line total shows as a negative amount and the PO total drops by that amount.
When the vendor confirms the credit, select the line and Receive it, entering the vendor's credit memo or invoice number in the Invoice field. The received credit shows as a negative quantity on the Receipts tab and in PO receipt reports.
Confirm the PO total now matches what was paid net of the credit, then close the PO again if it had been closed.
If accounting wants the credit visible as its own transaction, create a separate PO to the same vendor for the credit line(s), reference the original PO and credit memo number, and receive it the same way. Fleet360 tracks the credit on the PO; your Accounts Payable process handles the money.
Receipts tab columns
Column | What it shows |
|---|---|
Line | The purchase order line the receipt was posted against |
Part Number | The part received |
Desc | The part description |
Qty | The quantity received |
Unit Price | The per-unit cost on the receipt |
Unit | The unit of measure |
Total | The extended cost of the receipt |
Date / Time | When the receipt was posted |
Invoice Number / Invoice Date | The vendor invoice the receipt was tied to |
Account # | The account the receipt was charged to |
Trans No | The transaction number |
Vendor Xref | The vendor cross-reference for the part |
Work Order / Work Order Line | The work order the part was received for, when the receipt was tied to one |
Freight Cost | Freight charged on the receipt |
Received By | The user who posted the receipt |
Action | What the receipt did — for example, stock, or a work order link |
How a reversal is recorded
A reversal does not delete the receipt. The original row remains on the Receipts tab, greyed out and marked Reversed, so the receiving history stays complete and auditable.
Because of that, a reversal is final — a reversed receipt cannot be reversed again, and there is no "un-reverse" action. Reversal also acts on the receipt rather than on the purchase order line: the line stays on the PO, and only the receipt activity is backed out.
A received non-file line that reuses a real part number behaves like a file-part receipt: if the number matches a part on file, the receipt posts to that part’s on-hand and reversing it removes the same quantity. See Purchase Order Lines for when non-file lines are appropriate.
If it doesn't work
The Reverse action is greyed out. You are missing the Allow Reverse PO Receipts permission. Ask an administrator to add it to your role.
A row has no Reverse action at all. That receipt isn't reversible. Either it has already been reversed — it shows as greyed out and marked Reversed — or it carries no positive quantity, in which case there is nothing to back out.
Some rows disappeared from my selection. When you tick rows that can't be reversed, they are dropped from the selection automatically and only the reversible ones stay selected. If none of the rows you ticked are reversible, the toolbar Reverse action stays disabled.