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Receiving Purchase Order Items

Once a Purchase Order has been submitted to the vendor, the PO remains open until all items are received and posted to the PO.

This document will walk you through the steps to receive and post items to purchase Orders.

Receiving to inventory is also how to bring salvaged or recovered parts into stock when you want a receipt trail: create a PO to a vendor set up for recovered stock and receive the lines to inventory, not to a work order. Refer to Adding Salvaged or Recovered Parts to Inventory.

The Post to Work Order option appears only when the Post Part to WO system switch is set to Yes or Auto. For the full picture of how work orders and purchase orders are tied together, see Linking a Work Order and a Purchase Order.

Items can be received individually at the line level or in bulk to save time!

Items can be sent to inventory or posted to an existing Work Order directly.

Bulk Receive

Before receiving bulk lines, be sure that any individual line to be posted to a Work Order have had the Work Order number and WO Line entered on the individual PO lines applicable!

If the WO# isn’t entered on the individual PO line first, then RTA will receive directly to inventory.

  1. In the Line Items tab, select the lines by using the Select All or individually selecting by using the check mark in front of each line

  2. Select the lines to be received or select the top box to select all.

  3. Click the Receive Option in the Top header area of the Lines section

  4. Select the stocking area where the parts will be inventoried

  5. Receive date is filled in though can be edited if received on a different date than when the receive action is being taken

  6. If tags should be created and printed, turn those options on

  7. Enter Invoice Date

  8. Enter Invoice Number

  9. Click Save

  10. Received lines will be disabled and reflect a status of received if all quantities are posted and partial if some items ordered remain on order.

The bulk receive action can also be used to post to work orders where work order information has been provided at the line level.

Receive Line Individually

  1. Click on the line in the Line Items tab

  2. Click Receive

  3. Select to receive to inventory or to post to work order

    1. If receiving into inventory

      1. Update stocking areas with count to be received in each

      2. Click save

    2. If Posting to Work Order

      1. Enter WO number or be sure one entered is correct

      2. Enter WO line or be sure one entered is correct

      3. Click Save

  4. Received lines will be disabled and reflect a status of received if all quantities are posted and partial if some items ordered remain on order.

If needing to receive some of the line into inventory and another to a work order, receive into inventory first and then post the one remaining to the Work Order.

Why can’t I receive a Purchase Order?

A purchase order must be in Approved status and still open (Open or Partial) before its lines can be received. A PO showing Pending Approval or Denied Approval cannot be received — there is no dollar cap on receiving itself.

  • When the Use PO Approval system switch is on, a PO whose total exceeds the facility’s Auto Approve Maximum (set on the facility’s PO Approval panel) stays in Pending Approval until it is approved.

  • Approving an amount requires an approver whose PO Approval Limit covers the total; otherwise enter a higher approver’s user ID and PIN, or use Request Approval to route it to someone with sufficient authority.

If receiving fails specifically on large POs, check the PO’s status on the Purchase Order master list — Pending Approval or Denied Approval is the cause, not a receiving limit.

Refer to Purchase Order Approvals Process.

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