- 1
Navigate to Purchase Orders
Go to Inventory → Purchase Orders tab
Tips- Only HR can receive purchase orders
- Filter by 'Approved' status to see orders ready for receiving
- 2
Verify Physical Delivery
Check that items have physically arrived and match the order
Tips- Verify quantities match the order
- Check item quality and specifications
- Ensure all items are present
Watch out for- Do not mark as received until items are physically verified
- 3
View Purchase Order Details
Click 'View' to see order details and verify against delivery
What to enter
Field Type Description Example Items List display Compare with received items — Quantities display Verify received quantities match ordered — Tips- Note any discrepancies
- Document any damaged or missing items
- 4
Mark Order as Received
Update order status to 'Received'
What to enter
Field Type Description Example Status Update* select Change status from 'Approved' to 'Received' Received Tips- System automatically updates inventory quantities
- Creates inventory transaction records
- Items become available for issuance
Watch out for- This action cannot be easily reversed
- Inventory is updated immediately upon receiving
- 5
Upload Bill/Invoice (Optional)
Attach purchase bill or invoice to the order
What to enter
Field Type Description Example Bill Attachment file Upload PDF or image of purchase bill bill.pdf / invoice.jpg Tips- Bills help in payment processing
- Keep bills for accounting purposes
- Can be uploaded later if needed
- 6
Verify Inventory Update
Check that inventory quantities have been updated
Tips- Go to Inventory List to verify stock levels
- Items should now show increased quantities
- Low stock alerts are automatically cleared if applicable