Receive/Un-Receive

You can receive and un-receive entire purchase orders, line items on a purchase order, and individual copies that are attached to a line item. You can receive items before or after you create invoices for the items.

You can receive either one or many line items at once on a purchase order. You can choose the line items you want to receive by either clicking the ticky box to the left of the line item to select individual lines, or choosing the ticky box next to “All Line Items” to select all lines on the purchase order.

1. Open a purchase order.

2. Check the box(es) of the line item(s) you wish to receive.

3. Using the main Actions menu, select Mark Selected Line Items as Received.

4. Any alerts for the line items will pop up. Click Confirm to acknowledge the alerts and receive the items.

5. The line items on the purchase order will change to gray and the Status will update to Received.

In the event that a line item is accidentally received or should not have been received in the first place, due to damage or other reasons, it is possible to un-receive that line item.

You can un-receive either one or many line items at once on a purchase order. You can choose the line items you want to un-receive by either clicking the ticky box to the left of the line item to select individual lines, or choosing the ticky box next to “All Line Items” to select all lines on the purchase order.

1. Open a purchase order.

3. Check the box(es) of the line item(s) you wish to un-receive.

4. Using the main Actions menu, select Un-Receive Selected Line Items.

5. The purchase order will refresh and the line items will now be pink with the status of On-Order

If all copies on a line item are being marked as received, it is easiest to receive at the line item level. However, if there were multiple copies ordered and only some arrived, you will need to receive those items individually. This is when receiving at the copy level is appropriate.

1. Open a purchase order.

2. On the particular line item where you need to partially receive items, click the Items link.

2. This will display information about all the copies ordered. On the right side, there is a link for each copy for Mark Received. To mark a particular copy received, click this link. The grid will refresh and you will now see your username listed in the “Receiver” column.

3. Click the blue “Return” button to go back to the purchase order.

In the event that a copy is accidently received or should not have been received in the first place due to damage or other reasons, it is possible to un-receive that copy. Copies must have a status of received for the Un-Receive link to appear.

1. Open a purchase order.

2. Click the Copies link on the line item containing the copy or copies you wish to un-receive.

3. Click the Un-Receive link adjacent to the copy you wish to un-receive.

4. A pop-up will appear asking you to confirm that you wish to un-receive the copy. Click OK.

5. Click Return to return to the purchase order.

6. The line item will be a mauve color and the Status will show as on-order.

If the copy is received in the future, it will behave in the same manner as a copy that is being received for the first time.

You can receive line items and copies that have been linked to an invoice directly from the invoice rather than through a purchase order. You can receive individual copies, or receive items in batch.

From the main invoice page, you are able to receive whole line items if necessary.

1. Click the checkbox to the left of the line items you want to receive.

2. Use the Actions>Mark Selected Line Items as Received option.

3. The line items will turn gray and the status will change to “Received.”

To receive full line items:

1. Click the checkbox to the left of the line items you want to receive. If you want to receive all line items, you can also select the checkbox for “All Line Items”.

2. The button for “Receive Selected Line Items” will highlight. Click the button.

3. The line items will refresh and will now be gray and show the status as “Received.”

To receive individual copies:

1. Click the Expand link on a particular line item where you want to receive individual copies. If you want to expand all line items at once, you can use the toggle button in the actions menu.

2. The line item(s) will expand to display the individual copies under each line item. If there are multiple copies and some have been received or canceled, only copies eligible to be received will appear.

3. Check the checkbox next to individual copies that you'd like to receive.

4. Click the Receive Selected Items button at the top of the line items list.