Create Purchase Receives

In this help document, you will know how to create purchase receives in Zoho ERP using different methods.

Create a Purchase Receive

Here’s how you can create a purchase receive:

Go to Purchases on the left sidebar.
Click Purchase Orders in the top module bar and select Purchase Receives from the dropdown.
Click + New on the top right corner.
You will be directed to the New Purchase Receive page to fill in the required details.
Vendor Name: Select a vendor from the dropdown for whom you want to record a purchase receive.
Purchase Order#: Select the purchase order from the dropdown.

Note: The purchase orders associated with the selected vendor will only be displayed in the dropdown. Purchase Orders that are Received, Closed, In Transit and Canceled will not be displayed.

Purchase Receive#: Enter a unique number for your purchase receive.

Insight: You can choose to auto-generate purchase receive number or manually enter them for every transaction. To configure this Purchase Receive# Preferences, click the Gear icon next to it.

Received Date: Enter the date when you have received the purchased items.

Items Table

Note: You can record the received items manually or you can select and scan them.

To Add Manually,

Enter the quantity of items you want to receive in the QUANTITY TO RECEIVE column.

If you have enabled advanced inventory tracking in the items you receive, you can add the serial numbers or batch details for the purchase receives here.

Click Add Serial Numbers to record receives for serial tracked items.
Select the bins from the dropdown.
You can enter the required serial numbers one after another.

Pro tip: You can also click Generate Serial Numbers to record multiple serial numbers at once. Click Generate after you enter the starting serial number, the total count and the quantity in the selected bins. Click Save and the Serial Numbers will be auto-populated.

Click Add Batches & Bins to record receives for batch tracked items.
Select the required batch from the BATCH REFERENCE# dropdown.
Select the mapped bins from the Bins dropdown.
Enter the quantity required to be added in each bin under QUANTITY IN field.
Click + New Batch to receive items as an entire new batch.
Click + Existing Batch to add the receives in another existing batch.
Click Save.

To Select or Scan items:

Click Add all Items to auto-populate all the ordered items in the Purchase Receive.
Click the empty row to select the receivable items one after another from the dropdown.
If you have enabled advanced inventory tracking in the items you receive, add the required serial numbers for serial number tracked items (redirect to above serial tracked) and batches for batch tracked items (redirect to above batch tracked items).

Pro tip: Click Add all Unreceived items to enter the full receivable quantity for all the selected serial or batch tracked receivable items in one go.

You can add notes for internal communication.
If you’ve already received the items, click Save as Received.
For orders that you haven’t received yet, click Save as In Transit.
If you want to save as draft, click Save as Draft.

Insight: You can choose when to track inventory for your items. If you prefer to track inventory on transactions like Purchase Receives, go to Settings > General> Items. Under Advanced Inventory Tracking, click Configure and choose Packages, Purchase Receives, Return Receipts from the dropdown.

If your purchase order is partially billed, you can choose to receive either the billed or unbilled items from it.
If your purchase order is fully billed with a single bill or multiple bills you can choose to receive items for all the bills at a time or for only an individual bill.
If your purchase order is billed, the purchase received should at least be associated with one bill.

Create Purchase Receives from a Purchase Order

You can also create receives for the purchases you made from the Purchase Order module. Here’s how:

Go to Purchases on the left sidebar.
Click Purchase Orders in the top module bar and select Purchase Receives from the dropdown.
Select the purchase order for which you want to create a receive.
Click Receive at the top of the purchase order details page.
Fill in the required details in the New Purchase Receive page and save it.

Import Purchase Receives

If you already have a list of all the purchase receives, you can import them into Zoho ERP in the CSV, TSV or XLS format.

To know the format of the import file, i.e. the columns and data to be included in the import file, you can download the sample import file which we’ll be looking at in the steps below.

Go to Purchases on the left sidebar.
Click Purchase Orders in the top module bar and select Purchase Receives from the dropdown.
Click the More icon in the top right corner of the page.
Select Import Purchase Receives
Click the Choose File under Drag and drop file to import. You can download the sample CSV file for your reference by clicking sample file.

Insight: The file size cannot be more than 25 MB.

Choose the Character Encoding and File Delimiter for your file.

Insight: Character Encoding is used to pair numbers with characters. By default, the Unicode Transformation Format (UTF-8) encoding is used which supports a wide range of characters that go beyond 8 bits.

Field Delimiter is used to separate two values in a row. While importing purchase receives, the default file delimiter is comma (,).

Check the box Link Purchase Receives to their corresponding Bills if you wish to import the purchase receives and link them with the corresponding bills.
Click Next.
Ensure that all the fields are mapped correctly in the Map Fields page.
Mark the box Save these selections for use during future imports if you want to use the similar import format next time.
Click Next.
In the Preview page, preview the summary of the records that can be imported.
Click Import if you’re ready, or else, click Previous if you need to make any changes.
Click Cancel if you don’t want to import the purchase receives.

Edit Purchase Receives

You can edit the details of any purchase receive after creating one. Here’s how: