Purchase Receives Operations

In this help document, you’ll learn all the actions you can perform on the purchase receives in your organization.

The actions you can perform on purchase receives are classified into:

Management Actions

The management actions let you manage the lifecycle of a purchase receive after they are created, helping you maintain accurate and up-to-date records.

Convert Purchase Receive to Bill

Here’s how you can convert a purchase receive to bill:

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 receive that you wish to convert to a bill.
Click Convert to Bill in the purchase receive’s details page.
Fill in the required details in the New Bill page and save it.

Note: You can convert a partially received purchase order into bill.

Mark as In Transit

In Zoho ERP, you can mark your purchase receives as In Transit, if your purchased order is dispatched from the vendor and has not yet reached your designated warehouse. It is somewhere in between. This also helps to keep in record of the purchased goods that are yet to reach your location.

Here’s how you can mark as purchase receive as in transit:

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 receive you wish mark as In Transit.
Click Mark as In Transit.

Mark as Received

If you have received the purchased items from your vendor that were in transit, you can just mark them as received. 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 receive you wish to mark as received.
Click Mark as Received.

Print Item Barcode

To track your items easily you can generate barcodes for the items you receives through the purchases from vendors. This will be helpful to store inventory and count stocks efficiently.

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 receive you want to print barcode for.
Click the More icon and select Print Item Barcode.
Select the item for which you want to generate barcode in the Generate Barcode for Items pop-up and click Generate.
Select the field for which you want to generate this barcode for like serial number or batch number.
Click Generate & Save in the Generate Barcode pop-up.
Enter the number of barcode copies to be printed in the Print Barcode pop-up.
Click Print.
Check the preview and click Print again to confirm.

Delete Purchase Receives

You can delete any purchase receives that you’ve recorded in Zoho ERP. 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 receive you wish to delete.
Click the More icon and select Delete from the dropdown.
Click Delete in the pop-up to confirm.

Warning: Deleting a purchase receive is a permanent action. You cannot retrieve a purchase receive after deleting it.

List View Actions

The list view actions let you organize and customize how purchase receives are displayed, making it easier to find and review the information you need.

Status of Purchase Receives

In Zoho ERP, purchase receives go through the following statuses.

Status	Description
In Transit	When the purchased goods are dispatched from the vendor but not yet received your designated warehouse. It is somewhere in between. That purchase receive is in In Transit status.
Received	You have received the purchased goods that were dispatched by the vendor.
Billed	When you click Convert to Bill and create a bill, the purchase receive changes billed status.
Partially Billed	When only part of your purchase receives are billed by your vendor.

Filter Purchase Receives

You can filter purchase receives based on their statuses. 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.
Click All Purchase Receives dropdown on top of the page.
Select the type of purchase receives you want to filter.

If you want to filter the purchase receives based on certain parameters of your own, you
can do it through Custom Views. (Need to hyperlink in live with below custom views)

Custom Views

Custom Views can be used to filter your purchase receives based on certain criteria that you have set.

To create a custom view for purchase receives:

Go to Purchases on the left sidebar.
Click Purchase Orders in the top module bar and select Purchase Receives from the dropdown.
Click the All Purchase Receives dropdown on top of the page.
Select + New Custom View.
Fill in the required details.
Click Save.
Name: Enter a name for your custom view. If you use this custom view frequently, you can select the Mark as Favorite option.
Define the criteria (if any ): You can add ten criteria for a custom view. Select a field, a comparator and enter a value. You can also configure the criteria pattern for your custom view.
Column Preferences: Choose the fields to be displayed in the custom view that you’re creating. You can move and reorder fields in the Available Columns to the Selected Columns by clicking the + icon next to them or just drag and drop.
Visibility Preference: Choose the user who gets access to this custom view.
This custom view will be shown when you click the All Purchase Orders dropdown under CREATED BY ME filter.

Note: This custom filter can also be edited or deleted if it’s not required anymore.

Sort Purchase Receives

You can sort purchase receives based on the fields. 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.
Click More icon on top of the Purchase Receives page.
Click the column based on which you want to sort.
The sorting can be done based on the ascending or descending order indicated by the arrow.
Click the field again to change the sorting order.

Rearrange Columns

In the Purchase Receives module, you can choose the fields to be displayed on the main page. You can also rearrange the columns or fields. 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.
Click the Customize icon on the left side of the page.
Click Customize Columns.
Select the fields that you want to display.
Rearrange the order of the columns by dragging and dropping them.
Click Save, after making the changes.

Refresh List

You can refresh the list of your purchase receives if any customisations are made. 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.
Click the More icon in the top right corner of the page.
Click Refresh List.

The share actions let you use purchase receive information outside Zoho ERP or share it with vendors when required.

Download as PDF

You can download any purchase receive as PDF. 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 receive you wish to download.
Click the PDF/Print dropdown purchase receive’s details page.
Click PDF.

Print Purchase Receives

You can print the details of any purchase receives. 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 receive you wish to print.
Click the PDF/Print dropdown purchase receive’s details page.
Click Print.
Check the Preview and click Print.

Export Purchase Receives

You can export all the purchase receives in Zoho ERP in the CSV, XLS or XLSX format. 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.
Click the More icon in the top right corner of the page.
Select Export Purchase Receives from the dropdown.
Enter the required information.
Click Export.

Other Actions

Other actions include additional options that support reviewing, documenting, and maintaining records in this module.

Attach Files to Purchase Receives

You can attach a maximum of 5 files, each of 10 MB to your purchase receive. Here’s how:

Desktop: Upload files from your system.
Documents: Upload from the Documents folder in Zoho ERP.

To attach files to your purchase receive:

Go to Purchases on the left sidebar.
Click Purchase Orders in the top module bar and select Purchase Receives from the dropdown.
Select the required purchase receive.
Click the Attach icon in top of the page.
Select the desired option and attach your file(s).

Add Comments

You can add internal comments to Purchase Receives in Zoho ERP.

To add a comment:

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 receive that you want to add comment.
Click the Comments and History icon.
Type in your comment and click Add Comment.
Click the Trash icon near the added comment to delete it.

Customise PDF Template

You can customize your Purchase Receive’s PDF Template. 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 receive for which you want to customise the template.
Hover over the right of the required purchase receive’s pdf and click Customize in the top right corner.