Purchase Receives
A purchase receive or simply Receive in Zoho Inventory is a document you create to record a delivery of items made by a vendor to your warehouse. This is your way of recording the items and delivery notes you have received from your vendors for the purchases made by you.
- Purpose of a Purchase Receive
- Creating a Purchase Receive
- Converting a Purchase Receive into a bill
- Creating Purchase Receives for existing bills
- Exporting Purchase Receives
Purpose of a Purchase Receive
Creating purchase receives has the following advantages and uses.
- You can keep track of the items you receive from your vendors.
- You can convert receives to bills and thereby raise bills only for the items received by you.
- You can also calculate the item stock on hand based on purchase receives.
Creating a Purchase Receive
To create a purchase receive:
- Navigate to Purchase Orders.
- Select the preferred purchase order.
- You can either click on the New Purchase Receive option or you can click on the Receive All button and choose an option from the drop-down.
- A New Purchase Receive page opens up.
- Fill in the details.
- Configure the items received by you based on item name and quantity.
- Add any notes if necessary.
- Click on Receive button to successfully create a receive for a purchase order.
- Note: You can partially or fully receive the items in a purchase order by choosing the respective option(Receive All or Partial Receive option) from the Receive All drop-down.
Purchase Order status after creating a purchase receive for all the goods:
A Purchase Receive:
Important Note:
Purchase receives can only be created from a purchase order.
Converting a Purchase Receive into a bill
To convert a receive into a bill:
- Navigate to Purchase Orders.
- Select the preferred purchase order and open it up.
- Go to the Receives section on top. Here you can find the receive(s) created for this purchase order.
- Click on the Convert to Bill option that is available at the right end of the receive.
- A New Bill page opens up along with all the details automatically fetched from the receive.
- Fill up the remaining necessary details like bill number etc.
- Click on the Save button to convert the receive to a bill.
Creating Purchase Receives for existing Bills
Zoho Inventory provides you the option to create purchase receives even for billed purchase orders and to associate these receives with the existing bills. To do so:
- Navigate to Purchase Orders.
- Select the preferred purchase order and open it up.
- Click on either of the buttons(New Purchase Receive or any one of the options in the dropdown of the Receive All button) as shown in the screen shot below.
- A new purchase receive page opens up.
- Here, you can separately receive unbilled items and billed items.
- The Receive Unbilled items option lists all the items that are yet to be received in the particular purchase order and have no bills associated.
- Retain the items that need to marked as received and specify the received quantity.
- Click on the Receive button to proceed.
- The Receive Billed items option lists the bills that are associated with the particular purchase order for which no purchase receives have been made.
- Retain the bills for which you would like to record a receive.
- You can even expand the bills to get a view of the line items that were billed.
- Retain the line items for which you’d like to record a receive.
- Finally, click on the Receive button to proceed.
- You can find the Purchase Receive number and the bills associated with the receive under the Receives section.
- Upon clicking the Purchase Receive number, a pop-up window opens with the details of the received items.
Exporting Purchase Receives
To export your purchase receives,
- Click on the Purchase Orders module from the left hand side bar.
- In the Purchase Orders page, click on the hamburger menu (three horizontal lines) button.
- Select Export Receives to export the purchase receives to your required format.
