Purpose Statement
This guide explains how to manage purchase order statuses and properly document the receipt of items when deliveries arrive from vendors.
The receiving process ensures accurate inventory tracking, verifies that delivered items match the original purchase order, and updates the system to reflect current stock levels. Proper status management and receiving procedures maintain inventory accuracy, support financial reconciliation, and provide a complete audit trail for all incoming materials and equipment.
Background Information
Managing and receiving purchase orders represents the final stages of the procurement workflow.
Purchase orders move through various status levels that indicate where they are in the ordering and delivery process. Some statuses allow continued editing, while others lock the purchase order to protect financial and inventory data integrity.
When items arrive:
- Designated personnel verify the delivery.
- The purchase order status is updated.
- Inventory is formally received into the system.
- Items are assigned to their destination locations.
Once a purchase order is marked as Received, it becomes locked and can no longer be edited.
Required Permissions
Users performing purchase order receiving must have:
- Assets module access permissions
- Purchase order management rights
- Inventory receiving authority
- Location assignment permissions
- Edit rights for purchase order status updates
If you cannot access approval functions, contact your System Administrator.
Video
Managing a Purchase Order
This section covers updating purchase order information and managing status changes as the order progresses.
Step-by-Step Guide – Managing Status
Access & Review the Purchase Order
1. Navigate to Purchase Orders
Log into the platform.
Select Assets from the main navigation menu.
Click Purchase Orders.
2. Locate and Open the Purchase Order
- Search or scroll to find the desired PO.
- Click the Edit (pencil icon) to open the order.
Verify Order Information
3. Review the Info Tab
- Confirm vendor, billing agency, and receiving location.
- Verify shipping method, tracking number, and delivery date (if available).
- Update any missing or incorrect information before progressing status
Inventory & Pricing Review
4. Review the Inventory Tab
- Click INVENTORY.
- Confirm:
- Item names
- SKU numbers
- Quantities
- Unit pricing
Info: Auto-populate Current Price Per Unit
If enabled in Assets > Setup > Settings, the current price per unit will appear in when inputting or editing selected inventory items. As a best practice:
- Compare entered unit price against the displayed current price per unit
- Adjust pricing if discrepancies are identified
- Ensure totals align with expectations and budget.
Comments & Documentation
5. Review the Comments Tab
- Click COMMENTS.
- Read existing notes.
- Add documentation when making updates or status changes.
Update Purchase Order Status
6. Select the Appropriate Status
Locate the Status dropdown.
Choose the appropriate status based on order progression.
Info:
Status Definitions
Sent – Vendor has received the order.
Processing – Vendor is preparing the order.
Needs Attention – Issue requires review.
Shipped – Vendor has shipped items.
Delivered – Items have physically arrived and are ready to be received.
Closed – Order is cancelled or finalized without receiving inventory.
Editable Statuses (PO remains open):
Sent
Processing
Needs Attention
Shipped
Locked Statuses (editing restricted):
Delivered
Closed
Use Closed only when cancelling or ending the PO without receiving items.
- Click Save after updating the status.
Receiving a Purchase Order
This section explains how to document delivered inventory and assign items to their final locations.
Step-by-Step Guide – Receiving Inventory
Mark the Order as Delivered
1. Open the Purchase Order
Navigate to Assets → Purchase Orders.
Locate the PO.
Click the Edit (pencil icon).
2. Set Status to Delivered
Select Delivered from the Status dropdown.
Click Save.
Important Note:
If another user will complete receiving:
- Select Change status only
- That user can click the Play button to begin receiving
Begin Receiving Process
3. Click “Receive”
After marking Delivered, click Receive to begin documenting the delivery.
4. Enter Order Number
- Confirm or enter the vendor’s order number or reference number (if required).
Assign Inventory Locations & Verify Pricing
5. Select Destination Location
Choose the location where items will be stored.
This may be:
An apparatus compartment
A kit pouch
A specific location storage
6. Use Global Destination (Optional)
If all items are going to the same location:
Select a Global Destination Location.
If items are going to multiple locations:
Assign each item individually.
7. Verify Inventory and Pricing
- Confirm items match what was delivered.
- Verify quantities and SKU numbers.
- If the Inventory Pricing Setting is enabled:
- Review the displayed current price per unit
- Confirm alignment with received item pricing
- Document any discrepancies before completing receiving.
Info: Auto-populate Current Price Per Unit
If enabled in Assets > Setup > Settings, the current price per unit will appear in when inputting or editing selected inventory items. As a best practice:
- Compare entered unit price against the displayed current price per unit
- Adjust pricing if discrepancies are identified
- Ensure totals align with expectations and budget.
8. Click Save
Confirm location assignments.
Save to complete receiving.
Final Status
9. Confirm Status Updates to Received
- The system automatically updates the PO to Received
- Editing is no longer allowed
- The purchase order is locked for audit and financial records
Best Practices
Status Management
- Update statuses promptly.
- Use Needs Attention for problem orders.
- Do not mark Delivered until items physically arrive.
Pricing Validation
- Use the current price per unit (if enabled) as a reference point
- Investigate significant price discrepancies before approval or receiving
- Ensure inventory pricing is maintained regularly for accuracy
Before Receiving
- Inspect all items physically.
- Verify quantities and condition.
- Match items to packing slip.
During Receiving
- Document discrepancies immediately.
- Take photos of damaged items.
- Assign accurate locations.
Documentation
- Record delivery condition and issues.
- Note substitutions or backorders.
- Include personnel involved in verification.
Troubleshooting & FAQs
Q: Why am I not seeing the price per unit for inventory items?
A: Ensure:
- The Inventory Pricing Setting toggle is enabled
- The inventory item has a current price configured
Q: Can I edit a PO after marking it Delivered?
A: No. Delivered status locks the PO for receiving.
Q: What if only part of the order arrives?
A: Keep status as Shipped and document partial delivery.
Q: What is the difference between Delivered and Received?
A:
- Delivered = items arrived
- Received = items processed into inventory
Q: When should I use Closed?
A: When the order is cancelled or will not result in inventory being received.
Additional Considerations
Inventory Integration
Receiving automatically:
- Updates inventory quantities
- Creates audit logs
- Updates valuation records
Financial Processing
Supports:
- Three-way matching (PO, receipt, invoice)
- Accounts payable workflows
- Budget tracking
Quality Control
Verify:
- Items meet specifications
- Equipment condition is acceptable
- Documentation is included
Communication
After receiving:
- Notify requestors
- Inform inventory managers
- Coordinate deployment
Record Retention
Provides:
- Proof of delivery
- Audit trails
- Vendor performance history
- Grant compliance documentation