Introduction - Receive items

  • 8 minutes

In the previous module of this learning path, you learned how to create purchase documents in Dynamics 365 Business Central. This module proceeds with the next step in the purchase process. After your vendor has delivered the products to your warehouse, you need to receive these items to your inventory.

The result of the delivery is an increase in your inventory; therefore, you need to post the purchase receipt. Posting the receipt starts from the purchase order.

Receive a purchase order

To post a receipt from a purchase order, select the Search for Page icon in the top-right corner of the page, enter Purchase Order, and then select the related link.

  1. From the purchase orders list, find the purchase order where you ordered the delivered items and then open this order.

  2. When you open the purchase order, compare the Qty. to Receive fields with the quantities on the document that you received from your vendor. If necessary, correct the differences.

  3. Make sure that you fill in the Vendor Shipment No. field on the document header.

    Screenshot of the Purchase Order with Vendor Shipment Number and Quantity to Receive fields.

  4. Select Home and then select the Posting action, where the following posting functions are available:

    • Post - Posts the purchase order.

    • Preview Posting - Review the different types of entries that are created when you post (Receive and Invoice) the document or journal, taking into account the currently entered quantities in the Qty. to Receive and Qty. to Invoice fields on the purchase order lines.

      When you selected the Extended option in the Posting Preview Type field on the General Ledger Setup page, the general ledger entries and tax entries are displayed immediately in separate sections on the Posting Preview page. The rest of the ledger entries can be accessed by opening the details from the No. of Entries field.

      Screenshot showing the Posting Preview page.

    • Post and Print - The posted purchase receipt is printed.

    • Post and New - After posting the purchase order, a new purchase order is created automatically.

    • Post Batch – Allows you to post purchase orders simultaneously. It results in one receipt and/or one invoice per order, according to the Qty. to Receive and Qty. to Invoice fields on the purchase order line. It doesn't combine multiple orders.

      Screenshot of the Batch Post Purchase Orders page.

      You can also select Actions and then select the Posting action, where you can choose from additional functions:

      • Test Report

      • Prepayment

  5. Post the order by registering the order receipt first and then registering the invoice in a later, separate action.
    Select Receive and then select OK.

    Screenshot of the posting options on a purchase order.

The purchase is processed in the inventory and financial records. The result of the posting is a new, historical document referenced as a Posted Purchase Receipt. On the purchase order line(s), the Qty. to Receive field is set to zero because all the items are received. The Quantity Received field shows the total received quantity.

Partially receive a purchase order

If you want to partially receive a purchase order, start in a similar way as you did in the previous scenario. First, find the purchase order that you want to post.

On the purchase order lines, in the Qty. to Receive field, enter the quantity that you want to (partially) receive. Next, select Post and then Receive.

After posting the purchase receipt, on the purchase order line, the Qty. to Receive field now shows the quantity that isn't yet received. The Quantity Received field shows the total received quantity.