Purchase

Receive All or Part of a Purchase Order

Open the original Ordered purchase and record only what physically arrived. Received all completes every outstanding line; Partially lets you enter this delivery per line and keeps the balance open for later.

Menu path
Purchase -> Purchases -> open Ordered purchase -> Receive
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

live local Posnic 1.6.1 seeded shop verified 2026-09-08, frontend/modules/purchaseOrders.html purchase view and Receive panel, frontend/static/script/js/modules/js/receiving_add.js receiveAll receiveStripOpen receiveConfirm closeShortOpen, api/src/controllers/receivings.controller.js receive access, api/src/models/receiving.model.js receivePartial stock movement status and close_short

Choose how the delivery arrivedReceived all completes every outstanding line. Partially opens quantity controls for the goods actually present.
Enter this delivery by lineEach row shows received progress and limits the new quantity to what remains outstanding.
Verify the same purchase after receivingReopen the original purchase and confirm status, received progress, totals and supplier.

Before Recording the Delivery

  • Count the physical goods and compare them with the supplier delivery note.
  • Open the existing Ordered purchase; do not create another purchase for the same order.
  • Confirm purchase number, supplier, item names, units and ordered quantities.
  • Keep damaged, rejected or missing units out of the quantity arriving now.
  • Use an account with Purchase write access.
  • Decide whether the unreceived balance is still expected before choosing Cancel remaining.

Choose the Correct Receive Action

ChoiceUse whenResult
Received allEvery outstanding unit on every line is physically accepted.All remaining quantities enter stock and status becomes Received.
Partially ...Only some lines or units arrived.Only entered quantities enter stock; the balance stays open and status becomes Partial.
Cancel remainingA Partial purchase will never be fulfilled further.No missing stock is added; the order closes at what arrived.
VoidThe whole purchase requires an approved reversal.A different audited action; do not use it for an ordinary short delivery.

Receive the Complete Delivery

  1. Open Purchase -> Purchases and select the Ordered or Partially received purchase.
  2. Compare every outstanding line with the goods in front of you.
  3. Open Receive and choose Received all only when every remaining unit arrived.
  4. Wait for the success message and purchase refresh.
  5. Confirm status is Received and the Receive action is no longer offered.
  6. Check inventory movement for at least one controlled line before filing the delivery note.

Receive Only What Arrived

  1. Open the Ordered purchase and select Receive -> Partially ...
  2. Read each line's progress: received so far of ordered quantity.
  3. Enter the quantity arriving now for each accepted line.
  4. Enter 0 for a line that did not arrive; it remains outstanding.
  5. Do not exceed the outstanding quantity shown.
  6. Select Receive these quantities.
  7. Reopen the purchase and verify Partial status when a balance remains.
  8. Repeat on the same purchase when the next delivery arrives.

Quantity Rules

  • The panel starts each line at its full remaining quantity, so reduce it to the physical count.
  • At least one line must have a quantity greater than zero.
  • Negative quantities and values above the remaining balance are rejected.
  • Repeated deliveries accumulate against the original ordered quantity.
  • A zero line does not move stock and stays available for later.
  • When every line reaches its ordered quantity, status becomes Received automatically.

Cancel an Unfulfilled Balance

Cancel remaining is available after a purchase is Partial. It closes the order at what has already arrived and does not add missing units to stock.

  1. Confirm with the supplier or purchasing manager that no further delivery is expected.
  2. Open the Partial purchase and compare received progress with delivery evidence.
  3. Open Receive and select Cancel remaining.
  4. Read the warning, then select Cancel remaining again to confirm.
  5. Verify the purchase closes as Received and no extra stock movement was created.
  6. Retain supplier correspondence explaining the short shipment.

Stock and Audit Effects

ActionStock movementCan receive more
Save Ordered purchaseNone.Yes.
Partial receiptAdds only accepted quantities.Yes, while a balance remains.
Received allAdds every remaining quantity.No; fully received.
Cancel remainingNone for the cancelled balance.No; order closed.
Void purchaseReverses eligible stock already moved and records a reason.No.

Troubleshooting

ProblemLikely reasonControlled response
Receive button is missingPurchase is Draft, Received, Cancelled, or the user lacks write access.Verify status and Purchase write permission; do not recreate the order.
Quantity is rejectedIt is negative, zero for every line, or above the outstanding balance.Recount and enter only accepted quantities within each remaining limit.
Wrong line was receivedDelivery was posted against the wrong purchase or item.Stop and use the approved return/void correction workflow with inventory review.
Purchase remains PartialAt least one ordered quantity is outstanding.Receive it later or formally Cancel remaining.
Stock did not increase for an Ordered purchaseCreating an order is not receiving stock.Use Receive only after physical arrival.
Cancel remaining is missingThe purchase has not reached Partial status.Record the real partial delivery first; never fake a receipt.
Received all was selected accidentallyEvery outstanding quantity may have entered stock.Reconcile inventory and use an approved return or void; do not silently edit figures.

Receiving Checklist

  • Purchase number and supplier match the delivery.
  • Physical count happened before clicking Receive.
  • Every entered quantity is accepted stock.
  • Missing or rejected lines are zero on a partial receipt.
  • Status and received progress match after save.
  • Inventory movement matches the accepted quantities.
  • The remaining balance is still expected or explicitly cancelled with evidence.

Related Manual Pages

Purchase Create Purchase Order A purchase order records what the shop asked the supplier to send. It should be reviewed before stock arrives and received only when the physical goods are checked. Purchase Ordered vs Received Ordered records the supplier commitment without adding stock. Received counts each inventory-tracked line into available quantity. Editing between these statuses creates compensating stock movements, so operators must verify the physical delivery before saving. Purchase Browse and Open Purchases The Purchases screen merges orders and received purchases into one working list. Read the number, dates, progress, indicators and status together before opening a row. Purchase Purchase List The purchase list is the control desk for incoming stock. Status, expected date, supplier and row preview tell staff what still needs receiving or review. Purchase Purchase Actions Purchase actions change evidence after the purchase is saved. Print and email share the document; returns and voids affect stock and accounting history. Inventory Inventory Logs Inventory Logs are the branch stock ledger. Each row opens a movement detail beside the list, where operators can inspect the reference and follow controlled links to the item, sale or purchase.