Fully Receiving a Purchase Order

Fully receiving a purchase order correctly in WorkGuru is a two step process and requires the supplier invoice:

• Financial - Costing the order to match the supplier invoice. This ensures all products are landed at the correct cost as they match exactly what you have been invoiced for. This also ensures the draft bill created in the accounting system matches exactly what you need to pay the Supplier, making reconciliation easier.
• Stock Movement - Ensures the correct stock quantity is received into the stock on hand at the correct branch.

As WorkGuru is a first in first out (FIFO) perpetual inventory system, these two steps, though related, these two elements are can be completed completely independently of each other.  This allows you can receive your products without a supplier invoice and vice versa:

• Costing a Purchase Order After Receiving Stock
• Costing a Purchase Order Before Receiving Stock

WorkGuru will correctly update your stock value and cost of goods, even if you are receive the supplier invoice for stock items that are no longer in stock. If you do not use the WorkGuru inventory and stock control module, you inherit that functions best practise workflows with your non-stock project purchasing.

To fully receive a purchase order, open the order's details page by clicking on the order number in the purchase order dashboard.

From the purchase order's detail page, click Receive Purchase Order. If receive purchase order is not available, check the order state is Approved.

Receive Stock or Services

To receive the products or services on purchase order, enter the following: 

• Received Date - Date the items physically arrived at your location.
• Received Qty - Quantity physically received for each line item.
  • Received Every Ordered Product - Click Receive All quickly populate the Received Qty with the Ordered Qty if you have confirmed you've physically received everything ordered. 
  • Received Less Products Than Ordered - Manually enter the Receive Qty field, this will initiate the back order workflow
  • Received More or Different Products Than Ordered - If you have received a additional or substituted products to what is ordered, click the Add Product to add the relevant Sku to the order.

It is important that the quantity matches the product quantity physically received.

Supplier Invoice Costing

To correctly cost the products or services on the purchase order, you simply need to update the purchase order to correctly match the pricing on the supplier invoice. Note: If pricing is different, you do NOT need to edit or change the purchase order, WorkGuru will correctly track both the original order price with the actual invoice price. If you do not have the supplier invoice, you can't fully recieve the order and will need to update pricing on the received pricing at later date.

To cost the products or services on purchase order, enter the following: 

• Invoice Date - Date on the supplier invoice
• Invoice Due Date - Due date from the supplier invoice
• Supplier Invoice Number - The invoice reference number of the supplier invoice. This is sent through to the accounting system for payment reference.
• Invoice Price - Enter the unit price on the supplier invoice if different to the order's buy price
• Add Landed cost - Add landed costs on the supplier invoice if required. Note: Only available on stock purchase orders.  For project purchase orders, click Add Product to add the landed cost as a standard line item.
• Rounding - Allows you to add a adjustment value to resolve rounding discrepancies between the suppliers and WorkGuru's unit calculations to ensure the unit item and order totals match.
• Tax Total - Allows you to add an adjustment value to resolve tax discrepancies between the suppliers and WorkGuru's tax calculations to ensure the unit item and order totals match.

Ensure that the totals match the suppliers invoice, do not save the order until they do. This ensures that the items are received correctly. Reasons that may cause a difference may be:

• Unit prices different
• Unit taxes different (GST Free etc)
• Landed costs not entered correctly
• Received Qty's different from ordered (more or less/backordered)
• Different line items to ordered.

Confirm the qty and values match what has been received and totals match the supplier invoice, click Save to fully receive the order.