Who this guide is for Receiving clerks, warehouse staff, buyers, and accounts payable reviewers.
Before you start Have the purchase order, delivery note, goods or service evidence, and authority to record a partial or damaged receipt if needed.
Steps 1. Open the purchase order and select the receiving action. 2. Check the supplier, items, quantities, condition, delivery date, and warehouse or bin against the physical delivery or service evidence. 3. Record the accepted quantity and document shortages, damage, substitutions, or partial delivery before saving. 4. Create or review the receipt and use the three-way match process when a supplier bill is ready. 5. Escalate any price, quantity, or quality variance through the approval process before payment.
Check your work On-hand stock and receipt status reflect only the quantity actually accepted, with exceptions documented.
When to stop and ask for help Stop if goods are damaged, the delivery has no valid order, or the bill does not match the order and receipt.