How to receive partial purchase orders, and back-order items, or receive items on purchase order in steps

How to receive partial purchase orders, and back-order items, or receive items on purchase order in steps

The basic flow to purchase orders is add the items that you need or will need soon, the post the purchase order with the idea that you may receive the entire order.
Once the items are received you could enter the quantities received, if you received zero of one or more of the items enter zero, and it will ask you what you want to do with the items that you did not receive.
It will then update the amount of the purchase order to reflect only the quantities that you did receive of your original amounts from the purchase order.  
Here is my sample purchase order

I have added all the items I want to order, and next step will be to post the purchase order 
from the functions menu choose post order
if from the functions menu you choose receive product the following warning will come up

You should click yes here, and then later if you didn't or don't want to receive all the items on the purchase order you can enter 0 for the # received 

Once you say yes to the confirm dialog box above it will print a copy of the purchase order for your records.

Next it will allow you to start receiving the products 


So, in this example I am not going to receive the original quantities for some of the items on the purchase order


In this situation my original purchase order was for a total of 1228.00, but when I receive the product, the total amount received is only $522.00
Once I have entered receive quantities for each line item on the invoice and click the next button, TSS is going to ask what I want to do about the line items that I
did not receive the quantity from the original purchase order.


Next it will go through each item you did not receive the matching quantity on the original purchase order 
If you entered the quantities correctly in the Receive Purchase Order Items screen above, you can click Yes to All 
or to be sure click Yes if you are going to receive this item at a future time and go through each of in my purchase order the three items that I didn't receive the quantities originally put on the purchase order.  
Next it gives you a summary of what you received


It shows you a summary of what you received and the status of each item from the original purchase order
next you could enter the vendor invoice number and click save or use the previous button which you would only want to do if you made a mistake on the quantities received
 

if you then click no and enter the Vendor Invoice # and click the Save button 


I would click Yes here to keep a copy for your records and then

This you may or not want to print labels
Depending on whether you have labels and have them ready in the printer.

Next TSS will ask

If you click Yes 

So, if you add up the quantities multiplied the cost of each item it will give you the amount of your Account payable








Original purchase order 

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