Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

Receiving is where warehouse staff confirm arrival of inventory ordered on a purchase order. The system tracks quantities received, bins assigned, and costs, then flags variances that accounting should review.

​
When to Receive

Receive items when:
  • A shipment arrives from a vendor
  • You want to record partial receipts before the full PO arrives
  • You need to inspect and bin items into storage
  • You are preparing for a matching step before paying the vendor bill

​
Prerequisites

  • A purchase order in “Open” or “Processing” status
  • The items you received must exist on the PO
  • Bin locations assigned if your entity uses bin management (see Bin Setup)
  • Sufficient warehouse staff permission for receiving

​
Start a Receipt

  1. Go to Purchasing.
  2. Find the PO you are receiving against. Filter by status or search by vendor name or PO number.
  3. Click the PO to open its detail page.
  4. Click the Receive button in the header.
  5. The receive modal opens showing all outstanding line items from the PO.
Receive modal with open PO line items showing quantities

​
Record Quantities Received

  1. For each line item that arrived, enter the quantity received in the “Qty Received” field.
  2. Leave the field blank or zero if the item did not arrive.
  3. The system calculates what remains open on that line.
You can receive partial quantities If you ordered 100 units and 60 arrived today, enter 60. The remaining 40 stays open on the PO. You can receive more later without closing the PO.

​
Assign Received Items to Bins (If Using Bins)

If your warehouse uses bin locations:
  1. After entering a received quantity, the bin assignment field appears below the line item.
  2. Click the bin dropdown or search for a bin.
  3. Select the destination bin where the items should be placed.
  4. If you are receiving to a staging or receiving area, select that bin type first.
Receive modal with bin dropdown for assigning received items

​
Verify Unit Cost (Critical for Accounting)

The unit cost field shows the cost per unit from the PO. This field is required:
  • It matches the PO line cost when you ordered
  • When the vendor bill arrives, accounting uses this cost to match invoice totals
  • If you leave it blank, the receipt cannot be completed
Unit cost is required Every line item you receive must show a unit cost. This cost is used to value inventory and to match the vendor bill later. Leave a line with no cost unallocated if the unit cost is unknown.
If the cost is different from the PO (e.g., the vendor gave a discount), you can edit the unit cost before confirming the receipt. Accounting will note the variance when the bill arrives.

​
Handle Over-Receipts

If you try to receive more than the open quantity on a line:
  • The system blocks the over-receipt and displays an error.
  • This prevents accidental duplicate inventory.
  • If you genuinely received more than ordered, contact your supervisor or accounting to decide next steps (e.g., the vendor sent extra).

​
Finish the Receipt

  1. Review all entered quantities and bin assignments.
  2. Click Confirm Receipt.
  3. The system moves the received quantity into inventory, updates the PO status to “Processing” (if partial) or “Fulfilled” (if all items received), and creates an inventory transaction record.
PO detail after successful receipt showing Processing status and updated quantities

​
After Receipt

  • The received items are now in inventory under the assigned bins.
  • The PO status reflects the receipt progress.
  • If all items are received, the PO moves to “Fulfilled” status.
  • When the vendor bill arrives, accounting uses this receipt to perform a 3-way match (PO + Receipt + Bill).

​
Troubleshooting

“Unit cost is required” - Each line item must show a cost per unit. If the cost is blank, the receipt cannot be confirmed. “You cannot receive more than ordered” - The system prevents over-receipts by design. If the vendor shipped extra, escalate to your manager. Item does not appear in the receive modal - The item may not be on the active PO line. Verify the item is listed on the PO detail page, and check that the PO is in Open or Processing status.

Create and Manage Purchase Orders

How to set up purchase orders and control what items you request from vendors.

Bin Setup and Management

How to organize your warehouse with bins and storage locations.

3-Way Match

How accounting matches the PO, receipt, and vendor bill to prevent overpayment.