Receive additional stock items

When to use

Use the procedure below to add more cost items to a purchase order that is already flagged as Fully Received and Fully Billed. This may be necessary when items were missed from the original purchase order in error.

Procedure

To add one or more additional cost items to a purchase order that is already flagged as Fully Received and Fully Billed:

1. In the Business menu, select Purchases.
2. In Purchase Order manager, drill down on the number of the purchase order you want to work with.
3. On the purchase order details screen, click Options and select + Receive Additional Items. This reverts the PO to Partially Received and Partially Billed, and redisplays the Receive Stock and Add Bill buttons.
4. Click the Receive Stock button to enter details of the additional items received.
5. If you have received an additional invoice or wish to use existing invoice information, click the + Add Bill Information link at centre of the screen and provide billing details.
6. Click the + Add Additional Items button and provide details of each extra item received.
7. When you are finished adding items, click Save on the Purchase Order Stock screen to save the details. This updates the information shown on the Stock Receipts and Bills tabs to include the additional items and bills.
8. Click Options and select Mark as Fully Received. This will set the PO status back to Fully Received and Fully Billed. The extra items are added to the associated job as estimated costs.

   Estimated costs are not included in invoices, so if you wish to include the additional cost items in the next invoice to your client, you need to change the estimated costs to actual costs:

   1. In the purchase order detail screen (Purchase Order Information section), click the link to the associated job.
   2. In the job details screen, scroll down to the Costs section.
   3. In the Actual column, drag the switch from estimated to actual , as required.