Purchase Order System: Goods & Service ReceiptingFeature In Depth
Trusted by a range of clients and businesses
Full & Partial Goods Receipting
Keep an accurate record of what has been received against each purchase order, whether delivery happens all at once or in several stages. Users can:
- Receipt the full order in one go
- Record partial quantities as deliveries arrive
- See outstanding quantities at a glance
- Add comments to explain shortages or incomplete deliveries
This gives teams a clearer picture of fulfilment and makes it easier to see exactly what has been received and what is still outstanding. It also helps you:
- Improve invoice checking
- Track partial deliveries more accurately
- Identify shortages or missing items quickly
- Maintain a clear record of order fulfilment
Receipt Goods Against Individual PO Lines
Record deliveries at individual purchase order line level for more accurate control over what has been received. Users can:
- Confirm received quantities for each PO line
- Receipt products or services independently
- Handle items arriving at different times
- Record separate quantities across multiple deliveries
This makes it easier to manage complex orders where individual items are fulfilled separately rather than all at once. It also helps you:
- See outstanding items more clearly
- Keep receipting records accurate
- Improve invoice checking
- Match deliveries against the correct PO lines
Upload & Retain Supplier Delivery Notes
Keep delivery documentation organised by uploading supplier delivery notes directly against the relevant purchase order lines. This allows you to:
- Store proof of delivery (PODs) alongside the PO
- Verify what was received
- Investigate shortages or discrepancies
- Support invoice matching at a later stage
Keeping delivery notes within the system creates a clearer and more complete audit trail, with purchasing records and supporting documents held together in one place. This helps you:
- Reduce reliance on paper records
- Avoid searching through shared folders or emails
- Improve invoice and delivery checks
- Keep supporting documentation easy to find
Generate Internal GRNs
Create a clear internal record of every receipt by automatically generating a Goods Received Note (GRN) when goods or services are receipted against a purchase order. Each GRN records:
- What was received
- When it was received
- Which purchase order lines were affected
- The quantities receipted
This gives teams a consistent record of delivery activity and makes it easier to confirm exactly what has been received against each order. It also helps you:
- Support invoice checking and matching
- Maintain a clear internal audit trail
- Reduce reliance on separate paperwork
- Keep receipt records consistent and easy to access
Goods Receipt History & Audit Trail
Maintain a complete history of all goods and services receipted against each purchase order. For every receipt, the system records key information including:
- Item or services received
- Quantities receipted
- Date of receipt
- User responsible
This creates a clear chronological record of receipting activity, making it easier to see how each purchase order has been fulfilled over time. It also helps you:
- Investigate delivery discrepancies
- Confirm receipt and delivery progress
- Maintain a clear audit trail
- Demonstrate that receipting procedures have been followed correctly
Outstanding Goods & Services Dashboard
Get a clear view of all purchase orders still awaiting receipt from one central dashboard. Users can quickly:
- Identify outstanding goods or services
- Review partially received purchase orders
- See what is still waiting to be delivered
- Monitor outstanding receipts across suppliers, departments, or projects
This gives teams better visibility of open purchasing commitments and makes it easier to focus attention where action is needed. It also helps you:
- Follow up on overdue deliveries
- Keep receipt records accurate
- Monitor partially fulfilled orders
- Maintain better visibility of outstanding spend and commitments
Get your personalised Purchase Order Software quote or book a free system consultation
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