SolmexHelp Center

Help CenterManaging Purchases and Stock

Receive a delivery

Record what arrived against a purchase order, in full or in part. Lines linked to stock items go straight into the warehouse.

Included in: BusinessUpdated

When goods arrive, you record the delivery on the purchase order. A delivery can be the whole order or part of it, and you record each one as it comes. Lines linked to a stock item are received into the warehouse at the same time, at the order's price.

Before you start

  • You need Procurement: Receive.
  • The order must be Approved, Sent to Supplier or Partially Received. It does not have to have been marked as sent.
  • Have the supplier's delivery note to hand.

Record a delivery

The Record a delivery window listing each line with what is outstanding
  1. In the sidebar, open Procurement > Purchase Orders and open the order. The On Order tab lists orders still waiting for goods.
  2. Click Record delivery. The Record a delivery window lists each line with what is Outstanding.
  3. Check Received on. It defaults to today; change it if the goods arrived earlier.
  4. Enter the Delivery note no.
  5. If the delivery includes stock items, choose Put away at: the warehouse location they go into. It starts at the order's delivery location.
  6. Under Received now, enter what arrived on each line. Leave a line blank if nothing arrived for it. To take everything outstanding, click Receive everything outstanding.
  7. Add Notes if something is worth recording, such as damaged packaging.
  8. Click Record delivery.

The delivery is listed under Deliveries on the order with its own receipt number, such as POR-2026-0003, the delivery note and who received it. Each line's Received column shows how much has arrived, such as "6 / 10".

What happens next

Delivered so farThe order becomes
Part of itPartially Received
EverythingReceived. The order is complete.

The buyer is told about each delivery, and so is anyone whose purchase request the delivery covered. On the request, the Ordering panel shows what has arrived.

For a stock item, the quantity is now in the warehouse at the location you chose, valued at the order's unit price. The delivery shows a Stock receipt number beside it. A line that is not linked to a stock item is recorded on the order only and does not touch the warehouse.

Rules worth knowing

  • One delivery, one record. Record each delivery separately, even from the same order.
  • Deliveries cannot be dated in the future.
  • When the rest is not coming, close the order short. See Close short or cancel a purchase order.

Troubleshooting

What you seeWhat to do
"Enter a quantity on at least one line."Type a quantity under Received now on the lines that arrived.
A message that a line has a smaller quantity outstanding and over-delivery is not acceptedReceive only what is outstanding. Close the order short or raise a new order for any difference.
"This delivery includes catalogue items, so a receiving location is needed to put them away."Choose Put away at.
"A delivery cannot be received on a future date."Correct Received on.
"The delivery could not be recorded."Check your connection and try again.
No Record delivery buttonYour role does not include Procurement: Receive, or the order is not approved, already received in full, closed or cancelled.