Overview

Use this article to receive or unreceive Purchase Orders in Accounting Seed. Receiving a PO records inventory arriving at your warehouse, updates the weighted-average cost, and creates GL entries. Unreceiving removes the receipt and reverses those entries, allowing you to correct details before re-receiving.

In this article:

• Before You Begin
• Receive a Purchase Order
• Receive a Drop Ship Purchase Order
• Unreceive a Purchase Order
• Delete Purchase Order Inventory Movements

Before You Begin

• Review Create a Purchase Order from a Sales Order (Average Cost) before receiving a PO.
• Important: Do not create or assign a user-defined posting status on any Inventory Movement object. This interferes with the posting of these records.
• For a full discussion of GL entries created on receipt, see Debit & Credit Entries Created When Posting.

Receive a Purchase Order

1. Navigate to Accounting Home > Create Entries > Orders > Purchase Orders.
2. Select a list view other than Recently Viewed.
3. Select the Purchase Order to receive.
4. Click Receive. The Purchase Order Receive screen displays, showing the Product Name, Product Code, Comments (if any), Quantity Received, and Quantity Unreceived for each PO Line.
5. Use the drop-down lists to select the Warehouse and Location for each line.
6. For Quantity All, select Yes to receive all items. To receive a partial quantity, enter the number in the field. 
   1. Note: You can over-receive a PO if the "Prevent Over Receive" validation rule on the Purchase Order Line object is disabled in your org. If receiving more than the ordered quantity, include the full amount on this initial Receive screen — once a PO Line is fully received, it no longer appears on the Receive screen. If the over-received quantity has a different Unit Cost, adjust the PO Line after receiving. Contact your Salesforce Admin to check or change this validation rule.
7. Adjust the Receive Date if needed, then click Save & Refresh or Save & Complete.

Saving triggers three actions:

• Creates a Purchase Order Inventory Movement (PIM) recording the quantity received.
• Posts accounting entries to the GL — Debit: Inventory GL Account; Credit: Vouchers Payable. To view the entries, navigate to the PIM and open the Transactions related list.
• Triggers the weighted-average cost recalculation. The new cost posts to the Inventory Cost object. See Inventory Valuation — Weighted-Average Cost for details.

        8. From the Purchase Order, review the Purchase Order Line related list to confirm the Quantity Received and Quantity Unreceived values. If the quantity was over-received, Quantity Unreceived shows as a negative number.

Note: To scan barcodes for serialized items, navigate to the received Purchase Order Line and click Scan. Use a barcode scanner to record the serial number of each item received.

Receive a Drop Ship Purchase Order

Receiving a Drop Ship PO follows the same steps as a Standard PO. However, upon saving a full receipt, Accounting Seed performs additional actions automatically.

Important: You must receive the full ordered quantity in a single receipt. Partial receipts of a Drop Ship PO do not trigger automatic inventory allocation or Shipment creation. If you have already partially received a Drop Ship PO, unreceive it before proceeding. See Unreceive a Purchase Order below.

When a Drop Ship PO is received in full, Accounting Seed automatically:

• Allocates the received inventory to the originating Sales Order (the Sales Order from which the Drop Ship PO was created). You do not need to run the Allocate Inventory step separately.
• Creates a Shipment record labeled as a drop shipment. You do not need to complete Pack and Ship manually.

[INSERT IMAGE: Sales Order showing Inventory Allocations and Shipments related lists populated after Drop Ship PO receipt]

Why IQA records show a quantity of 0

After receipt, you may see Inventory Quantity Adjustment (IQA) records with a quantity of 0 on the Drop Ship warehouse. This is expected. The PIM (inbound) and the automatic Sales Inventory Movement (SIM, representing allocation to the originating Sales Order) occur in sequence and net to zero, because the goods were never held in physical stock.

Note: The warehouse selected during Drop Ship receipt is nominal — goods never physically arrive at your location. Use a dedicated Drop Ship warehouse to keep IQA records distinguishable from physical stock movements. For the complete Drop Ship workflow, see Process a Drop Ship Purchase Order (Standard Cost / Average Cost).

Unreceive a Purchase Order

Unreceiving a PO is done by deleting the Purchase Order Inventory Movement (PIM).

Important: Before proceeding, review the Delete Purchase Order Inventory Movements section below.

1. Navigate to the Purchase Order and click the Purchase Order Line of the product to unreceive.
2. Click the Related tab to display the Purchase Order Inventory Movement record.

1. In the related list, identify the PIM to delete and click Delete.

Note: Deleted Inventory Movements are automatically removed from the Recycle Bin to prevent accidental restoration.

After deletion, Accounting Seed:

• Adjusts the Purchase Order Inventory Movements list and displays a confirmation message.
• Reverses the GL transactions recorded at receipt.
• Triggers the weighted-average cost recalculation. The updated cost posts to the Inventory Cost object.

Delete Purchase Order Inventory Movements

Follow these best practices when deleting Purchase Order Inventory Movements (PIMs). For simple unreceiving, the steps in the Unreceive a Purchase Order section above are sufficient. This section covers complex correction scenarios. If you are unsure which method applies, contact Accounting Seed Support.

1. Only delete a PIM if it is the last inventory movement processed for that product. All movement types count: Sales Order Inventory Movement (SIM), Purchase Order Inventory Movement (PIM), Inbound Inventory Movement (IIM), and Outbound Inventory Movement (OIM). If inventory was used in a SIM after this PIM, back out those movements before deleting the PIM.
2. Do not delete a PIM if any inbound Inventory Movements were processed after it. All IMs processed after the target PIM must be deleted first. The PIM can only be deleted if all inbound and outbound IMs processed after it have been removed.
3. If the PIM is not the last IM and backing out later movements is not feasible, use one of the following correction methods:

Method 1 — Full recalculation

Manually calculate the correct average cost, quantity, and GL account balance for the product. Outbound (OIM) all quantities on all IQAs (Inventory Quantity Available) for that product. Inbound (IIM) all quantities at the corrected average cost. If the GL balances differ, post a Journal Entry to correct the difference.

Method 2 — Simplified (for products with a single IQA or a single IQA with quantity)

1. Manually calculate the correct average cost for the product.
2. Using the current quantity and average cost, calculate the Unit Cost needed on a 1-quantity IIM to bring the average to the correct value.
3. Post an IIM at that Unit Cost for 1 quantity.
4. Post an OIM for 1 quantity.
5. Post a Journal Entry if needed to ensure the Ledger balances.

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