Receiving
Receiving processes POs with the status Approved or Sent, in full or in part. One transaction can include many items, received and rejected quantities, warehouse, lot, expiry, serial, delivery note, proof, and notes; all rows succeed together or nothing changes.
Receiving updates three things at once: PO progress, warehouse stock, and tracking details such as lot/serial. A zero quantity isn't sent, while a partial receipt leaves the item open for the next receipt. If any one serial, lot, warehouse, or quantity is not valid, the whole transaction is rejected so stock isn't half-changed.
Before you start
Have this ready
- Match the PO, supplier, delivery note, and physical goods.
- Separate the received and rejected quantities for each item.
- Choose the destination warehouse and prepare the lot, expiry, and serial if tracked.
- Make sure catalog items are linked if they need to add stock.
Done when
- The received quantity doesn't exceed the PO's remaining quantity.
- Each received item goes into the correct warehouse.
- The number of serials equals the received qty for serial-tracked material.
- The PO stays open for the remainder, or is complete if all items are received.
Understand the receiving and progress columns
| Part | Meaning | Rule |
|---|---|---|
| PO waiting | Approved/Sent PO with a remainder | Only eligible statuses |
| Remaining | PO qty minus what's already received | A new receipt must not exceed the remainder |
| Received | Qty received in good condition | Must be >0 on at least one row |
| Rejected | Qty that arrived but wasn't accepted | Doesn't add stock |
| Warehouse | Location of the new balance | Required for received rows |
| Lot/Expiry | Batch identity | Fill in for lot-tracked material/policy |
| Serial | List separated by commas/lines | The count must equal the received qty |
| Idempotency | Key for one receipt | A safe retry doesn't duplicate stock |
Rows with a zero value aren't processed
Use 0 for items that haven't arrived. Those items stay as the PO remainder and can be received in a later transaction.
Receive a PO safely
- 1
Find the PO
Search by PO number, supplier, or job; check the schedule, progress, value, and the Late flag.
Result: The right PO is selected.To cancel / undo: No data changes until Save receipt. - 2
Choose Receive
Open the details; Vasco prepares each row's remaining qty as the starting received value.
Result: The form shows the items that aren't fully received yet.To cancel / undo: Close/Cancel to leave the PO without changes. - 3
Fill in the document header
Enter the supplier's delivery note, upload proof of receipt, and notes if available.
Result: The transaction has a physical reference.To cancel / undo: Leave it empty or Cancel before saving. A file that's already uploaded can remain even if the form is closed. - 4
Check received and rejected
Change the received/rejected qty according to your inspection. Leave 0 for items you aren't processing now.
Result: Only rows with received qty >0 are sent.If something goes wrong: Don't record rejected goods as received just to close the PO. - 5
Choose the warehouse and tracking
Set the warehouse for each row; fill in the lot/expiry and serial to match the physical goods. Separate serials by commas or lines.
Result: The balance and tracking identity go to the right location.To cancel / undo: Edit/empty it before you submit. - 6
Save receipt
Match the total, serials, warehouse, and documents; press once and wait for the result message.
Result: A full receipt closes the progress; a partial one keeps the remainder. Stock is updated atomically.To cancel / undo: Once it succeeds, there is no undo on the page. Use Return if the physical goods must be sent back; use an admin correction for wrongly entered data. - 7
Verify the result
Reload the PO and Warehouse; check the progress and the new lot/serial.
Result: Procurement and stock consistency are confirmed.If something goes wrong: If the message says duplicate, don't repeat it; the earlier transaction was already saved.
Receiving results
| Condition | Meaning | Next step |
|---|---|---|
| Approved | PO ready to receive | Receive the goods that arrived |
| Sent | Supplier has shipped | Receive the goods and documents |
| Partial | Part of the qty received | The remainder still appears |
| Complete | All qty received | Continue with bills/returns if needed |
| Rejected | Qty not received | Coordinate with the supplier; doesn't add stock |
| Duplicate | The receiving key has already been processed | Don't create it again |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Sheet not saved yet | Choose Cancel | PO and stock don't change |
| One row is invalid | Fix it, then submit again | The entire earlier transaction failed atomically |
| Receipt succeeded but the goods must go back | Create a Return from the PO/receipt | Receiving history stays |
| Wrong warehouse/lot/serial was saved | Stop further transactions and ask an admin to correct it | There is no edit/void for receipts on the page |
| Clicked again because of a timeout | Wait/reload and read the duplicate message | Idempotency prevents duplication with the same key |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| PO doesn't appear | Status isn't Approved/Sent, or it's already complete | Check Purchase Order |
| Can't save | No qty >0, or the warehouse is empty | Fill in at least one valid row |
| Serial number rejected | Number of serials doesn't match the qty | Recount the list of unique serials |
| Item doesn't add stock | Not yet linked to a catalog material | Link the item through the master/admin process |
| Migration error | Batch receiving isn't active yet | Ask an admin to activate the latest procurement |
Questions and answers
Can I receive part of a PO?
Yes. Leave the qty that hasn't arrived as 0; the remainder stays available for the next receipt.
What happens to the rejected qty?
It's recorded as a rejection and doesn't add stock.
Can a receipt be undone?
Not from this screen. Use Return for a physical return, or an admin correction for a wrong entry.
Why must serials equal the qty?
Because each serial unit needs its own unique identity.
What does the already saved message mean?
An idempotency key was detected; Vasco doesn't duplicate the receipt.