How to Receive and Invoice a Purchase Order
This article describes how to receive a Purchase Order and apply and Invoice in Purchasing and InventoryReceiving Center
- Go to Receiving > Receiving Center or click Receiving Center button to open the Receiving Center screen
- Search for and double-click the Purchase Order to be received
- Enter the quantities that is received in the Quantity column as per Fig.1. The quantities are pre-populated with quantities from the Purchase Order, but may need to be changed when actually received
- Enter the Receiving Date as needed
- Enter the Delivery note Reference
- During month end, select the Posting Period. The two options are Current Period and Inventory Period. This drop-down is only available during month end

Fig.1 - Receiving screen, enter quantities
- Description of column headers in receiving screen grid:
Field | Description |
Line No. | The line number for a given product. |
Vendor Product # | The Vendor Product Number assigned to the product for that particular vendor. |
Product No. | The Adaco Product Number. |
Description | The description of the product. |
Attributes | This field is pulled from the retail information of the product. |
Quantity | The Quantity being received. Pre-populated from the Purchase Order, but can be edited as needed.. |
Receiving Unit | The unit of the product quantity being received. |
Vendor Price | The Price of the product being received. Pre-populated from the Purchase Order, but can be edited as needed. |
Purchase Price Unit | The unit on which the Vendor Price is based on. |
Purchase Info | The Purchase Info is pulled from the same field in the Product Details screen and is displayed here. |
Received Cost |
The total of the received cost of the product.
|
Rate Schedule | The Rate Schedule assigned to the product. This field can be edited at receiving. |
Rate tab
The Rates tab is used to access existing rates from products, or add additional rates as needed in the receiving to balance an invoice.- Click Advanced Options at the bottom of the screen and select the Rates tab as per Fig.2
- Click Add Rate
- In the Rate Code list, select the rate needed
- In the Rate Amount box, type the amount of the rate
- If needed, in the Rate Basis box, type in the amount of rate that is based on a specified total

Fig.2 - Advanced Options, Rates tab
Invoice tab
- Click Advanced Options at the bottom of the screen and select the Invoice tab as per Fig.3
- Click Add Invoice
- Type: select the Invoice Type
- Number: type vendor's invoice number
- Document Reference: type a second reference, such as a delivery note number, if needed
- Invoice Amount: type the amount from the vendor's invoice (this is typically the gross amount noted on the invoice, including any VAT and delivery charges)
- Invoice Date: type the date from the invoice
- Exported: visible in Receiving Correction
- Attachment: attach items as needed
Fig.3 - Advanced Options, Invoice tab
Note: The system will not allow posting an invoice if there is a difference. The PO Total Amount of the order must balance with the value on the Invoice Amount. If there is a difference then adjustments to the quantities, rates, or prices will need to be done to balance the totals
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To adjust the value in Adaco, one or more of the following can be done, depending on why there is a difference:
- Change the quantity that was delivered
- Change the unit price where it does not match the unit price charged by the supplier
- Change the VAT rate applied to a product (click in the Rate Schedule column next to a product to select a different VAT rate)
- For differences that don’t apply to any one specific product such as delivery charges, discounts or small rounding errors, apply a new Rate to the order which will either increase or decrease the value of the order so that it matches the supplier’s invoice
Where the property has a Default Rounding Rate set up (see Purchasing & Inventory - Administration: Property Preferences (Receiving):
If the absolute difference between the Invoice value and the PO total is equal to or less than the specified rounding threshold, the default rounding rate is added to the Receiving with a value equal to the difference between the Invoice and the PO total. Or, if the rounding rate is already on the Invoice the value is updated to the difference and the Receiving and Invoice are both saved
Comments tab
The Comments tab is used to rate the receiving from the vendor, that can be viewed in the Vendor Performance report located in Report Center > Purchasing Reports.- Click Advanced Options at the bottom of the screen and select the Comments tab as per Fig.4
- In the Vendor Ratings list, select the appropriate ratings for this receiving
- In the Comments list, enter any additional comments regarding this receiving

Fig.4 - Advanced Options, Comments tab
PO Comments tab
The PO Comments tab will show any comments and provide access to any attachments that were entered using the Comments Log button in the Purchase Order details screen
- Click Advanced Options at the bottom of the screen and select the Comments tab as per Fig.5
- Click the Printer icon to print the Comments log

Fig.5 - Advanced Options, PO Comments tab
Posting the Receiving
Once the value of the order balances with the value of the supplier’s invoice, the receiving can be posted- Click Post
For more information regarding the Receiving Verify report, click Here.

Fig.6 - Posting the Receiving with Receiving Verify report
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