6 min guideUpdated August 2026App review required

Receive and reconcile a purchase order

Record what arrived, preserve shortages or damage and reconcile the receipt against the issued order before closing it.

Best forProject Management / Production · Accounts · Installer / Field
Before you beginUse a representative record and confirm you have the permissions required for this area.

Step by step

  1. Open Purchasing and select the issued order using its number, supplier and job context.
  2. Compare each delivered line, unit and quantity with the order before recording a receipt.
  3. Enter actual received quantities and any supported delivery reference or evidence.
  4. Keep shortages, damaged items and substitutions visible instead of marking the whole order complete.
  5. Confirm the receipt updates the order state and the intended job or stock record.
  6. Close the order only when all remaining quantities or exceptions have been resolved.

Good practice

Receipt is evidence of what arrived, not what was expected. Never enter ordered quantity automatically when the delivery was not checked.

When you are finishedOrdered, received and outstanding quantities are explainable and the job reflects the correct material state.

Before you begin

  • The issued purchase order belongs to the correct supplier and job or stock purpose.
  • The receiver can compare delivered items with the order.

Complete workflow

How the workflow moves

  1. 01
    Find

    Open the issued order and confirm supplier and job context.

  2. 02
    Receive

    Record quantities and delivery evidence.

  3. 03
    Resolve

    Keep shortages, damage and substitutions visible.

  4. 04
    Close

    Complete the order only when the remaining obligation is resolved.

Screen reference

What you will see

SignBas3 purchasing workspace with synthetic purchase orders
Receive against the issued order so quantity, supplier commitment and job cost keep the same traceable identity.

Screens show the synthetic BrightLine demonstration workspace. Your records, permissions and configuration will change the details you see.

If your workspace behaves differently, record the relevant job, client or record number and raise a support ticket so the team can investigate the exact context.