Stock Replenishment with Purchase Orders

Restock the store at the price you actually paid.

Receive the delivery against the confirmed purchase order and post the goods receipt — the moment stock and its acquisition cost enter the books.

Three roles take part: the buyer has the purchase order approved, the storekeeper records what arrived as a goods receipt, and the approver posts it from the Inbox or directly on the receipt.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

The supplier exists in Suppliers, the products are in the catalogue, and the receiving store exists in Stores. Put colleagues in the Approver group — any of them, or an administrator, can complete the Post task.

Documented sequence

From the approved order to stock in the store.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
Have the order approved — Buyer
The purchase order is raised and approved in its own flow. What matters here: it is CONFIRMED, names the supplier, and its store is where the goods will be delivered.
02
Receive the goods — Storekeeper
When the delivery arrives, create a goods receipt for the store, linked to the supplier and the purchase order. Edit each line's price to what you actually pay; the receipt stays DRAFT and holds no stock.
03
Post — Approver
Posting writes an IN movement per line with its cost equal to the line price, and on-hand in the store goes up. The receipt becomes POSTED and final; reject cancels it and stock never moves.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

InventoryGoods receipts, the signed stock ledger, moving-average product costs and the Stock Value report.Purchase OrdersThe order the receipt fulfils: its store, lines, statuses and the Open Purchase Orders report.Raise and approve a purchase orderHow the confirmed order this flow receives against is created and approved.Move and count stockSupplier returns for wrong or damaged goods, plus transfers, adjustments and stocktakes.

Current scope

Posting the receipt does not move the purchase order on: it stays CONFIRMED, because the RECEIVED and INVOICED statuses are not set automatically yet.

A starting point, not a fixed package

Fit receiving to your stores and suppliers.

Stores, suppliers and products are records you maintain, and membership of the Approver group decides who posts receipts. Extra checks on arrival, further approval steps or other fields can be scoped as a Custom adaptation.

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Decision-stage answers

Replenish stock with a purchase order FAQs

Which price does the received stock take?

The line price on the receipt. It is copied from the product's default, so edit it to what you actually pay the supplier — on posting it becomes the movement's cost.

How does a receipt change the product's cost?

Each IN movement feeds the product's company-wide moving-average pool, whose quantity, average cost and value recalculate. Later goods issues, transfers and customer returns are valued at that average automatically.

Can goods be received without a purchase order?

Yes. A receipt without a supplier or purchase order works too, for example for goods arriving from an internal source. Posting is idempotent, so a repeated post never doubles the stock.

What if the goods are wrong or damaged?

They go back to the vendor as a supplier return, which leaves stock at the acquisition price — the negative of the receipt.

Review the real workflow

Receive one real delivery in BusinessIntents.

Use a real record or transaction to compare the documented flow with the way your team works today.

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