Receiving inventory and processing receipts

Table of contents

• Choosing a receipt method

• Creating a receipt from a purchase order

• Reviewing header and line items

• Finalizing and printing the receipt

Once a purchase order has been created and issued, the next step is to record the physical arrival of goods using the receive module. This process updates your inventory levels and prepares the transaction for financial processing.

Choosing a receipt method

When creating a new record in the receive module, you can choose from several methods:

• Purchase orders: The standard method. Stocks are received based on an existing purchase order.

• Manual: Used for inventory corrections or receiving stock without a pre-existing order in Paragon.

• Other options: Options like Work orders, RMA, and Ship are specialized or advised against for standard stock receipts.

Creating a receipt from a purchase order

To link your receipt to a purchase order:

1. Navigate to the receive module and click the create button (+).

2. Select purchase orders.

3. Transfer quantities: Check this box to automatically copy the ordered quantities into the receipt lines. You can adjust these later if you receive a partial shipment.

4. Show completed purchase orders: Keep this unchecked to see only open orders that are awaiting delivery.

5. Select the relevant order(s). If you select one order, Paragon will display all outstanding orders for that vendor, allowing you to receive items from multiple purchase orders in a single transaction.

Reviewing header and line items

• Transaction date: Verify the date (default is today). Note that the system processes inventory movements based on the actual posting date.

• Warehouse address: Ensure the ship to address is correct. You can use the blue triangle to select different warehouse locations if necessary.

• Order lines: Use the columns tab to add helpful fields like warehouse location or expected quantity.

• Partial receipts: If you receive fewer items than ordered, update the quantity in the row. The remaining balance will stay open on the purchase order as a backorder.

• Sorting: When receiving multiple orders at once, click the product column header to sort items by code for easier verification.

Finalizing and printing the receipt

1. Add any necessary notes at the bottom of the screen.

2. Click the save icon (floppy disk) to secure the data.

3. Issue: Click the issue button to finalize the receipt. This marks the goods as arrived in the system.

4. Print: To see a preview or print a physical receiving slip, click the arrow next to the action button and select print.

5. Complete: Clicking complete will post a journal entry (Inventory vs. Accrued Purchases) and update stock.

Check the order trail tab to see the history and status changes of the receipt.