Occasionally, a vendor will fill a partial order.

When a vendor sends several items on a purchase order, you can mark the items "Received". When you post those items as received, the purchase order becomes a partially received order. To complete a partially received order, see the topic Completing Partial Purchase Orders.

  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Purchase Orders, then click Go .
  3. Click Receive Orders, then click Add/Edit.
  4. If you want to assign a buyer as the person who received the order, in the Receive Purchase Orders window, select the Received by check box, then select a buyer in the drop-down list. To add a new buyer, click Lookup .
  5. If you want to receive orders for other users and other posting periods, use the following options:
    • To view purchase orders entered by all users, select All Users.
    • To view purchase orders entered in all periods, select All Periods.
    • To preview or print purchase orders entered during a specific month and year, select the correct posting period in the Month and Year date boxes.
  6. Select the purchase order that you want to receive.
  7. Select the item that you want to receive.
  8. Click Receive Item. The balances of the Total Received and Total Remaining fields on the right of the window change to reflect the receipt of the item.
  9. Repeat steps 6- 8 for each purchase order with items that you want to receive, then click Close.


Sometimes you may receive part of an item. For example, you order four boxes of supplies, but only three come. You can enter 3 as the quantity received.

When you post the partial item, ACS creates a separate distribution so that you can issue an invoice for the partial item. In this example, the one distribution of 4 boxes becomes two distributions — 3 boxes received and 1 box unreceived.

  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Purchase Orders, then click Go .
  3. Click Receive Orders, then click Add/Edit.
  4. If you want to assign a buyer as the person who received the order, in the Receive Purchase Orders window, select the Received by check box, then select a buyer in the drop-down list. To add a new buyer, click Lookup .
  5. If you want to receive orders for other users and other posting periods, use the following options:
    • To view purchase orders entered by all users, select All Users.
    • To view purchase orders entered in all periods, select All Periods.
    • To preview or print purchase orders entered during a specific month and year, select the correct posting period in the Month and Year date boxes.
  6. Select the purchase order that you want to receive, then click Partial Item.
  7. Optional: To assign a buyer as the receiver of the items, select Received By. Assign the buyer in one of the following ways:
    • Click in the field and type the buyer's name.
    • Select the buyer in the drop-down list.
    • Click Lookup to add a new buyer.
  8. In the Quantity Received field, enter the number of items received and press ENTER.
  9. Click OK to confirm the partial receipt.

Completing Partial Purchase Orders
Receiving Entire Purchase Orders
Posting Received Purchase Orders
Updating Received Purchase Orders
Printing the Received Purchase Orders Proof List