Received Items and Purchase Receiving Guide

How to review received items, confirm purchase receiving, and use receiving controls in QBM.

Purchasing & Vendors Operational Guide End-User Guide

Overview

Received Items helps users review what has been received from vendors and connect the receipt stage clearly with purchasing and stock control.

Main purposeReview purchase receiving and confirm what has physically arrived.
Important areasReceiving list, source purchase link, item quantities, and stock-update context.
Business valueStronger receiving control and clearer separation between ordering, receipt, and invoicing.

Where To Find It

Common Path: Vendors & Purchases > Received Items

Users often review received items when following up on open purchase orders or matching receipt against vendor invoicing.

Note: Receiving control is especially important when items can arrive before the full billing process is complete.

How It Works

The received-items workflow helps the business confirm which items were physically received, compare that to the purchasing expectation, and continue the next step correctly.

  • Review the received quantity against the expected quantity.
  • Use the linked purchase context to understand what is still pending.
  • Keep receiving dates and references clear for later matching.

Main Areas

Area What It Is Used For
Received Items List Review what has been received and open the relevant details.
Source Purchase Link Connect the receipt to the purchase order or purchase workflow.
Quantity Review Compare expected and received quantities.
Stock Context Supports the inventory effect of receipt activity.

Important Fields And Controls

Field Or Control What It Means When To Use It
Vendor The supplier linked to the receipt. Use it to confirm the source of the goods.
Item The product that was received. Review it carefully against the purchasing record.
Received Quantity The amount physically received. Use it to confirm correct stock entry.
Reference Document The purchase or receipt reference. Use it for matching and audit review.
Date The date of receipt. Use it for operational follow-up and later matching.

Recommended Workflow

  1. Open the Received Items area and choose the relevant receipt or vendor context.
  2. Review the received items against the source purchase record.
  3. Confirm quantities, dates, and references carefully.
  4. Use the receiving result in the next purchase or inventory step used by your company.
  5. Review pending balances if the full order was not yet received.

Best Practice

  • Separate the physical receiving review from the invoicing review when your process requires it.
  • Check partial receipts carefully so open balances remain accurate.
  • Use clear reference links to support later audit and matching.