Receiving is how you log what actually came off the truck against a purchase order — close it out if the shipment was complete, keep the rest on backorder if it wasn't. It's also where you record the vendor's invoice and move the PO toward accounting.
In the POS mode, open the Orders left tab, then the Received top tab — that's where past receipts live. You receive a new shipment by opening a PO from the Ordered tab.
Receiving a PO does two things at once:
Ship to location goes up by however many units you record as received on each line. The moment you save the receipt, the count is live — a sale rung up the next minute can pull from it.COST column on the receive view is editable. If the vendor billed a different unit cost than what you ordered at — freight surcharge, contract override, price change since the PO was cut — correct it here. That cost flows through to the GL and to the product's landed cost.Receiving does not pay the vendor. That happens after you voucher the receipt (see After receiving — vouchering below).
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Received quantities aren't editable after commit. Once you click Receive and close or Receive and backorder, each line's received quantity is locked. If you logged the wrong number (a typo, a re-count after the fact), you can't go back and edit the receipt; the correction path is recording an offsetting receipt with negative quantities, or duplicating the PO with the corrective amounts and receiving that. The on-hand inventory effect is one journal entry per receipt — the only way to undo it is another receipt that posts the opposite.
The top-tab strip on Orders is the lifecycle: Ordered → Received → Vouchered → Paid. Each tab is a stage a PO moves through on its way from "stock is on the truck" to "bill is settled."
Open an Ordered PO and the detail view comes up in receive-editor mode — a QUANTITY cell per line showing the expected quantity and a stepper for what you actually received.
The stepper starts at the expected quantity. Change it for any line where the count differs. Rundoo shows the remaining delta below the stepper (-N if short, +N if over) so you can see at a glance what's off. Set quantities to 0 at the top of the line list is a one-click reset if you'd rather key each line from zero.
Two action buttons sit at the bottom right — that's the decision point for what happens to the PO next:
Receive and backorder — save what came in and keep the missing units on the PO as a backordered shipment. Use this when part of a shipment is in and you want Rundoo to track the remainder. The PO stays in Ordered; a new shipment appears for the backordered units, which you'll receive when they land. Stock is credited for what you received today; nothing happens to the backordered units until they show up.Receive and close — save what came in and treat the PO as done. Use this when the shipment was complete, or when a partial shipment is all you're going to get and you don't want Rundoo chasing the rest. The PO moves to the Received tab and the remaining quantities are written off.The buttons don't appear until at least one line has a received quantity. Clicking either fires off the update, drops a green confirmation banner at the bottom, and navigates you to the received-PO detail.
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Receiving updates on-hand inventory immediately. Don't click Receive and close until the stock is physically on the shelf — the quantity change is live the moment you commit.
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If the truck shows up light, use Receive and backorder. Set the QUANTITY stepper on each line to what actually arrived, leave lines that didn't come in at zero (or use Set quantities to 0 and key in what did arrive), and commit.
Rundoo splits the PO into two shipments behind the scenes: the first is now Received (with what came in today), and a second shipment holds the backordered units. The PO stays in Ordered status until the second shipment is fully received — then Rundoo rolls it into Received.
You can come back to the same PO the next day, open the outstanding shipment, and receive more against it. Keep doing that until the PO is closed.
Real shipments go wrong in a handful of predictable ways. Here's how to log each:
QUANTITY stepper down to what actually arrived. If you expect the rest, Receive and backorder. If the vendor is out of stock or you gave up on the rest, Receive and close — Rundoo writes off the unreceived units.QUANTITY stepper up past the expected quantity. Rundoo shows a +N delta below the line and will still accept the receipt — the extra units get on-hand credit. The vendor's invoice should reflect the higher count; make sure the Invoice Number you record matches what they billed.COST cell on the line. Update the unit cost to what the vendor actually billed. Subtotals and the order total recompute automatically.Add fee or discount in the Order details panel at the bottom right of the received-PO view (see next section) to layer vendor-level charges onto the receipt without editing individual line costs.<aside>
Rundoo doesn't automatically reach out to the vendor when you flag a discrepancy — call or email them yourself. The receipt records what you got; it's not a dispute mechanism.
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Once a PO is in the Received tab, it's not done — it's waiting for invoice details before your accounting side can pay it.
Open a received PO and the left panel carries an Invoice section with four fields:
Invoice date — the date on the vendor's paper invoice. Drives due-date math and hits GL on that date.Due date — when payment is due. Rundoo doesn't auto-compute this from your vendor terms; fill it in from the invoice.Invoice Number — the vendor's invoice ID. Required for vouchering; also how you dedupe against the vendor's side.Pay to — defaults to the PO's vendor. Change it if the invoice is payable to a parent entity or a different billing address on the same vendor record.On the right, the Order details panel carries Add fee or discount — a free-form line for freight, early-pay discounts, handling charges, or any other invoice-level adjustment that isn't tied to a single line. Click it, pick a reason, enter the amount (positive for fees, negative for discounts), and the order total rolls up.
Fill in the invoice fields and click Voucher at the bottom right. Rundoo moves the PO into the Vouchered tab — that's the handoff point to accounting. From there it flows through Vendor invoices on its way to Paid.
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The Voucher button stays disabled until all four invoice fields are filled in. Rundoo shows "Complete invoice details before vouchering." next to the button until you do.
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