Items can be received from an invoice or a purchase order.

WLS recommends receiving items from an invoice. This ensures invoiced and shipped items are received and correctly marked as paid even if the shipped items are associated with multiple POs. Receiving from the invoice can streamline the process for closing invoices, if the same person is marking items received in Acquisitions and approving/closing the invoice. Receiving items from a PO necessitates an extra step of retrieving the invoice in order to close it.

Receive on-order items from an invoice

  1. Using Acquisitions > General Search > Invoices Search retrieve the invoice
  2. In the Invoice view, click Receive Items [IMAGE]
  3. The Acquisitions Invoice Receiving view opens
    • Numeric Mode, where all items are selected, is the default – use this mode is you plan to receive all copies displayed in the list
    • To select individual items to receive, click Use List Mode [IMAGE]
    • to insert check boxes to select/de-select specific items [IMAGE]
  4. Click Receive Selected Copies
  5. At the confirmation, click return to Invoice [IMAGE]
  6. Add funds for any Direct Charges [IMAGE]
  7. Click Save [IMAGE]
    • This finalizes receiving the item
  8. Click Close [IMAGE]
    • This marks the items as paid and finalizes the invoice

Note: After saving and closing, the invoice line item counts for Ordered, Received, and Invoiced change reflecting the actions taken. The Encumbered amount also shifts to the Paid amount.

Receive items from a PO