Receiving Against a Purchase Order Line and What It Releases

Receiving against a purchase order line is the single event that turns inbound supply into physical on-hand stock, and it is the only one. Everything before it is a promise. In EDGEBIC by User Solutions, the receipt raises quantity on hand immediately through the same inventory ledger every other movement uses, so stock, the calendar and the ledger report never disagree, and it releases the job that was waiting on the next schedule run.

This post covers full and partial receipts, what rolls up automatically, the two clocks a receipt runs on, and the things receiving deliberately refuses to do. It sits under the EDGEBIC planning guide and completes the cycle that starts with what material pegging means. The supplier and the order lines being received here are raised on the same Purchasing screen, in how to add a supplier and raise a purchase order.

The Receipt Is a Real Stock Movement

Select the line on the Purchasing screen and click Receive. The dialog opens headed with the product name and a subline naming the order and how much remains inbound.

Two fields. Quantity is prefilled with the line's remaining quantity, which is the common case. Received date defaults to today, and should be set to the day the goods actually landed if it was not today.

Confirm, and quantity on hand rises. This is not a display update. It is a movement written to the inventory ledger, the same append-only record that carries every issue, adjustment and build receipt, which is why the on-hand figure, the inventory calendar and the stock ledger report all move together. The general mechanics of a stock receipt are covered in how to record an inventory receipt.

The unit cost on the line feeds the receipt's cost, so keeping it current keeps valuation honest as well as the open commitment figure on the receipts report.

Full and Partial, and Why the Difference Matters

The partial case is where discipline pays. Receiving 30 when 18 arrived is one of the most expensive small mistakes available on this screen: it inflates on-hand by twelve units that do not exist, un-pegs a job that is still short, and produces a schedule that cannot be executed. The plan then looks better than the plant, which is the one direction a plan must never be wrong in.

Receive partials as partials and the outstanding balance simply stays where it was, at the same promise, still waiting. A job pegged to that line keeps waiting for the remainder, exactly as it should.

What Rolls Up Without You

Two things maintain themselves.

The line's remaining quantity is ordered minus received, and it is the figure the scheduler can peg against. It falls with each receipt.

The header status rolls forward on its own. A first partial receipt moves an order to partially received; the receipt that completes the last line moves it to fully received, at which point it drops out of the default list. Tick Include closed to bring received and canceled orders back into view.

That roll-up matters because status is what decides whether the scheduler believes an order at all. Only open and partially received orders feed the inbound supply timeline. A fully received order supplies nothing further, correctly, because its goods are now physical stock rather than a promise.

Two Clocks: Stock Now, Schedule Next Run

This is the part worth internalizing.

Stock changes immediately. The instant you confirm the receipt, on-hand is higher. Anyone looking at inventory sees it.

The schedule changes on the next run. Bars move when you run Schedule + Re-Schedule from Drive Schedule, not when you press Receive. At that run, the job that was pegged draws the material from stock instead, the peg vanishes, the amber markers clear, and the job is limited by machine capacity alone.

So a receipt does not reschedule the plant, it makes the next reschedule tell a better story. If you receive a large delivery that unblocks several jobs, running the schedule afterwards is how those jobs actually come forward.

A Worked Receipt

A job for 50 widgets needs 50 plates and has 20 on hand. An order for 30, promised 13 July, is open, so the job is pegged for 30 and its first operation sits on the 13th.

The goods land on the 13th. The buyer selects the line, clicks Receive, accepts the prefilled quantity of 30, sets the received date to 13 July, and confirms.

On-hand for the plate goes from 20 to 50 immediately. The line reads zero remaining. The header becomes fully received and drops out of the list.

At the next schedule run, the job draws the whole 50 from stock. The material pegging report is empty for that job, the amber markers are gone, and the sawing operation moves to whenever capacity allows rather than waiting for a delivery that has arrived.

Had only 18 landed, the buyer would have received 18. The line would read 12 remaining, the header partially received, and the job would still be pegged, for the outstanding 12, right where it was.

What Receiving Refuses to Do

Three refusals, all protecting the same thing.

You cannot receive more than remains. EDGEBIC rejects an over-receipt and tells you how much is actually outstanding. If a supplier genuinely over-shipped, raise the line's ordered quantity first, so the paperwork and the pallet agree.

You cannot remove a line that has receipts against it. Once anything has arrived, the line is an audit trail. Cancel the remainder instead.

You cannot delete an order that has receipts against it. Same reason, same remedy: set the status to canceled, which stops the remaining quantity supplying the schedule while keeping the record of what arrived.

There is one related guard worth knowing about in the other direction: a line's ordered quantity cannot drop below what has already been received. Raise it, or cancel the order if it was wrong from the start.

One asymmetry that surprises people is that a receive against a draft order still works and still promotes the header. A real-world delivery outranks the paperwork. Worth noting, though, that while the order sat in draft it was supplying the scheduler nothing, which is the subject of I firmed my purchase orders and the schedule did not move.

The Habit: Receive on the Day

Receiving is the one event that converts a promise into stock, so a delay in recording it is a delay in the plan.

For however long a delivery sits in goods-in unreceived, the plan is still waiting on material that is physically in the building. Jobs stay pegged, first operations stay parked at a promised date that has already passed, and the schedule is later than the plant needs to be. Nothing is broken; the system is simply telling the truth about what it has been told.

Receive on the day, with the real received date, and receive partials as partials. Those two habits keep the inbound picture, the stock ledger and the schedule saying the same thing, which is the whole point of running them off one record. For what to check before the goods arrive, read the Scheduled Receipts report as a pre-publish routine.