The Receiving module provides multiple search and filter options to help you quickly find specific receiving records.

Actions available from the Receiving module list view.

Select one or more receiving records using checkboxes to expose the batch toolbar above the list. Click Actions on the toolbar to open the batch action menu.

The receiving record provides fields for tracking incoming items from purchase orders.

Address and phone searches are not available in the Receiving list view Quick Search for performance reasons. Use the global Search feature instead.

To search by address, phone, or email:

1. Click the Workflow icon in the top navigation bar
2. Select Search
3. Enter your search term (address, phone number, or email)
4. Click Phone / Email / Address to search across all records
5. Or click POs to find the purchase order linked to your receiving record

Items can be received from purchase orders once the PO status is set to "Ordered". Receiving updates inventory for physical goods and tracks incoming materials.

1. Navigate to Receiving module
2. Click the New button to create receiving record
3. Select the Purchase Order from which items are arriving
4. Verify vendor information auto-populates from PO
5. Enter Receiving Date (date items arrived)
6. For each line item, enter Received Quantity
7. Verify Receive checkbox is checked for physical goods
8. Assign Location if items going to warehouse or specific job site
9. Click Save to update inventory
10. Click Complete if all items on PO have been received

The Receive checkbox distinguishes physical goods that need to be received and added to inventory from intangible items like fees and surcharges that appear on bills but don't require receiving.

Receivable Items (Receive checkbox CHECKED):

• Physical goods and materials
• Items that add to inventory stock levels
• Products tracked by quantity and location
• Example: Lumber, concrete, equipment parts
• Receiving updates on-hand inventory quantities

Non-Receivable Items (Receive checkbox UNCHECKED):

• Intangible charges and fees
• Energy surcharges, delivery fees, fuel charges
• Line items that appear on bill for job costing
• Do not trigger receiving workflow
• Do not update inventory quantities

Yes, TRUE supports partial receiving, allowing you to receive items in multiple shipments as they arrive from vendors.

How Partial Receiving Works:

• Create receiving record for first shipment with partial quantities
• Save receiving record to update inventory with received amount
• PO status remains "Partially Received" until all items arrive
• Create additional receiving records for subsequent shipments
• System tracks total received vs. total ordered quantities
• Mark final receiving record as "Complete" when all items received

Example:

• Ordered: 100 sheets of plywood
• First Shipment: Receive 60 sheets → Create receiving record for 60
• Second Shipment: Receive 40 sheets → Create receiving record for 40
• Result: PO shows 100 sheets fully received across 2 receiving records

Receiving records can be deleted if you need to correct a receiving error or reverse an inventory update. This action requires the Delete Receiving permission.

To delete a receiving record:

1. Navigate to the Receiving module
2. Locate the receiving record you want to delete (use Quick Search or filter by PO number)
3. Select or open the receiving record
4. Click the Trash icon next to the line items or on the record
5. Confirm the deletion when prompted

Alternative access from Purchase Orders:

1. Navigate to the POs module and open the purchase order
2. View the linked receiving records
3. Click through to the receiving record
4. Delete from the receiving record (not from the PO directly)

If you need to return a purchase order to Draft status after items have been received (for example, if the PO was sent prematurely), you must first delete all associated receiving records.

Steps to return PO to Draft:

1. Navigate to the Receiving module
2. Search for receiving records linked to the purchase order
3. Delete each receiving record associated with the PO
4. Return to the POs module and open the purchase order
5. The PO status can now be changed back to Draft

When items with the Receive checkbox enabled are received, TRUE automatically updates inventory quantities and location tracking.

Automatic Inventory Updates:

• Quantity Increase: Received quantity adds to on-hand inventory
• Location Assignment: Items assigned to specified warehouse location or job site
• Cost Update: Current cost updates based on received PO price
• Availability Status: Procurement status changes to "Received" or "In Stock"
• Inventory valuation recalculates with new quantities and costs

Integration Flow:

1. Purchase order sent to vendor (status = Ordered)
2. Items arrive at location
3. Receiving record created with received quantities
4. System automatically updates inventory for items with Receive checkbox
5. Inventory module reflects new on-hand quantities
6. Bill can be created from received PO for payment processing

Yes, TRUE Field mobile application supports receiving functionality, allowing field personnel to receive items directly at job sites or warehouse locations using mobile devices.

Mobile Receiving Benefits:

• Receive items immediately upon delivery to job site
• Eliminate delay between physical receipt and system update
• Real-time inventory updates from field locations
• Foremen and site managers can process receiving without office staff
• Streamline procurement workflow for job site deliveries

Labels for received items are printed via the batch toolbar in the list view.

1. Select one or more receiving records using the row checkboxes
2. Click Actions on the batch toolbar that appears above the list
3. Select Print Label(s)
4. Choose your label format and print

Format options:

• Sheet — prints to standard Avery label sheets on any office printer (Avery 5160 small or 5164 shipping)
• Roll — prints to a Brother label printer (DK-1201 standard or DK-1241 4"x6")

For supported printers and label-size details, see the Supported Label Printers article.

Access to the Receiving module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Receiving) permission (ID #1531)
3. Once granted, you'll find the module in Workflows → Procurement → Receiving

The Receiving module has one security permission that controls inventory cost validation during the receiving process.

TRUE provides alert notifications for receiving events so designated users stay informed about inventory arrivals and issues.

Enabling Alerts:

1. Navigate to Settings → Users / Access
2. Select the user and open the Access tab
3. Enable the desired alert permissions under the Alerts section

Default receiving locations determine where items are placed when received. This can be configured at the company level and overridden per receiving record.

Configuration Options:

• Company Default: Set in Company Preferences → Inventory section
• User Default: Can be set per user based on typical receiving location
• Per-Transaction Override: Select location when creating each receiving record

Configuration Steps:

1. Navigate to Settings (Gear icon) → Company Preferences → Inventory section
2. Set Default Receiving Location
3. Save changes