---
title: "Receive purchase orders"
slug: "receive-purchase-orders"
updated: 2026-10-15T00:44:53Z
published: 2026-10-15T00:44:53Z
canonical: "help.servicetitan.com/receive-purchase-orders"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Receive purchase orders

## Overview

When you receive a purchase order (PO), the PO is updated with a record of items you ordered and received. This helps you know when you have items that are required for a job before you schedule the job, when you haven't received items, and if there are differences between the items you ordered and the items that were delivered.

---

### [Receive Purchase Orders Video](https://fast.wistia.net/embed/iframe/odt19ad2ev?web_component=true&seo=true&videoFoam=false)

#### Who uses this feature

- Managers and office employees

#### Feature configuration

- Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details.

## Things to know

- If you only have the *Purchasing* module enabled, the **Inventory** section in the navigation bar is renamed **Purchasing**.
- When a bill is created after you receive a PO, the cost is reflected in the [Budget vs Actual table](/construction/docs/understand-project-records#budget-vs-actual).

> [!NOTE]
> **Note:** To automatically create a bill when a PO is received go to **Settings**![A simple icon representing a settings gear.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D) > **Inventory** > **Configuration**.
- If you receive the error *Action cancelled This action is forbidden, because it will result in negative Quantity Available for location: Warehouse and sku: ########,* then the quantity available for the item is less than the amount on the PO.

> [!NOTE]
> **Note:** If you want to allow negative quantities, go to **Settings**![A simple icon representing a settings gear.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D) > **Inventory** > **Configuration**.
- To export purchase orders or bills, you should receive a purchase order and create a bill.
- When receiving items in a purchase order and you select **Yes** on the popup that asks if you want to copy the purchase order items to your invoice, the items appear on the invoice as chargeable.
- Enabling the **Option to add inventory items to invoices** automatically adds your inventory items to the invoice when receiving these items for a job. Disable this option if you prefer to manually add inventory items to your job invoice to avoid getting duplicate items in your invoice.

## Fully receive a purchase order

> [!NOTE]
> **Note:** When you receive a PO, the system automatically updates invoice item locations to keep job costing and inventory tracking accurate.

1. Go to the navigation bar and click **Inventory** or **Purchasing![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-2n95ttxf.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)**.
2. From the side menu, select **Purchase Orders.** The *Purchase Orders* screen opens.
3. Click the **Sent** tab.
4. Select the PO you want to receive. The PO record opens.![A cursor selecting PO to receive.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-u94xlrf9.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)
5. On the PO record that opens, click **Receive**.![A cursor clicking receive on the PO record.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-9frysh5d.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)The *Receive a Shipment* screen opens.
6. In the **Vendor Document Number** field, enter the vendor document number.

> [!NOTE]
> **Note:** This is required for Intacct customers. If you are not using Intacct, this field is optional.
7. (Optional) Click **Choose File** to attach a file related to the PO.![Image showing the Vendor Invoice Details section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-5f5a2r21.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)
8. (Optional) Click **Add item** to add additional items to the receipt.

> [!TIP]
> **Tip:** For example, you may want to add items if a vendor substituted an item that was different from the item you ordered or a vendor sent an incorrect item that you will keep.

![Image showing how o add items.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-iwaioouw.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)
9. Review the PO and verify the items you received, including the quantity in the **Qty Received** column of the *Item List* table.
10. (Optional) If you received more of an item than the quantity you ordered, enter the quantity you received.
11. When you're finished, click **Save**.

## Partially receive a purchase order

1. Go to the navigation bar and click **Inventory** or **Purchasing![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-hbbm5ya0.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)**.
2. From the side menu, select **Purchase Orders.** The *Purchase Orders* screen opens.
3. Click the **Sent** tab.
4. Select the PO you want to receive.
5. On the PO record that opens, click **Receive**. The *Receive a Shipment* screen opens.
6. Click **Set Qty to Zero** to set the *Qty Received* number to zero.

> [!NOTE]
> **Note:** This can be useful if you only want to receive a small portion of line items. You can set the quantity to zero for all line items and then add in what you intend to receive.
7. If what you received is less than what you have ordered in the PO, adjust this quantity in the *Item List* table under the **Qty Received** column.

> [!NOTE]
> **Note:** The **Qty Received** column in the Item List table is automatically prepopulated with the quantity requested.

![A cursor adjusting the quantity of the items to receive.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-plg376zb.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)
8. When you're finished, click **Save**. The *Roll over unreceived items?* pop-up window opens.
9. To roll over the unreceived items into a new PO and fully receive the current PO, click **Roll Over**.
10. To keep the unreceived items on the current PO and partially receive it, click **Skip**.![Image showing the Roll over unreceived items? pop-up window.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-sziicjsh.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)The *Receipt* screen opens. For more information, see [Manage receipts](/construction/docs/manage-receipts).

> [!TIP]
> **Tip:** To remove unreceived items from a PO in the **Partially Received** tab, select **Rollover P.O.** from the **Actions** dropdown field. Once you select **Rollover P.O.**, the unreceived items will be added to a new PO, and the original PO will be fully received.

![A cursor clicking the Rollover PO option from the Actions dropdown.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-4eqieywm.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)

## Receive purchase orders in bulk

> [!NOTE]
> **Note:** The purchase orders with serialized numbers can be received only individually.

1. Go to the navigation bar and click **Inventory** or **Purchasing![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-pmsjreka.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)**.
2. From the side menu, select **Purchase Orders.** The *Purchase Orders* screen opens.
3. Click the **Sent** or **Partially Received** tab.
4. Select the POs you want to receive.![A cursor selecting POs to receive in bulk.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-6agl5qsa.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)

> [!TIP]
> **Tip:** If you want to receive all POs in the Sent or Partially Received status, select the checkbox at the top.
5. When you're finished, click **Receive**.
6. On the confirmation pop-up window that opens, click **Yes**.![A cursor clicking Yes on the confirmation pop-up window.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/receive-purchase-orders-image-p9o9q5u6.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A06Z&se=2026-10-31T01%3A42%3A06Z&sr=c&sp=r&sig=m07SWu6jRBGR9Jd7nM9D5h69ANcSNQK6VKLELdK%2BvCg%3D)

## FAQ

---

### 

#### How can I receive a purchase order?

Enable the *Receive purchase order* permission in **Settings > Permissions**. For more information on how to enable the permission and receive a purchase order fully or partially, see [Set permissions for an employee or technician role](/construction/docs/set-permissions-for-an-employee-or-technician-role) and [Receive purchase orders](/construction/docs/receive-purchase-orders).

#### Can a vendor purchase order be received after the job invoice has been exported?

Yes. See [Receive purchase orders](/construction/docs/receive-purchase-orders) for more.

#### Does the quantity count decrease in the inventory location once the purchase order (PO) is received?

No, the quantity count doesn't decrease. Once the PO is received, the quantity count increases in the inventory location on the PO. The items should still be added to the invoice in order to be consumed.

## Want to learn more?

- See [Create purchase orders](/construction/docs/create-purchase-orders-2)
- See [Send purchase orders to vendors](/v1/docs/send-purchase-orders-to-vendors)