Purchasing GuidePurchase Receipts

Purchase Receipts

Record what physically arrived so your inventory and product costs stay accurate.

What is this?
A Purchase Receipt (PR) is the record of goods that landed at your store — products, quantities, and the cost you actually paid.
When to use it
Use a Receipt the moment stock arrives. Confirming it is what updates your on-hand inventory and refreshes product costs.

Three ways to start a Receipt

1

Import from a Purchase Order

Start from an existing PO. Quantities and costs pre-fill — adjust what actually arrived.

2

Upload a Vendor Invoice

Octopos only. AI reads the invoice and fills in products, quantities, and costs for you.

3

Enter Manually

Start from scratch — pick the vendor, scan or search products, and enter what came in.

How to create one

Method 1 — Import from a Purchase Order

  1. Open the PO in Purchasing → Purchase Orders.
  2. Click Convert to Receipt.
  3. Adjust quantities to match what actually arrived.
  4. Fix any unit costs that differ from the PO.
  5. Click Confirm to update inventory.

Method 2 — Upload a Vendor Invoice

  1. Go to Purchase Receipts and click Upload Invoice.
  2. Drop in the PDF or photo of the vendor invoice.
  3. Let the AI parse vendor, products, quantities, and costs.
  4. Review and correct any mismatched line items.
  5. Click Confirm.

Method 3 — Enter Manually

  1. Click New Receipt.
  2. Pick the vendor and location.
  3. Scan or search products and enter quantity + unit cost for each.
  4. Click Confirm.

Lifecycle

Purchase Receipt lifecycle
DraftConfirmed
Either state can be →Voided

Confirming a receipt updates inventory.

Cost variance
If the cost on the Receipt is different from the PO, the Receipt wins — your product cost updates to what you actually paid. This keeps margins honest.
Vendor credits
If you received less than expected or a damaged item, you can generate a vendor credit directly from the Receipt. The credit can be applied to a future Bill.
Next step
Purchase Bills
Record what you owe the vendor and when it's due.