When materials or services from a purchase order arrive, record the actuals to log what you received. This updates the purchase order's status and, when the purchase order is linked to a project, records the cost in that project's budget.
Follow the written instructions below:
Opening the record actuals window
- Go to Purchase Orders in the Sidebar Navigation menu.
- Find the purchase order you received items for and click its three-dot (⋮) menu in the top right corner of the card.
- Choose "Record actuals."
Recording what you received
- Set the Received date and, if you have it, enter the Vendor invoice #.
- Check the box next to each item that arrived. Each item shows how much has been received so far (for example, 15 / 20 EA recorded).
- To receive a partial amount, click the pencil icon next to an item and enter the quantity received. To log everything at once, use Select all or the Fully Received shortcut at the bottom.
- The Recorded total updates as you select items. When it looks right, press "Add actual."
As you record actuals, the purchase order's status moves from Sent to Partial (some items received) and then to Received once everything is in.
Note: Actuals only flow into a budget when the purchase order is linked to a project. If you need to change what was received, reopen Record actuals and adjust the quantity for that item.
Related articles:
- How do I create and send a Purchase Order?
- How do I process a return on a Purchase Order?
- How do Purchase Orders sync to QuickBooks Online?
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