Receive Items with a Purchase Order

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Receive Items with a Purchase Order

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The following describes how to receive items on your handheld with a purchase order. This guide assumes that you have Bin Mandatory enabled for your location. If you are not using bins you may skip any step that refers to them.

Please note that if you have Bin Mandatory enabled it is recommended that you consider using inventory put-aways for more robust bin handling functionality. Please consult your Business Central partner for a recommendation specific to your situation.

Step 1

From the WMS Express home screen, select Receive.

Step 2

A list of available purchase orders will be displayed.

Step 3

Scan the purchase order barcode to open the purchase order. If you do not have a barcode you can manually open the purchase order with a double-tap on the purchase order or by tapping the purchase order and selecting Menu > Choose—or, if your handheld has a physical keyboard—tapping the purchase order and pressing Enter.

Step 4

The purchase order will open and display a list of items to receive.

Step 5

Scan the bin you want to receive into.

Step 6

Scan the item you want to receive. If you do not have a barcode you can manually select the item with a double-tap on the item or by tapping the item and selecting Menu > Change Quantity—or, if your handheld has a physical keyboard—tapping the item and pressing Enter.

Step 7

The next step depends on how you select the item and whether the item requires item tracking information (lot and serial numbers and their expiration dates).

  • Method #1: Scan the item

    • A dialog box will appear prompting you to enter the quantity, unit of measure, and item tracking information (if applicable). Enter these and then select OK.
  • Method #2: Manually select the item
    • Scenario A: No item tracking
      • A dialog box will appear prompting you to enter the quantity and unit of measure. Enter these and then select OK.
    • Scenario B: Item tracking required
      1. The Item Tracking screen will appear.
      2. From the Item Tracking screen, select Menu > Add.
      3. Enter the quantity, unit of measure, and item tracking information, then select OK.
      4. Repeat for each lot or serial number.
      5. Once all item tracking information has been entered, select Menu > Close.

The Qty. to Receive will be updated in Business Central.

Step 8

Select Menu > Post. A confirmation dialog box will appear, select Yes to post the receipt.

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6 Comments

  1. Gert Kaasik
    Gert Kaasik April 7, 2025 at 12:17 am

    Are there any updates on the: “Reduce manual data entry by including item tracking information in your item barcode. For more information, see (Article coming soon).”?

    It this configurable using WMS Express or Barcode Generator PowerTool should be used?

    • Terri Vaive April 8, 2025 at 7:10 am

      Hello Gert,

      If you include the item tracking information in a concatenated barcode with the Item No. and other information, or have multiple labels on the inbound item including a barcode corresponding to the item tracking, you can record this information at receipt using scans.

      If you only have the Item No. barcoded you would need to enter the Tracking information manually on the Quantity Dialog when entering the quantity of the Item you are receiving.

      Thank you,

      • Gert Kaasik
        Gert Kaasik April 8, 2025 at 10:57 pm

        Thanks! We would like to print out concatenated barcode including Item No + Tracking No after entering the receipt quantity (Print On Qty. Change enabled). WMS Express Item Barcode Label prints out the barcode as only Item No. Is it possible to configure what information gets encoded to barcode or do we need to use Barcode Generator PowerTool to create custom encoding?

        • Terri Vaive April 9, 2025 at 7:12 am

          Hello Gert,

          Yes, absolutely, but Custom Reports and Report Layouts are handled by the Business Central partner and would not be something mainly done by us, except on a Time and Materials basis with no definite quote.

          You are free to use the default reports as the basis for your custom reports and we can also provide some insight and/or support in certain instances while they are being developed by the partner.

          You will need a barcode rule to properly capture the concatenated information, and once you have your report you can use Regular Expressions to capture the barcode output as desired in the Insight Works Barcode Rules page in Business Central.

          Thank you,

  2. Sue Fawcett
    Sue Fawcett September 10, 2024 at 2:18 am

    We have an issue with this when we go to post which states the PO must have status “open” however that contradicts everything above and standard practice would be to be receipting only RELEASED purchase orders?

    • Terri Vaive September 10, 2024 at 11:41 am

      Hello Sue,

      With receiving we have no code set within WMS Express that sets where a Purchase Order has to be ‘released’ or ‘open’ upon receiving. Mostly because if an item comes in the door and needs to be receive you can receive whether Purchase Order is ‘open’ or ‘released’ from the handheld. If you have Warehouse Receipts required turned on, the Receiving application on the handheld will allow you to create a Warehouse Receipt from the handheld.

      There is the ability in WMS Express Device Configuration, on the Receiving Fasttab, to change whether you wish to see Purchase Orders that are released or not on the handheld.

      Thank you,

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