Process purchase receipts and returns
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns
section
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# Process purchase receipts and returns
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Process purchase receipts and returns - overview
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/process-purchase-receipts-and-returns-overview
page
When purchase receipts are created and released, they indicate that the purchased goods have been received at the company's warehouses and allocated.
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# Process purchase receipts and returns - overview
When purchase receipts are created and released, they indicate that the purchased goods have been received at the company's warehouses and allocated.
When purchase receipts are created and released, they indicate that the purchased goods have
been received at the company's warehouses and allocated.
In most cases, the purchasing process
is completed when goods are received, and purchase invoices are released to adjust your
outstanding balances with the suppliers.
In some cases, however, if the received items are in unsatisfactory condition or were shipped
by mistake, they must be returned to the supplier for replacement or reimbursement.
Also,
services that were not rendered or were provided partially should be reimbursed.
In these
situations, purchase returns are created in Visma Net to account for the movement of items
back to the supplier.
About purchase receipt processing options
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/about-purchase-receipt-processing-options
page
A purchase receipt is used to track the one-time receipt of goods purchased from a single supplier.
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# About purchase receipt processing options
A purchase receipt is used to track the one-time receipt of goods purchased from a single supplier.
A purchase receipt is used to track the one-time receipt of goods purchased from a
single supplier.
You use a purchase receipt to verify the fulfilment of the purchase
order or orders in which the received goods were ordered.
As such, a purchase
receipt must be linked to the applicable purchase orders.
This topic describes the general workflow of processing purchase receipts in Visma Net.
For more information on tracking purchase order fulfilment, see: [About purchase order processing options](/visma-net-erp/help/purchases/process-purchase-orders/about-purchase-order-processing-options/).
## Creating a purchase receipt
When goods are received, you create a new document with the **Receipt** type by
using the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, which is also used for
processing purchase receipts on per document basis.
On the **Document details** tab, you add lines to specify the quantity and additional
details of all received goods.
If lot or serial numbers are traced for the received
items, they may be assigned at the time of receipt if configured so.
To view the
assigned lot and serial numbers of the received items, click **Allocations** on
the table toolbar of the **Document details** tab.
If purchase orders are involved in your purchasing workflow, you can create purchase
receipts which are based on purchase orders or linked to purchase orders or
particular lines in the orders.
If the goods or services received were previously
ordered with a purchase order, you can create a receipt for this particular purchase
order, by selecting **Actions** and **Create purchase receipt** in the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window.
Only lines
with stock items and non-stock items for which the **Require receipt** check box is selected in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window will be automatically added to the receipt.
Alternatively, when you receive purchases from a single supplier and create a new
purchase receipt by using the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window,
you can add one or multiple purchase orders to this receipt; also you can add
particular lines from purchase orders.
To add a purchase order line into the
purchase receipt, click**Add purchase order line** in the table toolbar on the **Document details** tab of the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/)
window.
To copy all lines
of a purchase order into the purchase receipt, click **Add purchase order** in the table
toolbar.
Receipts can be linked to only normal or drop-ship orders; see [About types of purchase orders](/visma-net-erp/help/purchases/process-purchase-orders/about-types-of-purchase-orders/) for details about
these and other purchase order types. Only lines with stock items and non-stock
items for which the **Require receipt**check box is selected in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window will be automatically added to the
receipt.
The status a new receipt will be saved with depends on the **Hold receipts on entry** check box in the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/).
If this check box is selected, new receipts are saved with the **On hold** status by default.
If you clear this check box, new purchase receipts
are saved with the **Balanced** status by default.
To reduce input errors on receipt creation, you can set up validation of receipt totals by selecting the **For receipts** check box in the **Validate total on entry** section in the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window. If this check box is selected, you must enter the receipt total manually in the **Control amt.** field after verifying the details of the receipt.
## Reordering lines in purchase receipts
You may need to reorder a purchase receipt's lines, for example, if you need the lines of
the printed document to be in a specific order.
Also, you may need to reorder the
lines in the existing purchase receipt, or add a new line at the beginning of a list
or in the middle of it.
You can reorder the lines of a purchase receipt until it has
been released.
The order number of each purchase receipt line on the **Document details**
tab is shown in the **Sort order** column (which is hidden by
default).
Once you reorder the lines, the system automatically regenerates the **Sort order**
numbers for each document line.
You can select the lines to be reordered in any combination, such as the following:
+ A single purchase receipt line (for example, line 3 or 8). To select a single line, click it.
+ Multiple non-contiguous lines (for example, lines 1, 3, and 7). To select these lines, hold **Ctrl** while clicking the row selector next to the needed lines.
+ A contiguous group of purchase receipt lines (for example, line 5 through line 9). To select a group of lines, select the first line in the group, and hold **Shift** while clicking the last line in the group. (Alternatively, you can click the first line and then press **Shift+Down arrow** until all the needed lines are selected.)
+ A non-contiguous group of purchase receipt lines (for example, line 5 through line 7, and line 10). To select a non-contiguous group of lines, hold **Ctrl** while clicking the row selector next to the needed lines.
All selected lines are grouped and thus are moved contiguously, even if you have selected
multiple non-contiguous document lines.
After you have selected the needed lines,
move them to the new place in the table in one of the following ways:
+ Drag the selected line or lines to the place where you want to move them. A thin red line between the table lines shows where these lines will be inserted. Once you drag the selected lines, the system moves these lines and regenerates the **Sort order** numbers for all the lines in the table.
+ When you need to move purchase receipt lines between pages, cut the selected purchase receipt lines and paste them to the new place in the table. To cut the lines, press **Ctrl+X**, or right-click the table and then click **Cut row**. Then click the line above which the cut lines should be inserted, and press **Ctrl+V**; alternatively, you can right-click the table, and then click **Insert cut row**.
Once you reorder the lines, the system automatically regenerates the **Sort order** number for each
document line.
These numbers are used for numbering lines in the printable reports,
such as the printable purchase receipt shown in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window.
You can cancel the line reordering by clicking
**Cancel**in the window toolbar before you save these
changes.
You cannot rearrange lines in the table if custom sorting by any column is applied to the table.
## Inserting lines into purchase receipts
You can insert a single line anywhere in the document.
To do this, click the line above which
the new line should be inserted and then press **Shift+Insert**, or right-click the
needed line and then click **Insert row**.
The system adds a new
blank line. When you finish populating the line information and save your changes,
the system automatically regenerates the **Sort order** numbers for all lines in the
table.
## Calculating supplier discounts on receipts
If the **Customer and supplier discounts** functionality is enabled in your system, you can configure supplier discounts to be applied to receipts.
If purchase receipts are created as original purchasing documents, supplier discounts can be applied automatically or manually depending on how you configure the discounts.
If purchase receipts are created based on purchase orders or lines of purchase
orders, the discounts that were originally applied to the purchase orders are
recalculated based on the original documents (orders). If a **line-level**
discount was applied to a purchase order line, the system automatically recalculates
the discount amount for an appropriate receipt line proportionally to the amount or
quantity of the receipt line and selects the **Manual discount** check box for the receipt line to prevent automatic re-applying of the discounts to
the receipt as to an original document.
The amounts of the **group** and
**document level** discounts for the receipt lines linked to purchase order
are recalculated proportionally to the amount of the receipt lines with respect to
the discountable amount of the purchase order.
## Releasing receipts
You can release a purchase receipt with the **Balanced** status by clicking
**Release**in the window toolbar of the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window.
On release of a purchase receipt, an inventory receipt is generated automatically.
To release multiple purchase receipts simultaneously, use the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/)
window.
On release of a receipt that includes non-stock items requiring receipt, the amounts of appropriate lines are recorded to the purchase accrual accounts (with the purchase accrual subaccount).
The purchase accrual account to be used for receipt of such a non-stock item is defined by
the posting class of the non-stock item; the default account assigned to the item on
the **General ledger accounts** tab of the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window will be used if the posting class's **Use purchase accrual account from** rule points to it (that is, to have the **Item** option selected).
The purchase accrual subaccount is also defined by the settings of
posting class of the item; the default subaccount assigned to the item on the **General ledger accounts** tab will be used as one of the segment value sources for the resulting
subaccount according to the **Combine purchase accrual sub from** rule.
If the **Release inventory documents automatically** option on the **General settings** tab of the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window is selected, the inventory receipt is released automatically once it is generated.
By using the following options on the **General settings** tab of the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window, you can adjust the workflow for processing the purchase receipts and the related documents as needed in your organisation:
+ The **Create invoice on receipt release** check box provides the default value for the **Create invoice** check box in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window. You can override this setting if needed for the particular receipt. For the convenience of the users, select this check box if invoices should be generated automatically for most receipts. Clear this check box if the users should enter invoices manually for most receipts or if the users enter or import the invoices and later link them to receipts.
+ If the **Release supplier ledger documents automatically** option is selected, the purchase invoices based on the purchase receipts are released automatically once they are generated.
For each purchase order or purchase order line added to the purchase receipt, the system calculates the quantities of the received goods, and displays this value for each line in the **Qty. on receipts** column on the **Document details** tab of the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window.
For blanket purchase orders, these quantities of items (the **Qty. on receipts** column) are updated from the lines of normal purchase orders linked to these blanket orders.
The system changes the purchase order's status to **Closed** after the ordered
quantity of the purchased goods has been received.
Related pages
Concepts
Tasks
Windows
About purchase price variance
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/about-purchase-price-variance
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The purchase price variance is the difference between the total price of an item on a purchase receipt and the total price of the item on a related purchase invoice.
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# About purchase price variance
The purchase price variance is the difference between the total price of an item on a purchase receipt and the total price of the item on a related purchase invoice.
## Purchase price variance calculation
This difference may have various causes, such as changes in the delivery costs.
When you create a purchase receipt in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, you will normally enter estimates for the prices of the items in the receipt, since you do not know their actual prices. When you create the related purchase invoice in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, you do know the actual prices and any additional costs, and can enter these on the invoice.
When you release the purchase invoice, the system calculates the purchase price variance for each line item as the difference between the total cost of the item on the purchase receipt and the total cost of the item on the invoice.
The item cost on the purchase receipt depends on the cost valuation method assigned to the item. The ways in which the calculated purchase price valuation can be allocated depends on the selected item cost valuation method and allocation mode for the stock item.
## Purchase price variance valuation methods and allocation modes
[Stock items (IN202500)](/visma-net-erp/help/inventory/inventory-windows/stock-items-in202500/)
Valuation methods for stock items are set using the **Valuation method** field in the **Stock items** window.
If a stock item has been assigned the valuation method **Standard**, the purchase price variance amounts are allocated to the standard cost variance account defined by the posting class of the item.
[Purchase order preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/)
If a stock item has been assigned the valuation method **Average**, **FIFO**, or **Specific**, you can select one of the following modes of purchase price variance allocation in the [Purchase order preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window:
Inventory account
: Select this allocation mode to register the variance to the inventory accounts and thereby update the item costs. If you select this mode, you must also select a reason code that provides the expense accounts and subaccounts used for the purchase price variance allocation. For examples on how to use the Inventory account allocation mode, see [Purchase price variance allocation - example 1](/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/purchase-price-variance-allocation-example-1/) and [Purchase price variance allocation - example 2](/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/purchase-price-variance-allocation-example-2/).
Purchase price variance account
: Select this allocation mode to register the variance to the purchase price variance accounts defined by the posting class of the item.
About return processing options
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/about-return-processing-options
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In most cases, the purchasing process is completed when goods are received, and purchase invoices are released to adjust your outstanding balance with the supplier.
2026-02-19T17:09:06+01:00
# About return processing options
In most cases, the purchasing process is completed when goods are received, and purchase invoices are released to adjust your outstanding balance with the supplier.
In most cases, the purchasing process is completed when goods are received, and
purchase invoices are released to adjust your outstanding balance with the
supplier.
In some cases, however, items that have been delivered in an unsatisfactory
condition or shipped by mistake should be returned to the supplier for replacement or
reimbursement.
Also, services that were not rendered or were provided partially
should be reimbursed.
This topic describes the general workflow of processing purchase returns in Visma Net.
## Recording returns in the Purchases workspace
When goods must be returned to the supplier, you can create receipts of the **Return** type in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window.
When you create a return, you can add a purchase order, add an order line, or specify
the items with their quantities manually.
If you have added a purchase order or a
line of the purchase order and specified the quantity to be returned to the supplier,
you may need to select the **Open purchase order line**check box for the
return line to keep the linked order line open until replacement for the returned
items is received.
If you select the **Open purchase order line** check box
for a return line, the quantity on receipts in the original order line (which is
linked to the return line) will be decreased by the quantity in the appropriate
return line.
You can add stock and non-stock items to returns.
For stock items, you must specify the
warehouse from which the items will be issued to be sent back to the supplier.
For items with lot or serial numbers, you can click **Allocations** in the table toolbar of the **Document details** tab to specify these numbers for the returned units.
Also, notes and files can be attached to the document so you can give your supplier detailed information about why the items are being returned.
For each line in the return receipt, a reason code must be specified.
When the item
is returned, on release of the purchase return, the item's extended cost is recorded
to the expense account defined by the reason code specified for each return line.
The further processing of returns in Visma Net involves integration with the Inventory and Supplier ledger workspaces.
## Processing returns in the Inventory workspace
Once the return document (a receipt of the **Return** type) is released, the system automatically generates an inventory issue that includes only stock items; non-stock items of the **Non-stock** type that were listed on the return, are not included in this inventory issue.
The inventory issues that are generated for returns are released immediately if the **Release inventory documents automatically** option is selected in the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window; otherwise, you should release the
issues manually in the Inventory workspace.
Once inventory issues are released, the
availability data for the items is updated:
The quantities of returned items are
deducted from the item quantities available at the specified warehouse locations.
On release of such an inventory issue, the following general ledger entries are generated:
+ Purchase expense account, purchase expense subaccount: Dr, ext. cost
+ Inventory account, inventory subaccount: Cr, ext. cost
The extended cost for an issue of the **Return** type is calculated as for an regular issue: Unit cost used for the item on the inventory issue for return depends on the valuation method (for instance, for items with **Average** as the valuation method, it is the current unit cost calculated at the moment of release of the issue. The purchase expense account is associated with the reason code specified for return, while the inventory account is determined by the posting class of the item.
Once an item is issued from its warehouse location according to the inventory issue document, the item can be shipped or transferred to the supplier.
## Processing returns in the Supplier ledger workspace
To make the system automatically generate an supplier ledger purchase credit note when a return
(receipt of the **Return** type) is released, select the **Create invoice**check
box in the top part of the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window for this return.
Alternatively, you will need to click **Actions - Enter supplier ledger invoice** for the return in the window toolbar to generate a purchase credit note.
The supplier ledger purchase credit notes are released immediately if the **Release supplier ledger documents automatically** option is selected in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window; otherwise, you should release these adjustments manually in the Supplier ledger workspace.
On release of the purchase credit note, the following general ledger entries are generated:
+ Supplier ledger account, supplier ledger subaccount: Dr, ext. cost
+ Purchase expense account, purchase expense subaccount: Cr, ext. cost
The purchase expense account is associated with the reason code specified for return, while the supplier ledger account is associated with the supplier location.
Further processing of returns depends on the agreement between your company and the
supplier.
The stages of processing the item at the supplier company are not reflected by
the return's statuses.
You can complete the processing of the return in the Supplier ledger workspace in one of the following ways:
+ If the supplier usually refunds your company for returned items, you should enter the refund and apply it to the appropriate purchase credit note.
+ If the supplier usually sends your company replacements for all returned items, create a purchase return and link it to the original order.If the **Require approval of invoices prior to payment** check box is selected in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window, make sure that the purchase credit notes are not approved for payment until the associated returns are received and approved by the supplier; otherwise, the adjustments might be applied to unrelated invoices.
## Viewing returns
You can view information about item movements by using the [Inventory transaction summary](/visma-net-erp/help/inventory/inventory-windows/inventory-transaction-summary-in406000/) window.
The items that were received and
issued in the same period with no sales or transfer quantities specified are returns
with cost information specified.
To get more specific information, use the [Inventory transaction history](/visma-net-erp/help/inventory/inventory-windows/inventory-transaction-history-in405000/) window. In this window, you can select
a particular stock item and view the reference numbers of purchase return
documents.
## Tracking costs on returns: an example
Suppose that your company purchased five chairs (item ID **CHR00124**) with a
unit price at €100.
The item with this item ID is assigned the **Average**
valuation method.
On release of the inventory receipt, the item's extended cost was recorded to the purchase accrual account defined by the posting class of the item.
The following general ledger entries
are generated:
+ Inventory account, inventory subaccount: Dr, 500
+ Purchase accrual account, purchase accrual subaccount: Cr, 500
The inventory account and purchase accrual account for each item are determined by the
posting class of this item; the rule for the selection of the posting class is
specified in the [Posting classes (IN206000)](/visma-net-erp/help/inventory/inventory-windows/posting-classes-in206000/)
window in the **Use inventory/accrual account from** and **Use purchase accrual account from** fields, respectively.
If the **Subaccounts** functionality is enabled in your system, the inventory subaccount used for the batch transaction is defined by the rule specified in the **Combine inventory/accrual sub. from** field on the same window, and the purchase accrual subaccount is defined by the rule in the **Combine purchase accrual sub. from** field.
On release of the supplier ledger invoice, the following general ledger entries are generated:
+ Purchase accrual account, purchase accrual subaccount: Dr, 500
+ Supplier ledger account, supplier ledger subaccount: Cr, 500
The supplier ledger account and supplier ledger subaccount are associated with the location of the supplier in the [Supplier locations (AP303010)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-locations-ap303010/) window.
Later, an employee discovered that the chairs are of the wrong colour.
A purchase
receipt of the **Return** type was created, and the original purchase order was
added to this receipt.
On release of this purchase receipt, the system generates an
inventory issue.
On release of the inventory issue, the following general ledger entries are
generated:
+ Purchase expense account, purchase expense subaccount: Dr, 512.50
+ Inventory account, inventory subaccount: Cr, 512.50
The purchase expense account is determined by the reason code specified for the
return line.
The default reason code for returns can be specified in the
**Purchase order return reason code** in the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window.
The extended cost on the inventory issue differs from the extended cost on the original receipt, because for inventory issues, the system uses the current average cost of the item, which is 102.50.
On release of the purchase credit note, the following general ledger entries are generated:
+ Supplier ledger account, supplier ledger subaccount: Dr, 500
+ Purchase expense account, purchase expense subaccount: Cr, 500
Thus, the purchase expense account (purchase expense subaccount) accrues any differences in costs as expenses, in this case, the amount of 12.50.
Related pages
Concepts
Tasks
Create a purchase receipt
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/create-a-purchase-receipt
section
By using the Purchase receipts (PO302000) window, you can create a purchase receipt for a particular purchase order or any items received at a specific warehouse for multiple purchase orders.
2026-02-19T17:09:06+01:00
# Create a purchase receipt
By using the Purchase receipts (PO302000) window, you can create a purchase receipt for a particular purchase order or any items received at a specific warehouse for multiple purchase orders.
For more information: [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/).
1. Go to the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) (PO302000).
1. Select **Receipt** as the receipt type.
1. Select the supplier in the **Supplier** field.
1. Check the location of the supplier, and change it if needed.
1. Check the date of the receipt, and change it if needed.
1. Select the **Create invoice** check box if you want the system to create an invoice for the received items automatically. If you want to create an invoice later, do not select the check box.
1. In the **Supplier ref.** field, specify the reference number of the supplier's original document if references to supplier documents are required in your system.
1. Provide a brief description of this receipt.
1. If you need to add the received items by entering specific item IDs or by scanning bar codes, click **Add line**. The **Add receipt line** dialog box opens. For each item that you want to add, do the following:
1. Enter the item's item ID in the **Item ID** field.
1. If there is only one purchase order with this item, notice that the reference number of the order has been inserted in the **Purchase order no.** column for this row. Proceed to step 9e.
1. If there are multiple orders with this item, when the **Add purchase order line** dialog box opens (displaying the lines with this item from multiple orders), select the check box next to the line that you want to add to the receipt. Notice that the reference number of the order has been inserted in the **Purchase order no.** column for this row.
1. At the bottom of the **Add purchase order line** dialog box, click **Add and close**.
1. Review the information about the order line in the **Add receipt line** dialog box, and click **Add line**.
1. If you added lines, in the **Add receipt line** dialog box, click **Close**.
1. Review any added lines, and specify the correct quantities of the received items in the **Receipt qty.** column.
1. Make sure the **Hold** check box is selected, and click ****.
1. If you need to add lines for items from specific purchase orders, click **Add purchase order**. The **Add purchase order** dialog box opens.
1. Select the check boxes (in the column with a check box as a column heading) next to orders that you want to add to the receipt.
1. Click **Add and close** at the bottom of the **Add purchase order** dialog box.
1. Review the order lines, delete the unneeded lines, and specify the quantities of the received items.
1. Click .
1. If you need to add specific lines from purchase orders, click **Add purchase order line** on the table toolbar. For each line that you want to add, perform the following actions:
1. In the **Order no.** column, select the order by its reference number.
1. Review its lines and select the line with the received item.
1. Click **Add** at the bottom of the **Add purchase order line** dialog box.
1. If you have added lines from purchase orders in the previous step, review each added line, and in the **Receipt qty.** column, specify the correct quantities of the received items.
1. If any of the added items require lot or serial numbers, click **Allocations** in the table toolbar. In the **Allocations** dialog box, select the lot or serial numbers of the received items.
1. Click .
1. Review each of the items for which lot or serial numbers must be specified when the items are received (which is indicated by a yellow exclamation mark in the **Receipt qty.** column). To specify particular locations or lot or serial numbers for each item, execute the following steps:
1. Select a line with an item requiring allocation, and click **Allocations** on the table toolbar. The **Allocations** dialog box opens.
1. If you need to distribute the item quantity among multiple locations, in the **Location** column, select one of the locations with a non-zero quantity of the item and specify the quantity to be received to this location in the **Quantity** column. Add lines with other locations as needed until the entire quantity is distributed.
1. If you need to assign lot or serial numbers to the units of the item, select the location where the units will be stocked. Notice the value in the **Start lot/serial no.** field, and specify the quantity of units for which the lot or serial numbers will be generated.
1. Click **OK** to save the allocations and close the dialog box.
1. If the **Control quantity** field is available in the top part of the window, type the total quantity of the receipt.
1. If the **Control amount** field is available in the to part of the window, type the total amount of the receipt.
1. Clear the **Hold** check box in the top part of the window.
1. Click ****.
1. Click **Release**.
To view the details of the original order linked to any selected line in this receipt, click the **View purchase order** button on the table toolbar.
To view the inventory receipt generated for this receipt, in the window toolbar, click **Inquiries - View inventory document**.
To view the invoice generated for this receipt, in the window toolbar,
click **Inquiries** and select **View supplier document**.
Parent topic:
[Process purchase receipts and returns - overview](/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/process-purchase-receipts-and-returns-overview/)
Create a purchase return
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/create-a-purchase-return
section
To create a purchase return, by using the Purchase receipts (PO302000) window, you create a purchase receipt of the Return type for the items to be returned to the supplier for an replacement or an refund.
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# Create a purchase return
To create a purchase return, by using the Purchase receipts (PO302000) window, you create a purchase receipt of the Return type for the items to be returned to the supplier for an replacement or an refund.
For more information: [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/).
1. Go to the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window.
1. Select **Return** as the receipt type.
1. Select the supplier in the **Supplier** field.
1. Check the location of the supplier, and change it if needed.
1. Check the date of the return and change it if needed.
1. Select the **Create invoice** check box if you want the system to create a purchase credit note for the returned items automatically. If you want the returned items to be replaced, do not select the check box.
1. In the **Supplier ref.** field, specify the reference number of the supplier's original document such as return authorisation.
1. Provide a brief description of this return.
1. If you need to add the items (to be returned) by entering specific item IDs or by scanning bar codes, click **Add line** on the table toolbar. The **Add receipt line** dialog box opens. For each item that you want to add, do the following:
1. Enter the item ID in the **Item ID** field.
1. If there is only one order with this item, notice that the reference number of the order has been inserted in the **Purchase order no.** column for this row. Proceed to Step 9e.
1. If there are multiple orders, when the **Add purchase order line** dialog box opens (displaying the lines with this item from multiple orders), select the check box next to the line that you want to add to the return. Notice that the reference number of the order has been inserted in the **Purchase order no.** column for this row.
1. At the bottom of the **Add purchase order line** dialog box, click **Add and close**.
1. Review the information about the order line in the **Add receipt line** dialog box, and click **Add line**.
1. If you added lines, in the **Add receipt line** dialog box, click **Close**.
1. Review any added lines, and specify the correct quantities of the returned items in the **Receipt qty.** column.
1. Make sure the **Hold** check box is selected, and click  in the window toolbar.
1. If you need to add items from specific purchase orders, click **Add purchase order**. The **Add purchase order** dialog box opens.
1. Select the check boxes (in the column with a check box as a column heading) next to orders that you want to add to the purchase return.
1. Click **Add and close** at the bottom of the **Add purchase order** dialog box.
1. Review the order lines, delete the unnecessary lines, and specify the quantities of the items to be returned.
1. Click .
1. If you need to add specific lines from purchase orders, click **Add purchase order line** on the table toolbar. For each line that you want to add, perform the following actions:
1. In the **Order no.** column, select the order by its reference number.
1. Review its lines and select the line with the item to be returned.
1. Click **Add** at the bottom of the **Add purchase order line** dialog box.
1. If you have added lines from purchase orders in the previous step, review each added line and in the **Receipt qty.** column specify the correct quantities of the returned items.
1. Click .
1. Review each of the items requiring allocation (which is indicated by a yellow exclamation mark in the **Receipt qty.** column). To specify particular locations or lot or serial numbers for each item, execute the following steps:
1. Select a line with an item requiring allocation, and click **Allocations** on the table toolbar. The **Allocations** dialog box opens.
1. If the specified location has lower quantity than the quantity to be returned, in the **Location** column, select one of the locations with a non-zero quantity of the item and specify the quantity to be returned from this location in the **Quantity** column. Add lines with other locations as needed.
1. If you need to return units of the item with particular lot or serial numbers, select the location where they are stocked. In the **Lot/serial no.** column, select the lot or serial number for the returned unit. Notice as the line quantity changes to 1 for a serialised item or to the lot quantity for a lot. A new line for the remaining quantity is added. In the new line, select another lot or serial number. Continue selecting numbers until the remaining quantity of the return line is zero.
1. Click **OK** to save the allocations and close the dialog box.
1. Review the receipt lines, and if needed, do the following for each line:
1. Select a specific reason code instead of the default reason code for returns.
1. Select the **Open purchase order** check box to open the purchase order line that is linked to the receipt line and to update (that is, decrease) the quantity on receipts for the order line.
1. If the **Control quantity** field is available in the top part of the window, type the total quantity on the return.
1. If the **Control amount** field is available in the top part of the window, type the total amount of the return.
1. Clear the **Hold** check box in the top part of the window.
1. Click .
1. Click **Release**.
1. To view the details of the original order linked to any selected line in this return, click the **View purchase order** button in the table toolbar.
1. To view the inventory issue generated for this receipt, in the window toolbar, click **Inquiries - View inventory document**. To view the purchase credit note generated for this receipt, in the window toolbar, click **Inquiries - View supplier document**.
Parent topic:
[Process purchase receipts and returns - overview](/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/process-purchase-receipts-and-returns-overview/)
Add items in purchase receipts using barcode scanner
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/add-items-in-purchase-receipts-using-barcode-scanner
section
You can use barcode scanning to effectively receive products at a warehouse.
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# Add items in purchase receipts using barcode scanner
You can use barcode scanning to effectively receive products at a warehouse.
From the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, you can invoke the **Add line** dialogue, where you scan a product barcode, the system finds the item record, brings up the item information, and adds a new line to the receipt.
## How to use barcodes to add purchase receipt lines
1. Go to the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window.
1. Click  to add a new receipt and select a supplier.
1. Click **Add line**.
1. Add the bar code to the **Barcode** field with a scanner or enter it manually.
To use the dialogue for barcode scanning, make sure the **Add line automatically** option is selected. Then, once the fields in the dialogue are filled in, the system creates a new line automatically.
If you select the **Add one unit per barcode** check box in the dialogue, each time you scan a barcode, the item quantity for the receipt will be increased by one unit.
If you clear the check box when an item barcode is scanned, the system searches the purchase order that matches the supplier and item ID associated with the barcode. Then the system inserts the quantity of the item from the purchase order. If no such order is found, the system inserts one unit.
Add item to purchase receipt using supplier part ID
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/add-item-to-purchase-receipt-using-supplier-part-id
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When receiving the items for a purchase order I want to search and add the items to the receipt by using the supplier part ID.
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# Add item to purchase receipt using supplier part ID
When receiving the items for a purchase order I want to search and add the items to the receipt by using the supplier part ID.
1. Go to the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window.
1. Select the supplier in the **Supplier** field.
1. Click **Add line** and the **Add receipt line** window opens.
1. Write the supplier part ID in the **Item ID** field and press **Enter** on the keyboard. If there is only one purchase order for the supplier containing the item, you will see the reference to the purchase order in the **Order no.** field. When you add the line to the purchase receipt, it is connected to the purchase order, so that the correct purchase order item is received. If there are several purchase orders for the supplier containing the item, the system will open the **Add purchase order line** window after you have entered the supplier part ID. Here you can select which purchase order item you receive and add it to the purchase receipt.
> [!NOTE]
> that you can also add items with the help of barcodes in the **Add receipt line** window.
Process a cash-on-delivery (COD) transaction
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/process-a-cash-on-delivery-cod-transaction
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The type of purchasing transaction for which a buyer pays at the time of delivery is generally referred to as cash on delivery (COD) or, because other methods of payment besides cash might be involved, collect on delivery (COD).
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# Process a cash-on-delivery (COD) transaction
The type of purchasing transaction for which a buyer pays at the time of delivery is generally referred to as cash on delivery (COD) or, because other methods of payment besides cash might be involved, collect on delivery (COD).
The type of purchasing transaction for which a buyer pays at the time of delivery is
generally referred to as **cash on delivery (COD)** or, because other methods of payment
besides cash might be involved, **collect on delivery (COD)**.
Visma Net provides you with functionality that you can use to account for payments made on
delivery.
This topic describes the basic workflow when you process a purchase order to be paid on delivery.
## Basic process
To process a purchase order that will be paid on delivery, you perform the following general steps:
1. **Create a purchase order** In the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window, create a purchase order. Select the supplier, and provide all the required details about the goods and services to be purchased. Save the order. Depending on your company's policies, additional steps might follow the creation of the purchase order, for instance, for approval of the order.
1. Prepare a supplier ledger payment
In the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window,
open the prepayment request, and click **Pay invoice/apply adjustment** on the
**Actions** menu.
This action opens the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window with information filled in for a new supplier ledger
payment, which is ready to be saved.
Save and release the payment.
1. Create a receipt for the purchase order. Once the goods are received and payment is made, you can create a receipt in either of the following ways:
+ In the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window, open the original purchase order, on the **Actions** menu, select **Create receipt**. This opens the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window with a ready-to-save receipt.
+ In the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, specify the supplier, and on the table toolbar of the **Details** tab, click **Add purchase order**. Select the original purchase order to add to the receipt.
Save the receipt.
1. **Release the receipt**
On release of the receipt, the system generates an supplier ledger invoice, applies prepayment to the purchase order, and changes the status of the purchase order to **Closed**.
Parent topic:
[Process purchase receipts and returns - overview](/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/process-purchase-receipts-and-returns-overview/)
Purchase price variance allocation - example 1
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/purchase-price-variance-allocation-example-1
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This topic gives examples of the documents that you create and the transactions that the system generates for purchase price variance allocation.
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# Purchase price variance allocation - example 1
This topic gives examples of the documents that you create and the transactions that the system generates for purchase price variance allocation.
The examples assume that:
+ You select **Inventory account** as the allocation mode for purchase price variance (PPV) amounts.
+ You assign the **Average cost** valuation method to the purchased items.
+ All quantities of items in stock remain unchanged between the dates of receipt and invoice.
## Step 1 - Create a purchase receipt
In the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, you create a purchase receipt for the following items.
### Purchase receipt
|Item|Quantity|Unit cost|Amount|
|---|---|---|---|
|**Item 1**|10|250|2500|
|**Item 2**|23|120|2760|
|**Item 3**|15|380|5700|
|**Total**:|10960|||
When you release the purchase receipt, the system creates the following transactions.
### General ledger transactions generated for the inventory receipt
|Account|Debit amount|Credit amount|
|---|---|---|
|**Inventory (Item 1)**|2500|0|
|**Inventory (Item 2)**|2760|0|
|**Inventory (Item 3)**|5700|0|
|**Purchase accrual:**|0|10960|
## Step 2 - Create an invoice
In the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, select Actions - Create purchase invoice.
When you receive and enter the purchase invoice for the initial quantities of the items, you enter the following information.
### Purchase invoice
|Item|Quantity|Unit cost|Amount|
|---|---|---|---|
|**Item 1**|10|450|4500|
|**Item 2**|23|120|2760|
|**Item 3**|15|180|2700|
|**Total**:|9960|||
When you release the purchase invoice, the system creates the following transactions.
### General ledger transactions generated for the purchase invoice
|Account|Debit amount|Credit amount|
|---|---|---|
|**Purchase accrual**|9960|0|
|**Supplier ledger**|0|9960|
When you release this invoice, the system also creates an inventory adjustment with the following lines.
### Inventory adjustment
|Item|Extended cost|
|---|---|
|**Item 1**|2000|
|**Item 3**|-3000|
### General ledger transactions generated for the inventory adjustment
|Account|Debit amount|Credit amount|
|---|---|---|
|**Inventory (Item 1)**|2000|0|
|**Inventory (Item 2)**|0|3000|
|**Purchase accrual**:|1000|0|
Purchase price variance allocation - example 2
/visma-net-erp/help/purchases/process-purchase-receipts-and-returns/purchase-price-variance-allocation-example-2
page
This topic gives examples of the documents that you create and the transactions that the system generates for purchase price variance allocation.
2026-02-19T17:09:06+01:00
# Purchase price variance allocation - example 2
This topic gives examples of the documents that you create and the transactions that the system generates for purchase price variance allocation.
The examples assume that:
+ You select **Inventory account** as the allocation mode for purchase price variance (PPV) amounts.
+ You assign the **Average cost** valuation method to the purchased items.
+ Some quantities of the purchased items were issued (sold) between the date of the receipt and the date of the invoice.
## Step 1 - Create a purchase receipt
In the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, you create a purchase receipt for the following items.
### Purchase receipt
|Item|Quantity|Unit cost|Amount|
|---|---|---|---|
|**Item 1**|10|250|2500|
|**Item 2**|23|120|2760|
|**Item 3**|15|380|5700|
|**Total**:|10960|||
When you release the purchase receipt, the system creates the following transactions.
### General ledger transactions generated for the inventory receipt
|Account|Debit amount|Credit amount|
|---|---|---|
|**Inventory (Item 1)**|2500|0|
|**Inventory (Item 2)**|2760|0|
|**Inventory (Item 3)**|5700|0|
|**Purchase accrual**:|0|10960|
## Step 2 - Create an inventory issue
During the next few days, you sell some quantities of the items. The system generates an inventory issue with the following lines.
### Inventory issue
|Item|Quantity|Unit cost|Amount|
|---|---|---|---|
|**Item 1**|7|250|1750|
|**Item 2**|23|120|2760|
|**Item 3**|5|380|1900|
|**Total**:|6410|||
As a result of this inventory issue, the system generates the following transactions.
### General ledger transactions generated for the issue (sale)
|Account|Debit amount|Credit amount|
|---|---|---|
|**Inventory (Item 1)**|1750|0|
|**Inventory (Item 2)**|2760|0|
|**Inventory (Item 3)**|1900|0|
|**Expense (COGS)**|0|6410|
## Step 3 - Create an invoice
In the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, select Actions - Create purchase invoice.
When you receive and enter the purchase invoice for the initial quantities of the items, you enter the following information.
### Purchase invoice
|Item|Quantity|Unit cost|Amount|
|---|---|---|---|
|**Item 1**|10|450|4500|
|**Item 2**|23|200|4600|
|**Item 3**|15|180|2700|
|**Total**:|11800|||
When you release the purchase invoice, the system creates the following transactions.
### General ledger transactions generated for the purchase invoice
|Account|Debit amount|Credit amount|
|---|---|---|
|**Purchase accrual**|11800|0|
|**Supplier ledger**|0|11800|
When you release this invoice, the system also creates an inventory adjustment with the following lines.
### Inventory adjustment
|Item|Extended cost|
|---|---|
|**Item 1**|600|
|**Item 3**|-2000|
|**Item 1 (PPV expense)**|1400|
|**Item 2 (PPV expense)**|1840|
|**Item 3 (PPV expense)**|-1000|
When you release this adjustment, the system generates the following transactions.
### General ledger transactions generated for the inventory adjustment
|Account|Debit amount|Credit amount|
|---|---|---|
|**Inventory (Item 1)**|600|0|
|**Inventory (Item 3)**|0|2000|
|**PPV expense (Item 1)**|1400|0|
|**PPV expense (Item 2)**|1840|0|
|**PPV expense (Item 3)**|0|1000|
|**Purchase accrual**|0|2000|
|**Purchase accrual**|0|1840|
|**Purchase accrual**|3000|0|