How do I record a goods receipt and an invoice against a PO?

Once a purchase order is issued, two more things happen against it, and Buildiante keeps them separate: what actually arrived on site, and what the vendor billed you for. Both buttons only appear once the PO is Issued or Partially received — there's nothing to receive or invoice against a draft.

Record a goods receipt

Record this when a delivery actually arrives — it's a record of what showed up, independent of what gets billed.

1. Open the purchase order and click “Record goods receipt.”
2. Enter the Receipt date (defaults to today) and an optional GR ref for your own delivery-note number.
3. For each line, enter the Received quantity — the field shows how much was ordered next to it, so partial deliveries are easy to enter accurately.
4. Click “Record receipt.”

Receiving updates the PO's status automatically: if every line is now fully received, the PO moves to Completed; if only some of it has arrived, it moves to (or stays) Partially received. You don't set this status by hand.

Create an invoice from the PO

Record this when the vendor's invoice arrives, separately from whatever has or hasn't been received yet.

1. Open the purchase order and click “Create invoice from PO.”
2. Enter the Invoice number and Invoice date.
3. For each line, enter the Invoiced quantity & rate — this can differ from both the ordered and received quantities, which is exactly what three-way matching is checking for.
4. Click “Create invoice.”

Once you've recorded receipts and invoices, the PO's Three-way match panel compares ordered, received, and invoiced quantities line by line — see how three-way matching works for what each match status actually means.