Receiving items for a purchase order

The following procedures detail how to receive purchase items in a purchase order. You can receive purchase items individually or in bulk. You can also receive all of the purchase items for a purchase order at one time.

To receive a quantity of items for an individual purchase item

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order from the list.
3. Scroll down to the Details section and double-click a purchase item from the list.
   Track-It! displays the Purchase Item dialog.
4. In the Receiving Information section, click  Receive Purchase Item.
   The Receive Purchase Item window displays the details including product name, quantity ordered, and quantity to receive details.
5. Click on the Quantity to Receive field and use the arrows to select the number of purchase items to receive.

6. (2022 Release 01) (Optional) To create assets for the received purchase items, select Create Asset.

   Important

   Selecting Create Asset creates a corresponding asset in the Asset Management module. For more information, see Managing Assets.

7. (2022 Release 01) (Optional) Select Create License to create a new software license for each item received in the Software License Management module. For more information, see Linking software licenses to software titles.

   Important

   The Create License check box is disabled in the following cases:

   • The technician does not have Create permission for the Software Licenses module.
   • The Master Item does not have a linked software title.

   1. (Optional) Enter a quantity in the Single/Bundle License field. Each item received will create a new license containing your specified number of licenses in the bundle.

      Important

      • The default value in the Single/Bundle License field is 1.
      • The license consumption data is updated on the Software Title form to match the number of licenses created in the bundle.
      • The Single/Bundle License field is disabled in the following cases:
        • The technician does not have Create permission for the Software Licenses module.
        • The Master Item does not have a linked software title.
        • The Create License check box is not selected.
8. Click Receive.
   Track-It! saves the purchase item details and changes the status of the purchase order appropriately.

To receive a quantity of items for one or more purchase items

 Use the following procedure to receive a quantity for one or more purchase items or to receive purchase items in bulk.

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order from the list.
3. Click Receive.
   Track-It! displays the Receive Purchase Item dialog, showing a list of products and the quantity ordered. Note that the Quantity to Receive column is preloaded with the exact quantity of items that needs to be received for each purchase item in order to complete the purchase order.

4. (2022 Release 01) (Optional) To create assets for the received purchase items, select Create Asset.

   Important

   Selecting Create Asset creates a corresponding asset in the Asset Management module. For more information, see Managing Assets.

5. (2022 Release 01) (Optional) Select Create License to create a new software license for each item received in the Software License Management module. For more information, see Linking software licenses to software titles.

   Important

   The Create License check box is disabled in the following cases:

   • The technician does not have Create permission for the Software Licenses module.
   • The Master Item does not have a linked software title.

   1. (Optional) Enter a quantity in the Single/Bundle License field. Each item received will create a new license containing your specified number of licenses in the bundle.

      Important

      • The default value in the Single/Bundle License field is 1.
      • The license consumption data is updated on the Software Title form to match the number of licenses created in the bundle.
      • The Single/Bundle License field is disabled in the following cases:
        • The technician does not have Create permission for the Software Licenses module.
        • The Master Item does not have a linked software title.
        • The Create License check box is not selected.
6. Take one of the following actions:
   • To receive all items for the purchase order in bulk, click Receive.
   • To receive quantities of individual purchase items
     1. For each product that has received items, click the Quantity to Receive field and use the arrows to adjust the quantity.
     2. Click Receive.

7. Click Receive.
   Track-It! saves the purchase item details and changes the status of the purchase order appropriately.

   Important

   If you received all items for the purchase order, the status is changed to Received and the Date Received/Closed field records the current date.