Purchase order and goods received

Purpose

Record what you ordered (purchase order) and what arrived (goods received).
A purchase order does not post to the supplier balance, the bank, or stock.
On Premium, a goods received note with stock items increases quantity at the location. It does not put an amount on the supplier balance or take money from the bank.
Bill later with a Purchase Invoice, or pay now with Cash Purchase, by transferring the goods received or the purchase order.
Screen: Purchase → Purchase Document → Purchase Order, or Goods Received. New, or double-click a row.
There is no live purchase-order or goods-received wizard. Ask “how to create a purchase order” or “how to create a goods received”. To bill after goods arrive, use Record a supplier bill, or Transfer on the screen.

The supplier exists.
Optional: default Purchase account on Account Setup, so line Account fills after you type unit price.
Premium / stock: products and location. Goods received lines with an item code move stock when you Save.
Optional: convert a quotation into a purchase order with Copy if you buy from a quote.

Purchase → Purchase Document → Purchase Order.
Click New Purchase Order (or F2).
Type to search Supplier (required). Address and attention fill from the supplier.
Leave Ref No. blank to use Next No., or type a unique number. Set Date (required).
Optional: Project, Remark, Supplier Inv No, Posting Date.
Enter line items (item code or description, qty, unit price, Account). After unit price, KinraSoft can fill description, qty, and account if defaults exist.
Click Save.

On Purchase Order Listing, tick the order (or orders).
Transfer (same supplier; purchase order status becomes Transferred) or Copy (the order stays; you can mix suppliers).
In the pop-up, tick Goods Received, Purchase (invoice), or Cash Purchase.
Click Transfer or Create.
The new document opens with lines copied. Edit qty if this is a partial receipt. Click Save.

Purchase → Purchase Document → Goods Received.
Click New Goods Received (F2).
Select Supplier (required). Set Date (required). Leave Ref No. blank for Next No.
Enter lines. For stock, pick Item Code, qty, and location (if you use locations). Set Account and price as needed on the printout.
Click Save. Stock (Premium) updates on save.

On Goods Received Listing, select the goods received.
Transfer or Copy → tick Purchase or Cash Purchase.
Transfer or Create. Edit. Save.
If you transfer a goods received into the invoice, KinraSoft does not move stock again on the invoice. The goods received already did.

Same pattern as sales documents: print format and PDF, envelope (supplier email on Maintain Supplier), double-click to edit, dust-bin to delete, Save As New for a duplicate with a new number.
Deleting a goods received reverses its stock movement.

Combine Supplier, date range, Status, Project, and the keyword box (document no., description, amount). Click Search (F9).
Purchase Order status: All (not cancelled), Pending (not yet transferred), Transferred (already transferred), Cancelled.
Goods Received status: All (not cancelled), Pending (not yet billed), Billed (already transferred to an invoice or cash purchase), Cancelled.
Tick the date check box to use Start Date and End Date. Start only means on or after. End only means up to that date.

Goods received, purchase invoice, cash purchase, and debit note with item codes: quantity in.
Credit note with items: quantity out (return to supplier).
Purchase order: no stock.
Basic and Plus plans without inventory: use goods received as a receiving note only.
Do not also raise a separate Product Received for the same goods, or you double-count stock.
Do not put the same item qty on both a goods received and a purchase invoice or cash purchase unless one was transferred from the other.

Copy or Transfer says nothing selected. Tick the purchase order or goods received row first.
Transfer blocked. All selected rows must be the same supplier. Use Copy if they differ.
Supplier still shows nothing owing. Expected until you save a Purchase Invoice.
Stock card did not change on a purchase order. Expected. Stock moves on goods received, invoice, or cash purchase.
Stock card did not change on goods received. The plan has no inventory, or the line has no Item Code.
Double stock in. You saved both a goods received and an invoice or cash purchase with the same item qty without Transfer. Transfer one into the other, or do not put items on both.
Duplicate Ref No. Leave blank for Next No., or pick an unused number.

Purchase cycle at a glance — when to skip the purchase order or goods received.
Purchase invoice — bill after receipt.
Cash purchase — pay after receipt.
Maintain stock value — month-end stock value is separate from goods received quantity.
Suppliers — email address.