NetSuite Advanced Receiving

by | Sep 24, 2024 | NetSuite for Administrators | 0 comments

The NetSuite Advanced Receiving feature splits the receiving process, allowing you to receive and bill purchase orders in separate stages. Let’s take a look at how to set up this feature and the key characteristics you should be aware of.

NetSuite Advanced Receiving Setup and Overview

To set up Advanced Receiving, you will need to enable the NetSuite Advanced Receiving feature, which you can do under the Shipping & Receiving section of the Transactions tab in Enable Features.
Without Advanced Receiving enabled, receiving and billing orders occurs at the same time. In one process, NetSuite would mark orders as being received, update those items in inventory, and create a vendor bill for the order.
With Advanced Receiving, however, you have more flexibility in when you create a vendor bill. You can receive part or all of an order, and you can determine when to create the vendor bill.

Receiving an Order Using NetSuite Advanced Receiving

Let’s break down how you would receive a NetSuite purchase order when Advanced Receiving has been enabled.

Receive Orders

First, navigate to Transactions > Purchase > Receive Orders. On this page, use the Vendor dropdown to narrow the results in the list. In the list of orders, you’ll be able to see relevant information, including the date of the order, the purchase order number, the vendor name, and the total amount of the order. When you locate the order you wish to receive, whether in part or in whole, select the Receive link under the Process column next to that order. This will take you to the Item Receipt page for that purchase order.
Receive Orders page in NetSuite

Item Receipt

On the Item Receipt page, review the main line information to verify that the vendor, order number, date, and posting period are all accurate.
Item Receipt header in netsuite

Then, scroll down to the Items & Expenses subtab. Here, review the items in the order. By default, the Receive checkbox will already be checked. If there are multiple items on the order and you want to do a partial receipt, you can deselect the Receive checkbox next to any items on this order you have not yet received from your vendor. You can also do a partial receipt by changing the quantity you are receiving of the item. For example, if you order 100 units of an item but only received 75 if the first shipment from your vendor, you would adjust the quantity on that line item to reflect the number of units you have received. When you’re done, save the page.

NetSuite Item Receipt subtabs

Billing an Order Using NetSuite Advanced Receiving

Once you’ve marked an order as being received, the next step is to bill the purchase order.

Bill Purchase Order

When you receive the invoice from your vendor, you’ll need to create a bill. Navigate to Transactions > Payables > Bill Purchase Orders. On the Bill Purchase Order page, select a vendor in the dropdown to narrow down your list of results. When you locate the order you wish to create a bill for, select the checkbox in the Bill column next to that order’s details. Then, hit the Submit button.
NetSuite Bill Purchase Order page

This will take you to the purchase order with the Pending Bill status. To create a vendor bill for this order, select the Bill button at the top of the record to open the Bill record.

NetSuite Purchase Order Bill button

Bill

On the Bill record, ensure that the information on the bill record, including the items and quantities, is accurate. Then, save the page to generate a Bill record.
NetSuite Bill Record

Conclusion

The NetSuite Advanced Receiving feature provides greater flexibility in receiving and billing your purchase orders. If this is a feature you would like to begin using in your account or if you have any other NetSuite needs, SuiteRep would love to come on board and help. Our diverse NetSuite experience enables us to provide NetSuite solutions tailored to your unique needs. Contact us to get the conversation started.

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