Purchase Orders and Goods Receiving

Purchase orders are the orders you have sent to vendors and what has arrived. Receiving is where you record what arrived so finance pays the right amount.

When you’d use this

You need to approve, reject or send a purchase order.
You want to know which orders are still open and what they are worth.
A delivery arrived and you need to record it.
Only part of an order arrived.

Find it

Go to Muin for Spend > Purchasing > Purchase orders.
Old Purchase Orders links (/vendor/orders) open this page.
Open Receiving in Procurement for every order waiting on a delivery. The address is /procurement/receiving.

Where a purchase order comes from

A purchase order starts from an approved request.
When your rules ask for quotes, award a quote and Muin drafts the PO. See Quotes.

Track purchase orders

Four figures sit at the top: Total POs (YTD), Open POs, Open PO Value and YTD Spend.
Tabs split the list: All POs, Pending Approval, Open and Received. Each shows a count.
Narrow the list with the search box, the vendor filter and the status filter.
The table shows PO Number, Vendor, Description, Created, Amount and Status.
Select a PO number to open the order.

Statuses are Draft, Pending Approval, Approved, Sent, Partly received, Received, Closed and Rejected.

The purchase order page

The header shows the PO number, vendor and status.
Line items show each item, quantity, unit price, subtotal and total.
Delivery details show the ship-to address, requested delivery date, carrier, tracking number and estimated arrival.
Grant attribution shows the grant the order is charged to. Once approved, it can no longer be changed here.
Approval workflow shows each approval step and who it is assigned to.
Receipts lists every receipt recorded on the order, newest first.
Activity and Notes keep the history. Select Add note to add one.
Line items and details can be edited while the order is Draft or Pending Approval.

Move a purchase order along

Each status has one next step. All of them need the manage permission for vendor procurement.

Status	Next step	Result
Draft	Submit for approval	Pending Approval
Pending Approval	Approve order or Reject	Approved, or back to Draft
Approved	Mark as sent (after you send it to the vendor)	Sent
Sent or Partly received	Record receipt	Partly received or Received
Received	Close	Closed

An order cannot be sent to the vendor until it is approved.
Approving releases the order to the vendor. There is no un-approve on this screen.
Rejecting needs a reason. A rejected order returns to Draft.
Closing is final. Muin asks you to confirm.

The Receiving page

Waiting for delivery lists orders that are Sent.
Partly received lists orders where some lines are still open.
The table shows the PO number, Vendor, Description and Amount.
Select Record receipt on a row to record a delivery.
When nothing is waiting, the page shows the steps: issue a PO, wait for delivery, record the quantities.

Record a receipt

You can start from the Receiving page or from Record receipt on the purchase order page.

Each order line shows “Ordered N, received N, open N”.
Quantity received: enter what is in the box today, for each line that arrived. Up to four decimal places.
Received on: the day the delivery arrived. It defaults to today and cannot be in the future.
Packing slip: attach a photo or PDF of the packing slip. This helps finance match the bill.
Notes: optional.
Select Save receipt.

Packing slip rules:

Use a PDF, JPEG, PNG or HEIC file.
The file must be 10 MB or smaller.
If the packing slip fails to upload, nothing is recorded. Try again.

Partial receipts

Enter only what arrived. The rest stays open on the order.
The order moves to Partly received, and Muin says “Receipt saved. The rest stays open on” the PO number.
When the rest arrives, select Record receipt again.
When every line is fully received, the order moves to Received. Finance can now match the bill to it.

Over-receipt is refused

You cannot record more than a line still has open.
The form says “only N still open on this order” for that line.
The server refuses it too, naming the line, what remains and what you entered.

Who can receive

Recording a receipt needs the receiving permission (procurement.receiving, create).
Viewing receipts and the Receiving page needs the same permission at view level.
Your organization needs the Spend Module.

When it goes wrong

“Enter a quantity for at least one line”: type a quantity on the lines that arrived.
“Cannot record a receipt on a purchase order in status …”: only Sent and Partly received orders can be received. Mark the order as sent first.
“has no quantity left to receive”: everything on the order has already been received.
“Another receipt is being recorded for this order”: someone else is saving a receipt. Refresh and try again.
“The packing slip is larger than 10 MB”: take a smaller photo or use a PDF.

Next step

Once goods are received, finance matches the vendor bill to the order and its receipts.