PurchaseOrderReceive

IMPORTANT  The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will be deactivated.

This entity describes a transaction where a specified quantity of a PurchaseOrderItem is "received," that is, debited from the Quantity value of the associated PurchaseOrderItem and added to the QuantityOnHand value of the associated InventoryItem entity.

Entity details

You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.

Entity Name: PurchaseOrderReceive
Can Create:
Can Update:  
Can Query:
Can Delete:  
Can Have UDFs:  

Conditions and requirements

  • In Autotask, Inventory Receive Items permission is required to create or update the receipt of a purchase order item.

  • A PurchaseOrderReceive transaction can debit all or part of the PurchaseOrderItem.Quanity value and tracks the quantity previously received and the quantity back ordered (QuantityBackOrdered = PurchaseOrderItem.Quantity - QuantityPreviouslyReceived + QuantityNowReceived.)

  • The InventoryItem must share the same InventoryLocationID and ProductID as the Purchase Order Item.

  • A vendor invoice number is required on Create if the Require Vendor Invoice Number on received purchase order items and when manually adding stocked items to inventory system setting is enabled.

  • When a purchase order has been received in full, you can still use the purchaseOrderItemReceive call.

  • If a purchase order is associated with a charge, and PurchaseOrderItemRecieve is used to receive a value greater than the quantity on the charge, another PurchaseOrderItem associated with the same location as the previous one will be generated with the correct count of left over items.

  • The Status of the OrderID associated with the PurchaseOrderItemID must = "Submitted" or "Received Partial."

NOTE  The Autotask Inventory module interface allows Quantity = 0; the API does not.

  • The sum of QuantityNowReceiving + QuantityPreviouslyReceived must be <= the Quantity for the associated Purchase Order Item (PurchaseOrderItemID).
  • For unserialized products, QuantityNowReceiving must be > 0 .
  • For serialized products, the following requirements apply:
    • QuantityNowReceiving must = 1.
    • SerialNumber is required.
    • SerialNumber must be unique.

Special field attributes

Field Conditions and Requirements
PurchaseOrderItemID This value must be valid.
SerialNumber When receiving products, the entity will clear the SerialNumber field if the product is not serialized.

Field definitions

The following table describes the standard Autotask field objects for this entity.

  • To retrieve more detailed information specific to a particular Autotask implementation, use the Web Services API call The getFieldInfo() SOAP API call.
  • For information on entity UDFs, use getUDFInfo().
  • For String datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
  • LT indicates Local Term.

For more information about fields marked as picklists, review our Understanding picklists article.

Field Name Label Datatype Read Only Is Required Reference Name Picklist
id Inventory Item ID long    
PurchaseOrderItemID Purchase Order Item ID long PurchaseOrderItem  
QuantityBackOrdered Quantity Back Ordered integer      
QuantityNowReceiving Quantity Now Receiving integer    
QuantityPreviouslyReceived Quantity Previously Received integer      
ReceiveDate Receive Date datetime      
ReceivedByResourceID Transfer By Resource ID integer   Resource  
SerialNumber Serial Number string (50)