A Vendor Receiving (VR) is the second step in the Vendor Ordering / Vendor Receiving / Vendor Invoicing process. Once physical stock arrives from your vendor, you process a Vendor Receiving to bring those parts into inventory and make them available for Customer Orders and sale.
For context on the full process, see Vendor Order / Vendor Receiving / Vendor Invoice (VO / VR / VI) Explained. If you want to complete the Vendor Receiving and Vendor Invoice in a single workflow, see Process a Vendor Receiving and Vendor Invoice Together.
Line Item Limit
Vendor Receivings are currently limited to 250 line items at a time. If your delivery contains more than 250 line items, split the receiving across multiple Vendor Receivings. The development team is working to improve or remove this restriction.
How to Process a Vendor Receiving
Work through the following steps once you have physically received the items from your vendor.
1. Go to Ordering > Vendor Receiving > Receive in the Blackpurl header.
2. In the Select a Vendor window, type a search keyword to find your vendor. Results appear as you type — click the vendor name to select it.
3. After selecting your vendor, Blackpurl checks for any in-progress Vendor Receivings for that vendor:
If in-progress Vendor Receivings exist, you can click USE to continue one of them, or click SKIP AND CREATE NEW RECEIVING to start a new one.
If no in-progress Vendor Receivings exist, Blackpurl automatically opens a new Vendor Receiving screen pre-populated with the vendor's information.
Once the Vendor Receiving screen is open, Blackpurl places your cursor in the Packing Slip field — enter the packing slip number from your delivery. This field is required.
The screen also lists any Vendor Orders that have not been fully satisfied. By default, no Vendor Orders are pre-selected. If you want Blackpurl to auto-select all open Vendor Orders, this can be configured in System Settings — see System Settings > Settings and Controls (no longer available).
Select the Vendor Orders you are receiving against by checking the relevant checkboxes, or use the search function to find specific orders.
4. For each line item you are receiving, check its checkbox and click Add Selected. If the list is long, use the Find a Part search feature to locate items quickly.
Selected items move to the top of the Received section. At this point, review and update the following for each line item as needed:
The quantity received, if it differs from the amount ordered
The cost (this can also be adjusted later at the Vendor Invoicing stage)
Any discount (this can also be applied later at the Vendor Invoicing stage)
If a Cost variance warning notification appears, review Part Cost Control Explained for an explanation of what this means. If no warning appears, continue with the Vendor Receiving.
Tip: While processing a Vendor Receiving, you may have the option to reallocate received parts that were ordered for stock to Customer Order special order requirements, or to satisfy oversold parts. See Reallocate On Order Parts and Resolve Oversold Stock for more information.
You can also update a part's Location, Sales Price, MSRP, or Retail price directly from the Vendor Receiving screen. Click the relevant part line item to select it, then click the edit (pencil) icon to open the Update Part window.
Make your changes in the Update Part window and click Save to apply them.
Before finalizing, review the totals section at the bottom of the Vendor Receiving screen. The Total Items and Total Pieces counts can help you confirm that nothing has been missed.
5. Click COMMIT RECEIVING on the Finalize tab to complete the receiving.
6. Once you click COMMIT RECEIVING, all received items are added to stock. You can now finalize any relevant Customer Orders. See Finalize a Customer Order for a Special Order Part for guidance.
7. When you receive the vendor's tax invoice, match the packing slip receiving to the Vendor Invoice. See Finalise a Vendor Invoice for the next steps.