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Receipt sync, inventory, and delivery rules

This article explains what UniCMMS does automatically when a receipt is submitted—whether you started from Ordered Items via Create receipt or Add to draft receipt. “Submit” means the receipt is posted (no longer a draft), so quantities and stock are finalized for that document.

End-to-end flow (reference)

A Purchase Order is validated; lines appear in Ordered Items.
You record arrivals on one or more receipts (partial amounts are normal).
On Submit, the system updates Ordered Items, inventory, and—when rules are met—the PO status.

What updates on the Ordered Items row

What you did	What changes on the grid
Submitted a receipt with a received quantity for that line	Received quantity increases by the amount you posted (and the Quantity / ratio column moves—for example from 0/10 L toward 3/10 L, then 10/10 L after further receipts).
Several receipts for the same line	Amounts are cumulative until the line is fully satisfied or you stop receiving. Each submission adds to the running received total.
Line fully satisfied	Is fully (or your tenant’s equivalent) reflects completion—often a check instead of an X, depending on labels and over-delivery rules below.

The Purchase order link on the row still points to the source PO; the row is the demand view, the receipt is the proof of arrival.

Inventory (parts, locations, assets)

Topic	Behavior
Stock location	On-hand for the part increases in the stock location you chose on the receipt line (for example a bin or floor). Wrong location on the receipt means wrong shelf in the system—correct with your tenant’s transfer or adjustment process if needed.
Parts	Typical CMMS path: received parts feed inventory quantities used by work orders and reorder logic.
Assets	When a line targets an asset, your build may update asset-linked stock or traceability differently—confirm with your administrator if you receive equipment rather than consumables.

Purchase Order status sync

Receipts do not replace the PO; they consume open quantity against it.

Situation	Typical PO outcome (names vary)
Nothing received yet	PO often stays On order (or Ordered) after validation.
Some lines or quantities received, demand remains	Partially received (or similar).
All required lines received per your rules	Fully received / Received / Closed—exact badges and whether the flip is per line or header-level depend on tenant configuration.

If your site uses additional costs or strict budget controls, PO financial status may follow a separate rule set from operational “received”—ask finance if totals look off after heavy receiving.

Delivery flexibility (over-delivery)

UniCMMS is built for real receiving: suppliers sometimes ship more than the PO line.

Concept	Detail
Non-strict upper bound	Received quantity on a receipt can be higher than the ordered amount on the line (for example 12 received against 10 ordered).
Fulfillment ratio	The Quantity column often shows received / ordered with unit (for example 12/10 L), so planners see overage at a glance.
Is fully	The completion flag may turn positive once at least the ordered amount is covered, even when the ratio shows extra units—or your build may require an exact match. Verify with one test receipt if procurement and warehouse disagree on the rule.

Partial receiving and multiple receipts

Partial shipment — Enter only what arrived (for example 3 of 10 L), Submit, and leave the rest open. A later receipt can post the balance.
Same day, two trucks — Two submitted receipts against the same Ordered Item line are normal; totals add up until the line is complete.
Draft vs submitted — Only submitted receipts change Ordered Items and inventory. Draft receipts are staging until you finalize them.