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How to partially receive a purchase order (PO)

Manage inventory accurately by partially receiving items from a PO

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated today

Keep your inventory accurate by receiving items from a purchase order in multiple shipments. This helps reflect real-time stock levels when deliveries arrive in parts.


Why use partial receiving?

Sometimes, suppliers deliver items in batches. With Katana, you can:

  • Mark specific items as received

  • Keep remaining items in “expected” status

  • Update stock levels progressively

  • Track PO status through each step of the delivery


How to partially receive a purchase order

You can receive items from a PO in as many parts as needed.

Here’s how:

Step 1: Open the PO

  • Go to the Buy screen.

  • Find the PO and click on the Delivery status.

    • Alternatively, open the PO card directly.

Step 2: Select “Receive some…”

Screenshot showing the Receive some... option for a PO
  • In the drop-down, choose Receive some...
    This opens a pop-up for item selection.

Step 3: Choose items to receive

Pop-up window for partially receiving a purchase order

In the pop-up window:

  • You'll see the full list of items from the PO.

  • By default, the full expected quantity is pre-filled.

  • Adjust quantities if only some items have arrived.

Step 4: Set the received date

Received date for a purchase order
  • Update the Received date if it's different from the one shown.

  • Click Receive to confirm.


What happens after receiving

  • The PO is updated to Partially received.

    Partially received purchase order

  • Two sections appear:

    Screenshot showing the 'items not received' and 'Items received' sections of a partially received PO
    • Received items

    • Not received items


Receiving more items or completing the PO

  • To receive more items, click the Partially received status again and choose Receive some...

  • When all items are received:

    • The PO status will automatically change to Done.

    • The PO moves to the Done table on the Buy screen.

Tip: You can always revisit a PO to update quantities as shipments continue arriving. This helps maintain full visibility over incomplete deliveries.


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