Updated: September 28, 2020 3:35pm

About Receiving

To bring new items and quantities into inventory, retailers create receiving vouchers. Each receiving voucher records the items and quantities received from a vendor (or in the case of a return voucher, the items and quantities being returned to a vendor).
Updating a voucher does the following:

  • Adds the quantities received into inventory for the receiving store
  • Optionally updates inventory Cost (based on Costing Method in preferences)
  • Updates the Last Received date in inventory for each item received
  • Enters the First Received date in inventory for each item that does not yet have a First Received date
  • If the voucher references a PO, updates the PO fill status.
  • Advances the voucher numbering sequence by one

Note: The following basic steps do not include advanced receiving features like shipping packages and batch receiving.

Receiving Basic Steps

  1. Configure permissions and preferences as needed.
  2. Start a new voucher.
  3. If referencing a purchase order, enter the PO # and then click PO Items to select the PO items to bring to the voucher.
  4. Make any necessary changes to discounts, fees, or freight. Note: Permissions control the ability to edit various parts of a voucher.
  5. (Optional) If spreading costs, spread costs.
  6. Update the voucher.

Sample voucher:
New voucher

Referencing a PO on a Voucher
Referencing a PO is the fastest and most accurate way to receive or return merchandise that was ordered on the PO. A voucher can reference, and thus receive or return against, only one PO. In some cases, an advanced shipping notice (ASN) is generated from the purchase order. You can generate a voucher from an ASN, or do batch receiving.

Spreading Costs
Many retailers also like to include freight, discounts, and taxes when calculating cost. Users have the option of spreading these values on vouchers, distributing the amounts proportionally across the voucher items.

Return Vouchers
Return vouchers are used to return damaged or unneeded items to a vendor. Users with the required security permission can change the Voucher Type to Return.


  • RP Prism has its own preferences for purchasing/receiving. Retail Pro 9 preferences for purchasing/receiving are not used by RP Prism.
  • You can enter serial/lot number items on POs; however, you cannot enter the items on a voucher to receive the merchandise. This is a known issue. If a voucher has serial or lot number items, you should instead receive the voucher in Retail Pro 9.
  • To print the Cost Handling Code on vouchers, you must create an onBeforePrint method in the voucher document design. See "Printing Lot Type, Serial Type and Cost Handling Code" in the Prism Document Designer document.

Voucher and Vendor Invoice Permissions
A number of permissions enable you to control employee access to voucher and vendor invoice features.

Voucher Preferences
The following preference areas have settings related to vouchers:

  • Grid Formats
  • Purchasing > General
  • Purchasing > Vouchers
  • Purchasing > Comments
  • Sequences

Grid Formats

In the Grid Formats area of preferences, users can customize the grids that are used for various parts of the receiving process. These preferences are inherited (Corp, SBS, Store, WS).

  • Voucher-PO Items: Item grid for PO items and voucher items.
  • Voucher: Grid that displays the list of vouchers.
  • Voucher Lookup:  This is the grid that is displayed when using the Voucher Lookup or Pending Voucher features.

Purchasing > General

These preferences apply to both purchase orders and vouchers.

Preference Description
Cost to use for POs and Vouchers If a voucher references a purchase order, the item's PO Cost is used as the Voucher Cost.
If the item is not listed on a PO (either because a PO was not referenced or the item was not on the original PO), then the setting from this preference determines Voucher Cost If Order Cost is selected, then the value entered in the item's Order Cost field in RP9 Inventory is used. If Inventory Cost is selected, Voucher Cost will be the item's current Cost in RP9 Inventory.
Inventory Costing Method This preference determines what will happen when items are received at a cost different from the current cost in Inventory. Default = Average
Average: If items are received at a Voucher Cost that is different than the current cost in inventory, the new quantities at the new cost are averaged in with the existing quantities at the old cost
Leave: If selected, inventory Cost is always left unchanged.
Overwrite: If selected, the Voucher Cost becomes the new Cost in Inventory.
Restrict to one vendor per PO/Voucher  If selected, the items on the document must have the same vendor as the vendor selected in the document header. If not selected, items from different vendors can be listed on the PO/voucher.

Purchasing > Vouchers
These preferences apply to vouchers only and are inherited (Corp, SBS, Store, WS).

  • Allow negative quantities on vouchers: If selected, users can enter a negative Doc Qty for items on vouchers. This is typically used when returning items to a vendor using a receiving voucher.
  • After voucher is updated, go to:    This preference determines the screen that is displayed after a user updates a voucher, a new voucher or list of former vouchers.
  • Require receive voucher to reference PO: If selected, receiving vouchers must include a PO#.
  • Require return voucher to reference PO: If selected, return vouchers must include a PO#.
  • Limit Voucher against PO to only items on PO    If selected, all items listed on voucher must be on the PO and item quantities may not exceed the PO quantity for that item.

Purchasing > Comments
In this area of preferences, you can define any Voucher Comments that will be available for selection when creating a new voucher. These preferences are inherited (Corp, SBS, Store, WS)

  1. Tap or click the Plus Sign button.    
  2. A blank text field is displayed. Type the Comment text. If you want the comment to be the default, select the Default checkbox.    
  3. Tap or click the Check Mark button.     
  4. Repeat as needed to create additional PO Instructions or Voucher Comments.    

Document # Sequence
Retailers can customize the document sequences used for vouchers.

  1. In the Admin Console, select Preferences & Settings > Sequencing.    
  2. Scroll down to the Vouchers dropdown and select the level at which voucher numbering sequences should be set: Subsidiary, Store, or Workstation. Save the change.    
  3. Select the Node Selection link. Select the desired Subsidiary record or drill down to the desired Store or Workstation record.    
  4. In the Next Voucher No. area, enter the desired starting number for the sequence. Save the changes.