Skip to main content

Fulfill a Purchase Order

availability
Platform:WebMobile
Plan Type:BasicEssentialPremiumEnterprise
User Type:RequesterFull UserAdministrator

Fulfilling a purchase order in MaintainX means confirming the number and cost of the items you received. When you fulfill a purchase order, the items you confirm are added to your parts inventory. After you fulfill a purchase order you can complete it to mark it as done.

To fulfill a purchase order:

  1. From the sidebar, select Purchase Orders.

  2. Select a purchase order to fulfill. You can fulfill a purchase order that has any of the following statuses:

    • Approved
    • Partially Fulfilled
    • Completed

  3. In the purchase order details, select . The fulfillment dialog opens.

  4. For each item listed in the fulfillment dialog, do the following:

    • Add the number of items you physically received to the UNITS RECEIVED total.

      If your plan includes multi-location parts, you can assign the units received to different locations. See Fulfillment to Multiple Locations.

    • Confirm that the UNIT COST matches the unit cost you were actually charged.

  5. Select Confirm and Fulfill to save your changes and close the fulfillment dialog.

The confirmed items are added to your parts inventory.

Fulfillment to Multiple Locations​

If your plan includes multi-location parts, you can assign the partial quantities of a part in a fulfilled purchase order to different locations.

For example, you're fulfilling an order for 20 HVAC filters, and you want to assign half of them to the parts warehouse and the other half to the office.

When you fulfill the purchase order:

  1. Enter half of the received quantity in the Units Received for the parts warehouse.

  2. Select + Add Location to add a location to the purchase order.

  3. Select the office as the second location.

  4. Add the other half of the received quantity in the Units Received for the office.

    Screenshot of the purchase order fulfillment dialog with multiple locations for a part. The dialog shows options to distribute received parts across different storage locations, which enables proper inventory allocation and tracking.
    Fulfilling a purchase order to multiple locations

Partial Fulfillment​

If you don't receive all the items you ordered at the same time, you can partially fulfill the purchase order to confirm just the received items. You can continue to "re-fulfill" a partially completed purchase order as you continue to receive and confirm items. You can complete a partially fulfilled purchase order if you know you're not going to receive all the items you ordered.

Correct Fulfilled Orders​

As long as a purchase order isn't completed, you can use the fulfillment dialog to change the quantity of confirmed items. For example, if you fulfill the order, but realize afterward that you miscounted the number of items you received, you can use the fulfillment dialog to correct the quantity. If the new confirmed quantity is lower than the previous confirmed quantity, MaintainX removes items from your parts inventory.

tip

If you need to correct the confirmed part quantities in a complete purchase order, you can undo the completion, correct the fulfillment information, and complete the purchase order again. For details, see Undo/Update a Completed Purchase Order.