Create a Purchase Order from a Receipt

You can turn a vendor receipt into a new Draft purchase order in the FORGE desktop workspace. FORGE reads the receipt, matches available vendor and product information, and creates the PO and its lines for your review.

Start from the purchase order list for a standalone PO, or from a Service Call or Job to link every imported line to that record. Creating the Draft does not send it to ERP or record goods as received.

Before You Begin

• This feature required that Document Storage, Service AI Enhancements, and an active Default Non-Inventory Item have been configured in General Settings. PDF receipts also require an AI configuration that supports PDF files.

• Prepare one readable JPG/JPEG, PNG, HEIC/HEIF, WebP, or PDF file, no larger than 20 MB. A PDF must contain 1–20 pages and open without a password. FORGE analyzes all PDF pages together.

• For a Job purchase, use an active Open Job and know the appropriate cost code and category. Creation is unavailable from a closed context.

Upload the Receipt

1. Open Purchase Orders, or open the intended Service Call or Job and select its Purchase Orders tab.
   The main purchase order list creates standalone lines. Starting from a Service Call or Job applies that record to every extracted line; FORGE does not infer the target from receipt text.

2. Select the small receipt icon immediately to the right of New Purchase Order. Its tooltip is Create PO from Receipt.

3. In Create PO from Receipt, select Choose Receipt File. Select one supported image or PDF from your device. Multiple files cannot be uploaded together. Use a clear file showing the vendor, receipt date, item descriptions, quantities, and prices.
   
   Selecting the file starts upload and analysis immediately. Keep the dialog open while you wait; the receipt icon spins and the attempt shows Analyzing Receipt.

1. FORGE creates the Draft automatically when the vendor, product defaults, and required choices are available. If it pauses, read the message and complete only the choices needed for your receipt, then select Continue.
   Verify or complete the following fields:

   • Receipt vendor (Required). Confirm or select the vendor that issued the receipt. FORGE selects a vendor automatically only when it finds one confident, exact match. If a vendor is already selected, retain it unless it is incorrect. Search the lookup if the needed vendor is not immediately visible.

   • Inventory warehouse (Optional). Choose an active warehouse for matched Inventory lines when no valid default warehouse is available. This becomes required in that situation. Non-Inventory lines do not require a warehouse; any warehouse you select must be active.

   • Service Cost Category (Required). Appears for a Service Call receipt when resolution is needed. Choose the active category to use for all extracted lines. If a valid Default Service Cost Category is configured in General Settings, FORGE can use it automatically; a selection is needed only when no valid default exists or you want to override it.

   • Job Cost Code / Category (Required). Appears for a Job receipt. Select an active cost code for the originating Job; each choice shows its matching category. This supplies both values for every extracted line. FORGE does not choose them from the receipt.

   • Create another Draft PO for this receipt (Optional). Appears only when FORGE identifies a possible duplicate. Review the existing PO reference first. Check this box only if you intend to create another PO; confirmation is required to continue with a flagged duplicate.

How FORGE Builds the Draft

• Confident, unique vendor item matches use the matching Inventory or Non-Inventory product. Service products are excluded from receipt matching.

• Unmatched items use the configured Default Non-Inventory Item, while retaining the receipt description, quantity, and unit cost. Review these fallback lines carefully.

• Inventory lines use your active resource default warehouse when available. Otherwise, FORGE asks for a warehouse before creation.

• A possible duplicate is identified from the vendor and receipt number, or from the receipt file when a reliable number is unavailable.

• Selecting Cancel, the close icon, pressing Escape, or clicking outside this desktop dialog cancels unfinished attempts shown in it. Completed POs remain saved. Do not close the dialog merely to let processing continue.

Review and Finish

1. When the attempt shows Created, select Open Draft PO. The purchase order list refreshes automatically; existing list filters may affect whether the new PO is visible.

2. Check Summary and Lines for the vendor, receipt date, products, descriptions, quantities, unit costs, warehouse, and any Service Call or Job assignments. The receipt date supplies Order Date; Expected Receipt starts blank.

   If a subtotal reconciliation warning appears, compare every extracted line with the receipt before releasing the PO. The warning does not block Draft creation. Receipt subtotal, tax, and total are retained for reference; receipt tax and totals are not sent to ERP as posting amounts.

3. Open the ellipsis beside the PO command-bar buttons and select Original Receipt. FORGE downloads the original file and opens a preview with the extracted lines, confidence information, totals, and any reconciliation warning. Use Download Receipt to save another copy, or Retry if retrieval fails.
   A purchase order retains one original source receipt, which cannot be replaced. If your browser cannot preview the file format, use the downloaded file to review it.

8. Correct any inaccurate Draft information using the normal PO editing controls and save your changes. Receipt creation itself has already saved the Draft and its lines. Leave it in Draft for further review, or select Send to ERP when it is ready and you have the required permission.
   
   A successful Send to ERP makes the PO Released and read-only in FORGE. Receiving takes place in Business Central. Importing a receipt does not receive inventory, post an invoice, or post tax.

If Processing Needs Attention

• The receipt action is missing. Confirm your permissions and company/business unit. Ask your administrator to check the default Non-Inventory item and receipt-processing configuration.

• The file is rejected. Check the supported format, 20 MB limit, readability, PDF page count, and password protection. Choose a corrected file.

• Analysis fails. Select Retry analysis to use the retained receipt rather than uploading it again. Queued processing that stalls can be retried after 15 minutes. If failures continue, ask your administrator to check the receipt-processing configuration.

• You want to stop. Use Cancel in the receipt dialog. If cancellation fails, the dialog stays open with an error; try Cancel again. Cancelling does not delete a completed PO.

Importing PO Lines on Existing Purchase Order

For a PO that already exists, use Import Lines from Receipt on its Lines tab instead. That separate workflow requires a saved Draft with no source receipt, and a receipt that clearly matches its saved PO number and vendor.