PO Rec Non-Inv — Operator Guide

1. What this screen is for

Receive the non-inventory lines of an open purchase order (Material, Subcontractor Services, GL-account lines…) when the packing slip arrives. Saving creates the QuickBooks bill (AP invoice) attached to the PO. Main Menu → Purchasing → PO Rec Non-Inv (second row). Built for a full-screen iPad.

2. Who is allowed in

Level 2 and up (permission PO Rec Non-Inv on the Permissions screen).

3. The PO list

Every open QuickBooks PO that still has a non-inventory line to receive: PO #, Vendor Name, Order Date, # of Non-Inv Lines. Tap a PO # (or the row) to open it. Type in the filter box to narrow the list. Refresh from QuickBooks re-reads QuickBooks now; otherwise the list is re-read every 5 minutes and after every save.

4. Receiving a PO

1. Type the packing slip number. The IR in front is fixed and cannot be changed; the bill number will be IR + what you type.
2. Check the Receipt Date (defaults to today).
3. Tap 📷 Packing slip photo (or Choose file for a PDF). Add more pages by tapping again. The photo is optional.
4. Each open non-inventory line is ticked, with Qty Received pre-filled with the quantity still open. Untick a line you did not get; change the quantity for a short shipment (you cannot receive more than is open).
5. Show all PO lines adds the inventory lines in grey — they can't be received here.
6. Tap Save receipt & create bill.

5. What happens on Save

• One QuickBooks bill is created for the PO's vendor, numbered IR + PS #, dated the receipt date, one line per ticked PO line at the PO price, same job and class as the PO line, linked to the PO. A short receipt leaves the PO open for the remainder.
• The photo is attached to the bill and the PO in QuickBooks, and sent to filing: it lands in Dropbox under the vendor's PS folder as Vendor-IR####.pdf within about 5 minutes (same worker as File Packing Slip; check that screen's Recent list if it needs a vendor fix).
• A duplicate bill number for the same vendor is refused. Double-tapping Save cannot create two bills.

6. Notes

• GL-account lines have no quantity in QuickBooks; they show as quantity 1 at the line amount.
• Inventory lines are received in QuickBooks as before (Item Receipt); this screen never touches them.

Phone version (Ver 2, 2026-10-25)

Same tile; phones (screen under 700px) open /po/rec/m automatically. List drops Order Date; detail drops the price column. Zero-price non-inv lines are still received at $1.00 behind the scenes. Add ?d=1 to /po/rec to force the full screen.