Release and Post a Vendor Receipt

Once a Vendor Receipt reflects what physically arrived, release and post it to bring the goods into stock. This guide also explains what happens when there is a shortage or damage.

Step 1: Release the Vendor Receipt

Releasing runs a set of pre-posting checks and locks the document for editing.

  1. Open the Vendor Receipt you want to process.
  2. Choose the Release action (or press Ctrl+F9).

The system checks that:

  • A Vendor Shipment No. and Receipt Date are present.
  • Every item line is linked to a Purchase Order.
  • If anything is set to claim, a Claim Vendor No. has been entered.
  • Equipment object lines have a Serial No.

If a check fails, the system tells you what to fix. Correct it and release again.

You can skip this step and post directly. In that case, the system releases the document for you after a confirmation.

Step 2: Post the Vendor Receipt

  1. Choose the Post action (or press F9).
  2. If the document is still Open, confirm when prompted to release and post it.

When you post, the system:

  1. Receives each linked Purchase Order using the standard Business Central receipt process, but only for receipt purposes. It does not invoice.
  2. Brings the goods into stock at the receipt location and creates the standard posted purchase receipt and item ledger entries.
  3. Raises a claim for any shortages. See Step 3.
  4. Sets the Vendor Receipt status to Posted.

Inventory is handled by the standard receipt process. The Vendor Receipt is a worksheet that drives standard posting. It does not introduce its own inventory logic, so costing, general ledger, and item ledger entries behave the same as a normal purchase receipt.

Step 3: Shortages and damage (claims)

If a line’s Qty. Actually Received is less than its Qty. on Packing Slip, the difference is recorded as Qty. to Claim. When you post:

  1. The system creates a Purchase Return Order against the Claim Vendor No. on the header.
  2. The return order is pre-filled with the claimed quantities and reference text for the shipment.

Use that return order to follow up the shortage or damaged goods with the supplier through the normal returns process.

Set the Claim Vendor No. before releasing if you expect to claim anything. Release stops you if a claim quantity exists without a claim vendor.

Step 4: Find a posted Vendor Receipt

After posting, the receipt appears in the Posted Vendor Receipt view, which shows receipts with a status of Posted or Closed. Open it there to review what was received.

Step 5: What’s next

If the goods need to be moved from the receipt location to a bin, a work order, a sales order, or onward via a transfer, continue to Put-away List.

When the receipt is fully handled, you can set its status to Closed.

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