Webinar Video

Receiving Inventory Against Purchase Orders in Midnight

Webinar Questions & Answers

• “Enable non-vendor inventory items in purchase orders” is not checked in Global Settings > PO.
• The inventory item is not marked as a “PO Item” in the inventory item details.

This article provides a complete walkthrough of the Receiving Inventory Against Purchase Orders workflow in Midnight. It summarizes the demonstration from the webinar and can be added alongside the recorded session.

Overview

Midnight supports a two-step purchasing and receiving workflow:

1. Create a Purchase Order (PO)

2. Receive inventory items against that PO

This process ensures that materials are tracked accurately and inventory levels update in real time. The workflow can be done at the Order level or through a consolidated daily paper PO.

This article covers:

• Creating POs from an order

• Creating consolidated POs for daily paper needs

• Receiving items into Warehouse

• Adjusting skids/containers

• Closing POs

• Viewing PO and inventory activity

1. Creating a Purchase Order from an Order

You may create a PO directly inside an Order when the purchased material is specific to that job.

Steps

1. Open the Order.

2. Navigate to Purchase Orders within the order.

3. Create a new PO and add the specific inventory items needed.

4. The PO will automatically reference the Order number.

5. Enter the quantity required and save the PO.

When complete, the PO becomes available for receiving in the Warehouse module.

2. Creating a Consolidated Daily Paper Purchase Order

This method is useful when a shop places one combined paper order each day.

Steps

1. Go to Purchasing → create a new PO.

2. Add inventory items for multiple orders as needed.

3. For each item added, you may:

   • Tie it to an Order

   • Tie it to an Estimate

4. Save the PO.

Helpful Report

Before creating your daily PO, you can use the Inventory Ordering Report (By Item Type) to review:

• On Hand

• Reserved

• Available

• On Order

This report helps determine what needs to be ordered.

3. Viewing Inventory Details Before Receiving

In Warehouse, open an inventory item to review:

• On Hand

• Reserved

• Available

• On Order (from open POs)

You can also open the Purchase Orders tab for that item to see:

• All POs associated with the item

• Which POs have quantities received

• Historical receiving activity when “Include Fully Received POs” is checked

4. Receiving Inventory Items Against a Purchase Order

Once materials arrive, use Warehouse → Receive Item to process the delivery.

Steps to Receive

1. Open Warehouse → Receive Item.

2. (Optional) Select Customer.

3. Select the Vendor — Midnight automatically filters available POs for that vendor.

4. Select the appropriate PO.

5. Enter:

   • Delivered By

   • Bill of Lading Number

   • Comments (optional)

6. Review the line items that appear from the PO.

Skids & Containers

Midnight auto-defaults to:

• 1 skid

• 1 container per skid

• Full quantity in that container

You can edit:

• Number of skids

• Number of containers per skid

• Quantity per container

If values don’t mathematically match the total quantity, Midnight alerts you before proceeding.

Assign & Put Away

Select Assign and Put Away to:

• Place materials into a Warehouse Location

• Split inventory into multiple skids as needed

• Use default locations or choose another

When saved:

• Inventory increases

• Skid labels can be printed

• Warehouse Receipt reports can be printed

5. Closing the Purchase Order

After receiving items, Midnight prompts:

“This action will fully receive items on the selected purchase order.”

Click Yes to close the PO.
Closing the PO writes a Close Date and finalizes the order in Purchasing.

Shops may choose to:

• Close the PO at the time of receiving, or

• Allow another department (Purchasing/Accounting) to close POs later

6. Reviewing PO & Inventory History

After receiving:

In Purchasing

• Use Extended Search → Closed Purchase Orders

• View the PO

• Use the magnifying glass icon to see:

  • Material received

  • Quantities

  • Receiving date/time

In Warehouse

Open the inventory item to review detailed history:

• Orders tied to the item

• POs (open or closed)

• Locations and quantities

• Receipts history

• Transactions history

Summary

This workflow allows your team to accurately:

✔ Create and manage purchase orders
✔ Receive materials into Warehouse
✔ Track inventory levels and history
✔ Print skid flags and warehouse receipt reports
✔ Close and archive POs

This structured process keeps inventory organized and ensures real-time accuracy within Midnight.