This article covers the two sides of the physical goods flow with a vendor: Receiving incoming stock against a purchase order, and Vendor Returns when something has to go back.
Receive Inventory #
How to get there #
Menu: Vendors → Receive Inventory
Direct URL pattern: https://yourdomain.com/?bizRt=phreebooks/main/manager&jID=4&mgr=1
What the queue shows #
One row per purchase order that hasn’t been fully received. Typical columns:
- PO #
- Order Date / ETA
- Vendor
- Items / Qty Open — lines outstanding and units still due in.
- Status — Open or Partial.
Receiving an order #
- Click the PO to open the receiving view.
- For each line, enter the Qty Received. Bizuno defaults to the full open quantity; change it if the shipment is short.
- If your cost changed (vendor raised the price mid-order), update the Cost column. The new cost layer uses this figure.
- Click Save. Bizuno:
- increases on-hand inventory by the received quantity,
- stamps a new FIFO cost layer (or averages, depending on your valuation method),
- and — if the PO is fully received — moves it out of the queue.
- For partial receipts, the PO stays in the queue with the remaining open quantity.
Receiving vs. billing #
Receiving updates inventory; billing updates A/P and the GL. They’re separate steps because inventory usually arrives before the paperwork. If you:
- Receive then bill (the usual flow) — bill posting clears a “goods received not invoiced” accrual automatically.
- Bill then receive — Bizuno uses the bill’s cost as the provisional cost layer and reconciles when the receive posts.
- Receive without ever billing — not recommended, but the “goods received not invoiced” figure on your balance sheet is the alarm bell for this.
Important: If you received too much by mistake, don’t just edit the receive record — open a Vendor Return (below) for the overage so inventory and cost layers stay correct.
Vendor Returns #
How to get there #
Menu: Vendors → Vendor Returns
Direct URL pattern: https://yourdomain.com/?bizRt=phreebooks/main/manager&jID=7&mgr=1
What a vendor return is #
A vendor return is the supply-side equivalent of a customer credit memo: stock you’re sending back to the vendor, which should result in either a vendor credit memo against an open bill, or a refund paid back to you.
The lifecycle #
- Open the return. Click New, pick the vendor, and reference the bill or PO the stock came in on. Bizuno pulls in the lines so you can pick what’s going back.
- Mark lines as shipped back. Enter the qty for each line. This relieves inventory immediately at the same cost the stock was received at.
- Post the vendor credit memo. Click Post. Bizuno:
- reduces inventory,
- reduces A/P (or creates an open vendor credit if no bill is outstanding),
- and reverses any tax that was on the original bill.
- Receive a refund (optional). If the vendor mails a refund check, record it under Banking → Vendor Refund and apply it against the credit memo.
Disposition #
For each returned line, you can set:
- Restock — item goes back into saleable inventory at the original cost. (Usually you’d return it to the vendor, not restock.)
- Return to vendor — the default for vendor returns. Inventory leaves your system.
- Scrap — damaged beyond returning. Inventory leaves, expense hits a write-off account.
Tips for Ridgeline Cycles #
- Always reference the original PO or Bill when opening a return — Bizuno uses that reference to trace cost and tax through.
- For warranty replacements where the vendor ships a new unit without asking for the old one, use a return with Scrap disposition on the old part and receive the replacement on a new $0 PO. The accounting stays clean.
- Check Aged Payables after posting a credit memo — the credit should show against the vendor’s balance, and Pay Bills will let you apply it to the next open bill.
Where to go next #
- Purchases Manager — view the resulting bill or credit memo.
- Banking → Vendor Refund — record a check the vendor mailed back.
- Inventory → Adjustments — correct stock if something was mis-counted on receipt.