Getting Item Receipts List

Function: item_receipt_list()

Purpose

This SDK function retrieves a list of all item receipts within the system. Item receipts are documents that record the receipt of goods from suppliers against purchase orders. This function allows users to view all existing receipts, including their statuses, associated purchase orders, tracking numbers, quantities received, warehouse details, and metadata such as creation and update timestamps. It is primarily used for auditing, monitoring incoming goods, or verifying received quantities against purchase orders.

Parameters

This function does not require any input parameters.

Use Case

Organizations often receive multiple shipments corresponding to various purchase orders. To manage inventory effectively and maintain transparency across procurement operations, they may need to list all item receipts available in the system. This function helps retrieve detailed information for each receipt, including the receipt ID, purchase order reference, tracking number, warehouse name, and quantities received or remaining. For instance, a warehouse manager can use this data to validate whether the goods received match the expected quantities, while an accounts department may use it for payment verification. The following examples demonstrate how to retrieve item receipt data using both Python and PHP SDKs.

Response

Upon a successful call, the function returns a list of all available item receipts along with pagination details. Each record contains the receipt status (example: PENDING or CLOSED), date of receipt, purchase order reference, tracking number, warehouse name, and details of the received items such as quantity received and remaining balance. Metadata like created and last updated timestamps, along with version and unique identifiers, are also included. This information enables users to track the flow of received goods, verify delivery status, and maintain consistency between physical and digital records.

Getting Item Receipt Details

Function: item_receipt_details()

Purpose

This SDK function retrieves detailed information about a specific item receipt within the system. An item receipt records the goods received against a purchase order and includes item details, quantities received, warehouse location, and receipt status. This function allows users to view all relevant information related to a single receipt, including tracking number, purchase order reference, and metadata such as creation and update information. It is primarily used for verifying received goods, validating supplier deliveries, and supporting auditing or reconciliation processes.

Parameters

Use Case

In a procurement workflow, when goods are received from a supplier, an item receipt is generated to confirm that the items have arrived as per the purchase order. A warehouse manager or quality inspector may need to verify the receipt details to ensure accuracy in item quantities, warehouse allocation, and tracking information. This function is used to fetch all such details for a specific receipt, including receipt status, date, tracking number, and item-level details. It also helps identify discrepancies between expected and actual quantities received, ensuring accountability and proper inventory recording. The following examples demonstrate how to retrieve item receipt details using both Python and PHP SDKs.

Response

A successful response returns the complete details of the specified item receipt. The response includes the receipt’s current status (example: PENDING or CLOSED), the date it was created, purchase order reference, tracking number, and notes if any. It also includes a list of items with their unique identifiers, quantity received, unit of measurement, and remaining balance. Additionally, metadata fields such as created by, created on, last updated by, and last updated on provide a full audit trail for record management. This helps ensure transparency and traceability for every goods receipt transaction within the system.

Getting Item Receipts for a Specific Purchase Order

Function: item_receipt_list_purchase_order()

Purpose

This SDK function retrieves all item receipt records associated with a specific purchase order. An item receipt represents the confirmation of goods received against a purchase order and includes important information such as receipt status, tracking number, quantities received, and warehouse details. This function enables users to view all receipts generated for a particular purchase order, allowing for efficient tracking of deliveries, validation of received quantities, and better visibility of inventory updates.

Parameters

Use Case

When goods are received in multiple batches or at different times for a single purchase order, each delivery is recorded as a separate item receipt. A procurement officer or warehouse manager can use this SDK function to view all item receipts related to a specific purchase order, along with their current status and item details. This helps in tracking delivery progress, identifying pending quantities, and ensuring that all ordered items have been received as expected. It also aids in auditing and reconciliation between purchase orders and received goods. The following code snippets demonstrate how to retrieve item receipts for a purchase order using both Python and PHP SDKs.

Response

A successful response returns a list of all item receipts linked to the specified purchase order. Each item receipt contains details such as receipt status (example: PENDING or COMPLETED), receipt date, tracking number, and warehouse information. The response also includes item-level details like quantity received, remaining quantity, and unit of measurement. Pagination metadata is also included to handle large datasets, allowing clients to retrieve results in manageable chunks. This response provides complete traceability of all goods received against a purchase order, enabling users to monitor receipt progress and maintain accurate inventory records.

Creating an Item Receipt from Purchase Order

Function: create_from_purchase_order()

Purpose

This API creates a new item receipt linked to a specific purchase order, recording the physical receipt of goods against the order's line items. The request accepts the receipt status (e.g., "RECEIVED"), date, an optional receipt note (for delivery comments), a tracking number (for shipment tracking), and a receipts array where each entry maps a purchase order line (by lineUuid) to the quantity received. The system creates the receipt record and returns the fully populated item receipt object with the generated id, line-level details including receiptQuantity and receiptLeft (remaining to be received), and audit fields. This is a critical step in the procurement lifecycle, bridging the gap between ordering and invoicing by formally recording what was physically received at the warehouse or delivery point.

Parameters

Use Case

In procurement and supply chain operations, recording the physical receipt of goods is a fundamental step that triggers downstream processes such as quality inspection, inventory updates, and invoice matching. When a delivery arrives at the warehouse, the receiving team records which items were received, in what quantities, and any relevant tracking information. For example, a warehouse manager may record a partial delivery where only 50 out of 100 ordered units arrived — the system tracks the receiptLeft field so the team knows 50 units are still expected. The tracking number allows the shipment to be traced back to the carrier. Multiple receipts can be created against the same purchase order for staged deliveries. This endpoint enables organizations to maintain accurate goods receipt records, support three-way matching (purchase order, receipt, invoice), and provide visibility into delivery progress across the supply chain.

Response

On success, the function returns a purchase_order object containing the newly created item receipt. The response includes the receipt's receiptStatus, date, system-generated id, purchaseOrderId, trackingNumber, and note. The receipts array contains each line item received, with lineUuid linking back to the purchase order line, itemId, uom, warehouse, receiptQuantity (amount received), and receiptLeft (remaining to be received). Audit fields such as createdBy, createdOn, uuid, and version are provided for tracking. Pagination metadata is also included when multiple receipts exist. This makes it easy to confirm the receipt was recorded correctly, track partial deliveries, and monitor remaining quantities against the original purchase order.

Updating an Item Receipt

Function: update_item_receipt()

Purpose

This API updates an existing item receipt, allowing modifications to the receipt status, date, note, and line-level receipt quantities (receiptQuantity and receiptLeft). The request requires the item receipt ID and wraps the update data in an itemReceipt object containing the fields to be changed. The system applies the updates and returns the full receipt object with the modified values and updated audit fields (lastUpdatedBy, lastUpdatedOn). The version field is included for concurrency control. This is important for maintaining accurate goods receipt records when corrections are needed — for example, when a quality inspection reveals that some received items are defective and the accepted quantity needs to be adjusted, or when the receipt status needs to be updated after an inspection process is completed.

Parameters

Use Case

In warehouse and receiving operations, item receipt records frequently need to be updated after the initial recording. A common scenario is post-receipt quality inspection — the receiving team may initially record all delivered items as received, but after inspection, some items may be found defective, damaged, or not matching specifications, requiring the receiptQuantity to be reduced and receiptLeft to be adjusted accordingly. The receipt status may need to be updated from a preliminary state to a final accepted or rejected state. Delivery notes may be updated with inspection findings or discrepancy details for supplier communication. In cases of data entry errors, the receipt date or quantities may need correction to match the actual delivery records. This endpoint supports all these scenarios, ensuring that item receipt records accurately reflect the true state of goods received and providing reliable data for three-way matching, inventory management, and supplier performance tracking.

Response

On success, the function returns a purchase_order object containing the updated item receipt. The response includes the updated receiptStatus, date, id, purchaseOrderId, trackingNumber, and note. The receipts array contains each line item with the updated receiptQuantity and receiptLeft values. Audit fields such as createdBy, createdOn, lastUpdatedBy, lastUpdatedOn, uuid, and version are provided for tracking changes and concurrency control. This makes it easy to confirm the receipt updates were applied correctly, verify adjusted quantities, and maintain an accurate record of goods received against the purchase order.

Deleting an Item Receipt

Function: delete()

Purpose

This API permanently deletes an item receipt from the system by its ID. The operation removes the receipt record entirely, including all associated line-level receipt data. A successful completion indicates the item receipt has been removed. This should be used with caution and is typically reserved for scenarios where the receipt record should not exist in the system, such as removing receipts created in error, cleaning up test data, or correcting procurement records before downstream processes (such as invoice matching) have consumed the receipt data.

Parameters

Use Case

In procurement and warehouse operations, item receipt deletion is a controlled operation that should be used sparingly and with appropriate authorization. Common scenarios include removing receipts that were recorded against the wrong purchase order, cleaning up duplicate receipt entries created due to data entry errors, and purging test records created during system setup or integration testing. Unlike updating a receipt (which preserves the record with modified values), deletion permanently removes all traces of the receipt. Organizations should ensure that no downstream processes — such as purchase invoice matching, inventory adjustments, or supplier payment reconciliation — depend on the receipt before proceeding with deletion. Proper approval workflows should be in place before allowing receipt deletions to maintain procurement data integrity.