Receiving Items Without a Purchase Order

Sometimes items show up without a formal purchase order — walk-in deliveries, vendor samples, emergency restocks, or petty cash purchases. Peasy lets you receive these directly and still keeps your inventory accurate.

When to Use This

• Walk-in deliveries — A vendor drops off product without a prior order
• Vendor samples — Free or trial items that need to be tracked in inventory
• Emergency restocks — You grabbed supplies from a store and need to log them
• Petty cash purchases — Small buys that don't warrant a full purchase order
• Donations or returns — Items coming back into your inventory

How to Receive Without a PO

1. Go to Receive in the sidebar (any view works — Pending, Orders, or History).
2. Click the + Receive Item button in the top right. If the button says "Receive Order" instead, click the dropdown arrow next to it and select Receive Item.
3. The receive panel opens on the right. Fill in the Basic Info section:
   • Receive Date — defaults to today
   • Receiver — who is checking the items in
4. In the Order section, leave Purchase Order blank. Optionally add a Vendor's Invoice number if you have one.
5. In the Item section:
   • Select the Item you received — when no PO is selected, the dropdown shows every active item in your system
   • Enter the Qty Delivered
   • Enter the Received Cost if you want to track what you paid
   • Enter the Supplier Lot ID if your business tracks lot numbers from the vendor
6. Optionally expand the Rejections section to log any damaged or rejected items.
7. Fill in the remaining fields at the bottom:
   • Lot ID — auto-generated from the item's SKU and the receive date (you can edit it)
   • Location — if you have multiple locations, make sure the correct one is selected
   • Note — any additional details about this delivery
8. Click Receive & Close to save. Or use the dropdown arrow to choose:
   • Receive & New Item — clears the form so you can receive a different item
   • Receive & Same Item — keeps the item selected, resets the quantity

Your inventory updates immediately at the selected location.

What Happens Behind the Scenes

When you confirm a receive without a PO:

• Inventory at the selected location goes up by the delivered quantity
• A Lot ID is auto-generated from the item's SKU and the receive date (you can override it before submitting)
• The entry appears in Receive History and Inventory History — just like a PO-based receive
• If you entered a received cost, that cost is recorded for the lot
• The item's default supplier is linked automatically — or you can click Choose different supplier in the Item section to override it
• No purchase order is created or affected — the receive stands on its own

Good to Know

• All items are available. When no PO is selected, the Item dropdown shows every active item in your system — not just items on open orders.
• Supplier is optional but helpful. Linking a supplier ties the receive to that vendor in your reports, even without a PO.
• Cost may be required. If your business has enabled required cost tracking, the Received Cost field becomes mandatory.
• Location matters. If you have multiple locations, double-check that the correct one is selected before submitting. Inventory goes to whatever location is shown.
• You can create new items on the fly. If the item isn't in your system yet, select Create new item from the Item dropdown to add it without leaving the receive panel.

Related

• Receiving Pending Orders — How to receive against a purchase order
• Viewing Receive History — See past receives including non-PO ones
• Creating Purchase Orders — When you do want to create a PO first
• Inventory History — Full audit trail of all inventory changes