A purchase order plans incoming supply; the receipt records physical arrival; a derived operational invoice does not add the same goods again.

The short answer

This distinction changes the decision you can safely make.

The document’s result follows the real stage. Confirming an order creates expected incoming. Receiving all or part adds physical stock and reduces the linked pending order. A direct purchase document can add physical stock; an invoice derived from a receipt is documentary.

Worked example

Use exact units and keep each quantity in the right category.

An order is confirmed for 60 pieces. The first receipt adds 36 physical pieces and leaves 24 pending. The second receipt adds 24 and completes the order. A later invoice derived from both receipts adds zero physical pieces.

Decision table

Check the facts before choosing an action.

Common mistakes

Avoid shortcuts that create confusion later.

• Counting an order as on hand
• Adding a derived invoice after the receipt
• Overwriting ordered quantity after a partial receipt
• Calling an operational invoice a statutory tax document

How KnownStock handles it

The product keeps the explanation with the number.

KnownStock keeps ordered, received and pending quantities linked in the confirmed document history. Each document type has a fixed result; there is no user checkbox called affects stock.