You cannot receive items for unapproved purchase orders if the rule, Do not allow receiving items against unapproved Purchase Orders is selected in the Global Settings screen.
To access this screen, click the Vendor ID for a PO listed on the Receive Items list view.
This screen has the following fields:
P.O. No:
The identification number of the purchase order. Click 
to view a list of existing purchase orders.
You will see 
next to the P.O. No field for the approved purchase orders.
Receive Date:
Displays the current date by default. Is the date the items are received and recorded in the received items screen. Click the drop-down to select the required date.
Vendor ID:
The ID of the vendor from whom the purchase is to be made. It gets auto-filled after the purchase order number is selected.
Reference:
This is typically a receipt number entered to track the items received against a purchase order. The reference field shows on the Vendor Bills screen when you create a vendor bill from purchase order and also by selecting the option Create Vendor Bill on Save on the Purchase Order–Receive tab.
Ship To:
The place where the purchased items have to be shipped. The options are: Client address, Client Contact Address, Project Address and Custom Address.
Ship to Address:
This field displays the address of the client, client contact, project or custom address to which the purchased items are to be sent to.
Client ID/Project ID/Client Contact ID:
Depending on the selection made in Ship To field, this field would display information on which Client, Project or Client Contact the items have to be shipped to. If the selection in Ship To field is custom, this field is unavailable.
Approved By:
Displays ID of the person who has approved the selected purchase order.
Show all:
By default, it is checked and displays all the details of the Purchase Order whose items are fully received. Unchecked, will hide such details from your view.
Create Vendor Bill on Save:
Checked, it automatically creates a Vendor Bill for the items received after you save the PO.
Receive Items Grid
The Receive Items grid displays the following:
Apply:
Select the check box if you want to apply the changes (receipt of items).
Project ID:
The project for which the purchase of the selected item is made. The drop-down displays the list of projects for the selected client.
Item ID:
The item for which the purchase is to be made. The drop-down lists both services and expenses which can be purchased from a vendor.
Description:
The description of the item that is being selected. This field gets automatically filled after the item is chosen.
Units/Hours:
The number of units of item to be purchased. You can enter up to 25 digits to define the quantity.
On Hand:
The number of units of the item received from the vendor till date. Click the field pre-fills it with the units ordered, which can be changed in case all items are not received.
Received (To Be):
This is the only editable field. The number of units of item received now.
Rate:
The rate per unit of item at which the purchase is made for the selected item. The value is pre-filled from the Activity and Expense screen, but can be changed for each item on the purchase order screen.
Amount:
The total amount charged for the selected item. This is computed based on the number of units and the rate applied.
Service:
Check mark indicates that the item to be received is a service item. Otherwise, it is an expense item.
Memo:
Click the + sign to open the memo pad wherein you can enter the text for the line item. You can enter as much text as you can. Click 
to add the Date/Time stamp to your memo.
Help:
Opens the Web Suite Help in the Receive Items section.
Print:
Opens the Select a Report screen that enables you to select the desired in-context report. From this screen, you can print, preview or cancel the report. The report will include only the items in the grid.
Cancel:
Undo any changes made to the selected record.
Save:
Saves the changes made to any record.
Return:
Closes this screen and takes you back to the Purchase Orders List screen.