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Receive purchase orders exactly as ordered
For warehouse and purchasing teams who want Dynamics GP receipts entered against what is still outstanding, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics GP, pick your AI tool and paste the prompt.
The problem
Over-receipts and stray items break invoice matching
Receiving a Dynamics GP purchase order means working out what is still outstanding after partial receipts, then keying each line at PO cost. Receiving too much, or an item that was never on the order, causes cost and matching problems later.
Without PopdockAI
- Work out what earlier receipts already covered
- Key each line and its cost by hand
- Receive more than was ordered without noticing
- Accept an item that was never on the PO
With PopdockAI
- The order is checked as open and not on hold
- Outstanding quantities are worked out from earlier receipts
- Items not on the order and over-receipts are rejected unless you approve
- The receipt is created at PO cost and read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Record a receipt against purchase order `{po-number}` for `{received-quantities}` (default everything still outstanding), after the user confirms.
Pass `{company}` as `company` on every call (if it is empty, omit `company` and the default company is used). Pass a generous `max-records` (1000). If a result comes back with exactly that many rows, say the result may be truncated.
**Step 1: The order**
Call `dynamics-gp-get-pm-purchase-order` by `po-number`. Stop if it is not found, is on `hold`, or its `po-status` is closed or cancelled. Note `vendor-id`.
**Step 2: What is outstanding**
Call `dynamics-gp-get-pm-purchase-order-line` by `po-number` and `dynamics-gp-get-pm-receivings-trx-line` by `po-number`. Outstanding per item = `quantity-ordered` minus the sum of `quantity-shipped` already received. If an item appears on more than one PO line, stop and ask the user which line they are receiving.
**Step 3: Match what arrived**
Parse `{received-quantities}` into item and quantity pairs. Reject any item not on the PO, and any quantity above what is outstanding, unless the user confirms an over-receipt explicitly.
**Step 4: Confirm**
Ask the user for the receipt number, the batch number, the vendor's packing slip or document number, and whether this is a shipment only or a shipment with invoice. Show the user exactly what will be written, field by field, and ask for explicit confirmation. Do nothing further without a clear yes. Show each line with item, quantity, unit of measure, PO unit cost and location.
**Step 5: Write**
1. Call `dynamics-gp-pm-receivings-trx-add` once with `pop-receipt-number`, `pop-type`, `vendor-id`, `batch-number`, `receipt-date` (today unless given), `vendor-document-number` and `auto-fill-cost-based-on-po` true.
2. Only if that succeeded, call `dynamics-gp-pm-receivings-trx-line-add` once per line with `pop-receipt-number`, `pop-type`, `vendor-id`, `po-number`, `item-number`, `quantity-shipped`, `unit-cost` (the PO unit cost), `location-code` and `auto-fill-cost-based-on-po` true.
If a line fails, stop and report which lines exist. Do not retry a failed write automatically. Report the error exactly as returned.
**Step 6: Verify**
Call `dynamics-gp-get-pm-receivings-trx-line` by `pop-receipt-number` and report what was stored.
**Rules & Guidelines:**
* The only write tools this prompt may call are `dynamics-gp-pm-receivings-trx-add` (once) and `dynamics-gp-pm-receivings-trx-line-add` (once per confirmed line), after Step 4.
* Do not change the purchase order itself.
**Validation:**
* If nothing is outstanding on the PO, say so and stop.Who it's for
One answer, three teams that use it
Receiving clerks
Receive a delivery in one message
Tell it what came off the truck and the receipt is built at PO cost, without keying each line.
Receive PO 3301 in Dynamics GP: 50 CART-12 cartridges arrived this morning.
Warehouse managers
Receive everything outstanding at once
When a full delivery arrives, receive every outstanding line in one go after a quick review.
Everything outstanding on PO 2290 from Fabrikam arrived today. Receive it in Dynamics GP.
Accounts payable
Keep invoice matching clean
Over-receipts and stray items are stopped at receiving, so the vendor invoice matches without exceptions.
Receive 120 SD-200 docks on PO 2210 in Dynamics GP, and tell me if that is more than we ordered.
How it works
What PopdockAI does when you ask
You give the PO number and what arrived, and your AI assistant checks it against what is outstanding in Dynamics GP. The receipt is created only after you confirm, and the purchase order itself is not changed.
01
Ask
You give the PO number and what arrived, or receive everything outstanding.
02
Check
It confirms the order is open and works out what is outstanding per item.
03
Match
It rejects items not on the order and quantities above what is outstanding.
04
Confirm
You approve the receipt, and it is created at PO cost and read back.
What PopdockAI provides
The tools behind the answer
Ready made tools for Microsoft Dynamics GP and one secure connection to your AI tool. No code, no exports.
microsoft-dynamics-gp-get-pm-purchase-order
microsoft-dynamics-gp-get-pm-purchase-order-line
microsoft-dynamics-gp-get-pm-receivings-trx-line
microsoft-dynamics-gp-pm-receivings-trx-add
microsoft-dynamics-gp-pm-receivings-trx-line-add
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Receipts that match the order exactly
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One prompt template with infinite possibilities.
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