Receiving stock

When a delivery arrives, open its purchase order and press Receive. That one step puts the stock on the shelf at the order's store, updates each product's cost, and records a receipt numbered after the order — PO-0012/R1 for the first delivery, /R2 for the next.

The receive screen

Each line of the order is listed with what is still to come, and the quantity is filled in with that remainder. Receive all takes the whole remainder of every line. To check a box item by item instead, scan each barcode into the scan field: it finds the product on this order by barcode, SKU or the supplier's code and counts it up. Any USB or Bluetooth barcode scanner works; without one, type the quantities.

Add the supplier's delivery or packing-slip number if you want it on record. Deliveries can be received in as many parts as the supplier sends them — whatever has not arrived simply stays outstanding.

Damaged units

Each line has a Damaged count. Damaged units are counted as delivered, so they do not leave the order waiting forever, but they never go into stock and do not change the product's cost. If the supplier bills you for them, take it up with them — the bill screen shows how much of what was delivered arrived damaged.

When more arrives than you ordered

By default you are warned and asked to confirm. Confirm, and the extra units are received and the receipt is flagged as over-received. If you would rather refuse over-deliveries outright, set over-receipts to block in Inventory settings.

What happens to stock

The good units are added to the order's store, and each product's movement appears in the Activity log as a receiving event carrying the receipt number, the supplier and who received it. The store is notified that stock has arrived.

What happens to cost

Receiving updates each product's cost using a weighted average: the units you already hold, across all your stores, at the current cost, blended with the units just received at the price you paid.

• If you hold none (or fewer than none), or the product had no cost, the new cost is simply what you just paid.
• If you are registered for GST, cost is recorded excluding GST, because you claim the GST back. If you are not registered, the GST is part of what the stock cost you, so it is included.
• Prefer cost to always be the most recent price paid? Switch the cost method to last cost in Inventory settings.

Every cost change made this way is recorded with the cost before and after, so a moved cost can always be explained. Sales already made keep the cost they were sold at — receiving never rewrites past margins. See Cost, margin and valuation.

Units in a pending transfer between stores are not in the on-hand total the weighted average uses until the receiving store accepts the transfer.

The receive screen uses the order's price. Someone with purchasing.manage can change the price for a delivery if the supplier charged something different; a cost more than 50% away from the current cost asks for confirmation first. For everyone else the price column is not offered.

Staff PINs

Counter staff can receive deliveries by default. If staff PINs are switched on, receiving asks for the PIN of the person who unpacked the box, and the receipt is recorded in their name. With PINs off, it is recorded against whoever is signed in. The PIN records who received the stock — it does not change who is allowed to.

Labels

After a delivery you are offered labels for the units that went into stock, one per unit, through the usual label printer setup. You can turn the offer off in Inventory settings. See Printing product labels.

Fixing a mistake

A receipt cannot be edited or undone once saved. If a count was wrong, correct it in the Adjustments tab with the reason other and the receipt number in the note, so the two records point at each other.

Stock that did not come on an order

Not everything arrives against a purchase order. A one-off top-up can still be booked in as a stock adjustment, and a large intake loaded from a spreadsheet with the Bulk CSV import. Neither updates the cost from a price paid the way a receipt does.