Receiving Inventory

Receiving is the most critical step for data accuracy. It converts your “Expected” stock into “On Hand” inventory and establishes the cost basis for your products.

How to Receive Items

When the truck arrives:

1. Open the Purchase Order matching the packing slip.

2. Click the Receive Items button.

3. Select Items: The modal will list all items remaining to be received.

   

4. Enter Quantities:

   • Input the quantity physically received.
   • Note: You can receive less than ordered (Partial Receipt).

5. Enter Batch Info (Important):

   • Location: Where are you putting this stock? (e.g., “Raw Material Warehouse”).
   • Batch/Lot Number: Enter the vendor’s lot number or create your own internal batch code. This is required for traceable items.

6. Click Confirm Receipt.

Partial Receipts & Backorders

If a vendor only ships part of your order:

1. Receive only what arrived.
2. The PO status changes to PARTIAL (Partially Received).
3. The remaining quantity stays “Open” until the next shipment arrives.

Closing an Order (Short-Close)

Sometimes a vendor cannot fulfill the rest of an order, or you decide to cancel the balance.

To stop expecting the remaining items:

1. Open the PARTIAL or OPEN PO.
2. Click the Close Order button.
3. Confirm the action.

Caution

Effect: The PO status becomes CLOSED. The remaining “Ordered” quantity is ignored, and the system stops expecting that incoming stock.