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Receive a purchase order

Tick off what actually turned up, line by line — and leave the order open for the rest.

When the delivery arrives, receive the order to top your stock back up. This is the one step in Purchasing that actually moves stock — draft and sent are just statuses. On multi-location accounts the order was created for a specific location (the one picked on the Purchasing page), so receive it at the site the delivery actually arrived at.

Note

Inventory must be switched on for your account for this to appear.

Receive the order

  1. 1

    Open the order from the Orders tab

    Click anywhere on the order's row. You can receive a draft or a sent order. (The Receive button still on the row is the shortcut for "it all came" — it takes in every outstanding line in full.)

  2. 2

    Check the Arrived column

    Every line starts at what is still outstanding, so if the whole delivery turned up there is nothing to type. Where you count an ingredient by the keg or the bottle, the boxes are in kegs and bottles.

  3. 3

    Change anything that came up short

    Type what actually arrived, or untick a line that did not come at all. The Arriving now total at the foot of the table follows as you go.

  4. 4

    Add the invoice number, if you have one

    Optional, and worth doing: it is what groups the whole delivery together as one order in your Purchase log.

  5. 5

    Click Receive

    Your stock goes up by what arrived, and each ingredient's cost is updated from this delivery.

Note

On a phone, the per-line costs step out of the way so the Arrived boxes fit — the order totals are still there, just below the lines. Nothing is missing; turn a tablet sideways or open it on a computer to see the line costs.

Heads up

There is no undo. Once an order is received, the only way to change the numbers is a stock count. Check the Arrived column before you click.

Note

Receiving adds to your stock; it doesn't replace it. If you had 10 units on hand and you receive 50, your new total is 60, not 50.

A short delivery

Nothing extra to do. Type what came, click Receive, and the order stays Sent with the rest still outstanding. The page tells you which way it is going before you click. When the balance turns up, open the same order again and receive it — what is still owed is already filled in for you.

Note

If you count in areas, a delivery lands in the site's general pool, not in an area — it hasn't been put away yet. It still counts as stock you have (the To buy list adds the pool and the areas together). When you do put it away, either move it with Send, or just count it where it ends up on the Count sheet.

Two people, one delivery

If someone else receives the same order while you have it open, your Receive will stop and say so rather than taking the delivery in twice. Reload the page to see what is still outstanding. The same is true of a double-click, and of receiving more than was ordered — both are refused, so your counts cannot quietly drift.

It also records what you paid

Receiving writes a row per line into the Purchase log tab, tagged Order, so the delivery shows up in your spend and in the supplier's price history. That is the only place a received order is counted, so it is counted once.

What's next

  • Purchase-order statuses — what changes once an order is received.
  • Stock levels — adjust counts and set par levels. Receiving writes its counts on its own; the Save button there is only for numbers you type into a row yourself.
  • Purchasing — the overview.