A purchase order is a promise. Receiving is the receipt.
Until you record a delivery, the order says goods are coming and your stock says nothing has arrived. Both are true. Receiving is the single act that closes that gap and makes the units real, countable and sellable.
This page covers:
- Before you start
- Record the delivery
- Short, over and damaged deliveries
- What happens the moment you submit
Before you start
Count the goods first, then open the app.
Recording what the paperwork says instead of what the boxes hold is the most common cause of a stock number nobody trusts. The delivery note is the supplier's claim. Your count is the fact, and the fact is what belongs in the system.
You need three things in front of you:
- The purchase order number, or the supplier name and roughly when it was ordered.
- A physical count per product code, for example 40 of
SKU-001. - The location the goods are actually going to, such as Warehouse A.
Record the delivery
- Open Purchase orders and find the order. Filter by supplier if the list is long.
- Click Receive. Every outstanding line appears with the quantity still expected.
- Set the Receive into location. This is where the units land, so pick the shelf they are on, not where they usually live.
- For each line, enter the quantity you counted. Leave a line at 0 if none of it arrived.
- Add the supplier's delivery note or invoice number if you have it. It makes the paperwork traceable later.
- Click Submit.
On a phone the same flow lives under To receive. It is one line at a time, with a running total, and it behaves identically.
Submit once. If the button seems slow, wait rather than tapping again. A second tap while the first is still saving is how a delivery ends up counted twice.
If the button is not there
The Receive action needs the receiving permission. If you can see the order but not the button, your account has view access only. Send the order number and your counts to someone who can record deliveries, rather than editing the order to compensate.
Short, over and damaged deliveries
Record what arrived. Do not round to what was ordered.
- Short. Enter the smaller number. The order stays open for the balance, and the outstanding quantity is what the supplier still owes you.
- Over. Enter the larger number. Over-delivery is allowed on purpose, because refusing it would leave real units off the books.
- Damaged. Receive only the units you would sell. Units you will return should not enter stock, then leave it again.
- Wrong item. Do not receive it against a line it does not match. Record only the correct lines and raise the mismatch with the supplier.
What happens the moment you submit
Stock goes on the books immediately, at the location you chose.
Three things follow from that single act:
- The units become available to sell, subject to whether that location can sell for a given store.
- A permanent ledger entry is written. Nothing is overwritten, so the delivery can always be explained later.
- The purchase order moves to Received, or stays partly open if lines are outstanding.
Costing is deliberately not part of this. The unit cost in MYR is set in a separate step by whoever owns supplier pricing, and it can happen days later. That split exists so a delivery is never held hostage by a missing invoice.
If you got the location or a quantity wrong, do not receive a correcting delivery on top. Reverse the receiving and record it again. The ledger keeps both entries, and the story stays readable.
Explore
Where stock actually leaves again. Receiving is the only routine way stock goes up, and fulfilment is the only routine way it goes down. Learn more →
A product still shows 0 online. Received stock reaches a storefront only after the location is mapped and the update has been pushed. Learn more →