Your phone is the fastest way to put stock on the books.
You count the boxes. You type the numbers. The stock is real the moment you tap Submit. Nobody has to approve it first.
This page covers:
- Before you start
- Receive a purchase order
- Receive a production run
- What happens when you submit
- When something is not right
Before you start
Count first. Then open the app.
Type what is in the boxes. Not what the paper says. The paper is the supplier's claim. Your count is the fact, and the fact is what belongs in the system.
You do not choose a location. The stock lands where the order said it was going.
Receive a purchase order
- Open Receive. You land on To receive.
- Find the delivery. Scan or type the number in the bar at the top. Or tap the Purchase pill to hide production runs.
- Tap the row. The lines open at Step 2 of 4.
- Each line starts at the quantity still owed on the order.
- Change it to what you counted. Use + and −, or tap the number and type.
- The bar at the bottom keeps a running total: received, of expected.
- Tap Next.
- Step 3 of 4 is paperwork. Tap Delivery Order to snap a photo of the note. Tap Tax Invoice if you were handed one. Type the invoice number if it is printed.
- Tap Next.
- Step 4 of 4 shows the totals. Read them once, then tap Submit receiving.
Tap Submit once. If it feels slow, wait. A second tap while the first is still saving is how one delivery gets counted twice.
Short, over, damaged
Enter the real count. Never round to what was ordered.
- Fewer arrived. Type the smaller number. The rest stays owed on the order.
- More arrived. Type the bigger number. Extra units are allowed on purpose.
- Damaged. Count only what you would sell. Leave out anything going back.
- Nothing on a line. Leave it at 0. It drops off the receiving.
The line goes amber when your number is over, red when it is short. That is feedback, not an error.
Receive a production run
Goods coming back from a maker are on a run, not a purchase order.
Runs sit in the same To receive list, with a green reference code. Tap the Production pill to see only those.
A run is one screen, not four:
- Tap the run.
- The quantity starts at what is still to come. Change it to what arrived.
- Check the date.
- Add a note if something needs saying.
- Tap the button to book it in.
No invoice, no photos. A run has one product and one question: how many.
If you cannot find the maker's paperwork in the purchase list, that is normal. The order that paid the maker buys work, not goods, so it never appears here. Look under Production instead.
What happens when you submit
Stock goes on the books immediately, at the location on the order.
- The units are countable and sellable from that moment.
- The order updates itself: fully received, or still part open for the rest.
- A permanent record is written. It can be corrected later, never erased.
- The receiving moves to Done on your phone.
Prices are not your job. The office sets what each unit cost in a separate step, often days later. A missing invoice never holds up a delivery.
When something is not right
- "Already has a receiving recorded." Somebody booked this delivery already. Check the Done tab before you try again.
- "There's nothing to receive." That order is for work, not goods. The finished items come back on a production run.
- You typed the wrong number and submitted. Do not submit a second receiving on top. Tell whoever runs stock. It gets reversed and recorded again, cleanly.
- You cannot see Receive. Your account is not set up to record deliveries. Ask for the receiving permission.
- The list is empty. Nothing is expected right now. Ask before booking anything in against the wrong order.
Explore
The same job on a computer. The desktop version has the same steps and one extra field, the location you receive into. Learn more →
When the count does not match the order. Short, over and damaged deliveries, and what each one does to the order. Learn more →
What happens next. Somebody prices the delivery afterwards, and that is a separate step from putting stock on the shelf. Learn more →