Receive a delivery

Receiving is where stock enters the ledger. There are three paths, and the screen tells you which one applies.

Before you start: the outlet must have a receiving profile declared. Until it does, a banner blocks normal receiving; ask an owner to set it under Settings › Operating profile. Receiving with no purchase order is owner-only and asks for a second factor.

Path 1. Receive against a purchase order

1. Open Stock › Receiving. The Expected tab lists orders due.
2. Open the order. Every line shows the expected quantity.
3. Accept lines as delivered. For a shortfall or an over-delivery, change the quantity; the difference is recorded on the line.
4. Enter the delivery note number, and where relevant the batch reference, expiry date and receiving temperature. A chilled or frozen delivery that fails its temperature check is recorded as failed, not accepted quietly.
5. Confirm. Stock balances update and the order moves to Received or Partially received.

Path 2. Confirm a direct bill

Deliveries that arrive with an invoice and no order appear as pending receipts once the invoice is approved. Open the row and confirm the quantities inline.

Path 3. Exceptional receipt with no order

For an emergency purchase or a system outage, an owner can receive without an order:

1. Open Stock › Receiving and choose Receive without order.
2. Pick the reason: emergency purchase, system outage, legacy recovery or owner-authorised non-PO.
3. Enter the lines and confirm with your authenticator code.

The reason is recorded on the receipt and shows on the audit trail.

Resolve a quantity mismatch

When the delivery, the order and the invoice disagree, the receipt shows a mismatch. An owner resolves it with a reviewed disposition. The physical receipt, the invoice and the balance each keep their own record; nothing is overwritten.

Review lot evidence

Stock › Receiving › Evidence lists batch references, expiry and disposition for each receipt. Review and mark accepted, rejected or needs review. This is evidence for inspections; it is not lot-level traceability.

Related

• Create a purchase order and send it on WhatsApp
• Your first stock count