Receiving deliveries

Stock goes up only when a delivery is confirmed. Rejected and damaged goods never enter stock.

Record a delivery

1. Go to Purchasing & expenses → Orders and select Receive on an approved or part-received order.
2. Choose Receive into section if you keep stock in more than one place.
3. For each product enter:
   • Received: the units you accept.
   • Rejected: units you send back, for example wrong items.
   • Damaged: units that arrived broken.
4. If you entered rejected or damaged units, give the Reason for rejected or damaged goods.
5. Check the line below each product. It shows how many selling units will be added to stock, for example “Accepting 2 CRATE adds 48 BOTTLE to stock.”
6. Choose how to save:
   • Post received stock: confirms immediately and adds stock. Standard mode only, for people allowed to confirm deliveries.
   • Send for verification: someone checks the delivery before stock goes up. This is the only option in Strict mode.

You can’t receive more than is still outstanding, counting deliveries waiting for verification. In Strict mode the Actual cost is locked to the order price. To pay a new supplier rate, propose a price change first.

Verify a delivery

Go to Purchasing & expenses → Receipts. Awaiting verification lists deliveries waiting for a check, with what was accepted, rejected and damaged.

1. Select View to see each line and the reasons.
2. Select Confirm to add the accepted units to stock, or Reject with a reason if the delivery shouldn’t count at all. Rejecting adds nothing to stock.

In Strict mode, Confirm is disabled for the person who recorded the delivery. A different authorised person must confirm it.

Reverse a receipt

Use this when a confirmed delivery was recorded against the wrong order or never really arrived.

1. Go to Receipts → Confirmed and select View on the receipt.
2. Under Reverse this receipt, enter a Reason.
3. If your role needs approval, a manager enters their Manager PIN.
4. Select Reverse receipt.

Reversal takes the stock back out, restores the average cost and returns the quantities to the order. It is refused if the stock has already been sold or moved, or if a supplier invoice refers to the receipt. Reversing a receipt on an order that was closed short reopens the order.

The Drafts, Confirmed, Rejected, Reversed and All filters show the rest of the receipt history.