Receiving Purchase Orders
Receiving orders in Supply'd lets you track what items were received when, automatically add stock to inventory, and assign batch information such as pricing, expiry and batch codes.
Last updated
Receiving orders in Supply'd lets you track what items were received when, automatically add stock to inventory, and assign batch information such as pricing, expiry and batch codes.
Last updated
There are several ways to receive an order with Supply'd. On the app or using one of the Supply'd handheld scanners. This document will guide you through the receiving process on the app. The Scanner Receiving Orders (Scanner) document can show you how to do this using a Supply'd handheld scanner.
This document will guide you through:
To start a Receive Order, select Orders from the main menu on Supply'd, then click on the Purchases tab. The Purchases tab contains all the orders you have placed with suppliers.
To receive an order, click on the order in the orders list and the order will open.
Click on the 3 dots on the top right-hand corner and select Receive Order (The menu will vary depending on whether the supplier is on Supply'd (less options) or is a custom supplier (more options).)
The RECEIVING page will open.
The Receiving page has a list of the items for this order with the first one opened. Clicking on the 0 will highlight it and allow you to type in the number of that item that you have received in the order. Alternatively, click on the + to add the number. If that number matches that in the order, it will automatically move to the next item.
Repeat for all items.
If you have an item in the order that was not received, or you want to go back to that item later, you can click Skip. If you have an item in the order which you received less than that in the order, add the amount then click Done to move to the next.
If you want to assign batch information such as a batch number, expiry date, etc. to items when receiving click on the 3 dots in the Batch Data field.
There are 4 options in this menu.
Allows you to assign any batch information to an item being received such as batch code, pricing, expiry and production date. Selecting this will open the Edit Batch Data form.
An optional batch code reference for this item.
The cost of goods for a unit (or what is defined in your inventory carton qty if not units). This is used for margin calculations when the item is sold. You can press FILL BUY PRICE to pull the current average buy price if it is empty.
The price for 1 carton when ordered (if ordering in units or the same as the inventory carton qty, this should match the COGS [Cost of Goods] field above). Adjusting this price will automatically update the COGS relative to the carton qty. A new price will also update the original purchase order to match the price inputted.
The date the product was produced. Select the day, month and year from the calendar.
The expiry date of the batch. Select the day, month and year from the calendar.
The type of expiry either Best Before or Use By, selected from the drop-down. If the Expiry Date is not provided this field will be ignored.
Whether or not this product passed the quality control check. Select from the dropdown. (Will only show if set in your order settings)
Allows you to match the batch with an existing batch in the system.
Select the batch that you would like to match, click Match This Batch and the batch information will be copied to the current item.
If there are different batches being received for the same item you can use this to split into another batch. You can then choose one of the options above to add different batch information and the applicable quantities.
Allows you to enter location information for this item.
Repeat these steps for each item on the order.
Helpful Setting: If you are assigning batches to most items you may find the Auto Next function that is on by default problematic. If you want to disable the receive automatically jumping to the next item after the quantity has been selected, click on your name in the top right corner and select Settings. In the Settings menu, select Order Settings and scroll down to Receiving Orders, for Auto Next select Never and click SAVE. This will prevent the system from automatically jumping to the next product.
There are a number of additional features within the receive order menu (3 dots in the top right) against the order:
Finalise the receive putting the relevant items into inventory. Ensure you have received all items on the order before finalising.
Receive all items on the order and finalise. You will be asked to confirm. Do not use this function if you need to assign batch information or check stock.
Disabled by default, Receive All can be enabled by clicking on your name in the top right, selecting Settings, then Order Settings and scrolling down to Receiving Orders. Select Yes from the drop-down menu in the Allow Receive All field.
If you have multiple locations and need to change the location you are receiving into.
Print Product Labels: Print shelf labels for your items.
Attach File: Allows you to attach files to the purchase order such as invoices, receipt, packing list, images etc. Useful if you would like to digitalise invoice management or store details of damaged goods etc.
Cancel the receive, all batch and receive data will be removed. You will be asked to confirm.
Once all items have been checked, click FINALISE to complete the receiving process. You will be asked to confirm. If the full receive is available you will be given a warning before proceeding.
This will bring up a new receive for the remaining items. If you are not expecting the missing item you should mark the order as completed so the system doesn't incorrectly show items as on order. Click on the 3 dots in the top right, select Mark As, then Completed.
When viewing a receive, you will see there is an Order Activity section at the bottom of the page. This lists any activity there has been on the order, such as, when the order was placed, paid, received etc.
Clicking View Receive allows you to view details of the Receive from this section.
You also have the option to add an internal note. Simply click on the Add Internal Note button. Click Add Note to add the note to the Order Activity.
Click to apply this information to the batch.
Click to apply it to the batch.
Once the receive has been finalised the order will status will be changed to and any relevant stock will be added to inventory for tracking.
If an order is only partially received the order will change to . If you are expecting the remaining items, you can receive the remaining items by returning to the order and clicking on the 3 dots in the top right corner, selecting Receives, then Receive More Items.
