Receive a delivery

Before you start

Your warehouse team can receive without seeing vendor costs. Set their staff access for the work they perform, and have purchasing review amounts separately.

Receive the delivery

1. 1

   Step 1: Open Receive Items

   Open the purchase order and click Receive Items. The page title reads Receive followed by the PO number.

   The app's location picker switches to the PO's location while the receiving page is open. Confirm that this is where the delivery was received.

   The header shows whether nothing, some or all of the expected units have been received.

2. 2

   Step 2: Identify the correct lines

   In New receipt, review Item, Ordered and So far. Customer-linked lines show the order number and customer name.

   Read the remaining-quantity note before entering anything. A fully received line names its receipt, while a rejected line identifies units that may be replaced.

   For a Linden Sofa, check the selected configuration as well as the product name. Similar products can belong to different customers.

3. 3

   Step 3: Enter Receiving now

   Enter the accepted quantity on each arriving line. Leave lines that did not arrive unchanged.

   Use Receive all remaining only when the eligible remaining units actually arrived. It skips new products still being created, replacement-PO lines and replacements for rejected units.

   You cannot receive more than was ordered. Put extra goods on another purchase order before recording their receipt.

   

4. 4

   Step 4: Record rejected units separately

   If goods arrived damaged or wrong, use Rejected for those units instead of including them in accepted stock.

   Follow receiving problems for rejection reasons, replacement units and receipt corrections. Accepted and rejected quantities represent different outcomes.

   The summary should account for the delivery without treating rejected units as sellable inventory.

5. 5

   Step 5: Check the vendor cost

   When costs are visible, compare Vendor cost with the invoice. Use Unit for a per-unit amount or Total for the received quantity's invoice total.

   OrderPilot calculates the other amount. Cost begins with the PO price; changing it requires Enter costs and charges.

   The helper distinguishes the PO price from the template's cost components. An incomplete template cost does not prove that the invoice amount is wrong.

6. 6

   Step 6: Review additional costs

   If the delivery includes freight, duty or another charge, use freight and duty to apply it to the correct goods.

   Check Landed / unit when available. It combines the vendor cost and allocated charges; it is not another quantity to receive.

   Keep a missing vendor cost distinct from an estimated charge so the later cost review addresses the correct problem.

7. 7

   Step 7: Add a Receiving note

   Enter a Receiving note for this receipt, such as carton condition or who accepted the delivery.

   The note remains with this arrival. Describe the observed condition clearly enough that the next person can understand it without reopening the cartons.

   The receipt summary now brings the quantities and costs together for review.

8. 8

   Step 8: Post the receipt

   Check the receipt number, accepted and rejected quantities, location and summary. Click Post receipt with the displayed receipt number and unit count.

   For rejection-only entries, the button reads Save with the rejected count instead.

   A confirmation reports the received units and cost state, then returns you to the PO.

What happens next

The PO becomes Partially received or Received according to its recorded quantities. Activity records the receipt, and the PO retains its dated receiving history.

Accepted stock is written to Shopify inventory at the receiving location. Customer-linked units are held for the order; surplus stock remains available.

The linked order follows the store's purchasing status connections. Ordered-new items can show Arrived & Held once the receipt and hold are complete.

The PO header changes to Partially received and the steps show, for example, Receiving · 1 of 12 units · 1 receipt. Activity records the receipt, such as Receipt #1 recorded · 1 unit across 1 line · $1,150.00 landed · costs final. That line can say costs are final, provisional until charges are final, or still missing vendor costs. Read that result before treating the margin as settled.

When the last units arrive on a PO with charges, Review PO charges opens for review. Receiving all the goods and finalizing all costs are separate checks.

Screen reference

Important notes and tips

Use Receiving history to correct posted counts with a reason. Use cost corrections when the goods are right but their recorded cost is wrong.

Replacements for rejected units can be handled on the same eligible PO. Moving customer-held units from warehouse to showroom is a separate action after receipt.

If something goes wrong