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Receive full or partial deliveries

Record the goods that arrived against a purchase order, separate accepted and rejected quantities, and check the resulting receipt and inventory. Complete a receipt only for a real delivery you have inspected.

Recording a supplier shipment or receiving a carrier delivery update does not complete receiving. This is the step where your team confirms the actual result.

Before receiving

Open the PO and check the supplier, receiving location and product identity. The order must be submitted, acknowledged or partially received to accept another receipt. Draft or cancelled orders cannot be received through this flow.

Confirm the unit used by the PO line and material before entering a quantity. For example, three cases containing 24 each represent 72 each. If the PO's inventory quantity is in each, a delivery of two cases is entered as 48 each, not two. Check units and barcodes if the supplier's packing units differ from your inventory units.

The receipt uses the purchase order's destination. If the goods arrived at another physical location, establish the correct receiving and movement records before posting; do not assume this screen changes the PO destination. See locations and stock pools.

Complete a receipt

  1. Open Purchase orders, choose the order and select Receive items.
  2. Review every row under Receiving lines. Zapstra Inventory Management pre-fills Received with the remaining order quantity. Change that default whenever the full remaining quantity did not arrive in acceptable condition.
  3. Enter the accepted amount in Received. For lines that did not arrive, set Received to zero. Record confirmed discrepancies separately as described below.
  4. If goods were rejected, enter their quantity separately in Rejected and select the Reason. Do not count the same quantity as both accepted and rejected.
  5. Add Receipt notes (internal) to explain the delivery. These notes are not shared with the supplier automatically.
  6. Under Evidence, use Add photos or documents for relevant images or PDFs. Check for Uploaded rather than assuming a selected file has finished uploading.
  7. Recheck the destination, accepted and rejected totals, reasons and any replacement attribution. Select Complete receipt.
  8. Inspect the result. If Zapstra Inventory Management offers to handle a rejection or replacement dispute, either continue with that decision or return to it later.

The completed receipt records the receiving result, updates the PO's received quantities and posts the accepted inventory. Evidence files alone do not post stock, and selecting Complete receipt is not the same as approving an invoice.

Example: two deliveries against one order

Suppose a reviewed PO for Northwind Packaging contains 72 each of Kraft mailer MAILER-KR6. Two cases arrive first, with 24 each per case. All 48 each are acceptable.

On the first receipt, change the prefilled Received quantity from 72 to 48 and leave Rejected at zero. After completion, check that the PO shows 48 each received and 24 each remaining.

When the final case physically arrives, open Receive items again and verify the remaining quantity of 24 each. Complete that second receipt after inspection. The two receipts together account for 72 each. Do not record all 72 on the first delivery merely because the supplier intends to send the last case later.

Rejections and shortages

The Reason choices include Damaged in transit, Wrong item, Defective, Short shipment and Other. Choose the reason that matches the actual discrepancy and explain it in your notes and evidence.

For example, if 48 each arrived but six are damaged and rejected, enter 42 each accepted and six each rejected. The rejected six do not belong in the accepted-stock quantity. Completing a receipt with rejected lines creates draft disputes and offers a resolution prompt.

A planned second delivery is different from a confirmed short shipment. If another 24 each are still expected, leave them outstanding rather than recording them as accepted or inventing a rejection to close the order. If the delivery is confirmed short, document what was expected and what was physically received, then review the discrepancy with the supplier.

Draft disputes and receiving evidence remain internal until you choose what to send. Use disputes and replacements to request credit, replacement or another resolution.

Stock Scan and bin placement

If the receiving page offers a Stock Scan handoff, use it for the corresponding floor-work mission. Follow the Stock Scan guides for that workflow.

This desktop receive form does not provide a per-line bin selector. Check the receiving location's bin policy and verify placement afterward where bins are in use. Do not assume that entering a receipt quantity also selected a particular shelf. See bins and moves.

Check the posted result

Open the PO's Receiving tab and inspect the receipt number, status and lines. Check Lines for updated received and remaining quantities, then inspect the material's inventory at the destination.

Shopify's stock result depends on the location's inventory authority and syncing setup. A completed Zapstra Inventory Management receipt is not proof that Shopify has already updated. If outbound syncing is enabled for Zapstra Inventory Management-controlled available stock, the resulting available-stock change follows that configuration. Do not enter the receipt twice to try to force a Shopify update; use sync troubleshooting.

Unfinished receipts and errors

A message that a receipt is still staged means it has not posted. Review the existing receipt from Receiving before continuing. The receive action can resume an open staging receipt; do not assume the form has reconstructed every previously captured line simply because an unfinished receipt exists.

If that unfinished work should be discarded, use Abandon receipt from the receipt, the receiving page or its row in Receiving. Review the confirmation, including the staged lines that will be discarded, then choose Abandon receipt or Keep receipt. Abandoning is irreversible, but it does not reverse inventory because the staged receipt posted nothing.

Completed receipts do not offer this abandon action. If a completed receipt is wrong, inspect it and contact Support with the PO and receipt references before making another stock-changing entry.

If completion times out, refresh the original PO and inspect its receipt history and quantities before trying again. A receipt may have completed even when the browser did not show the confirmation.