Open Receivings, pick the supplier, add items with cost and quantity, then Finish to update stock. Suspend unfinished receivings, return stock in Return mode, edit or clone completed ones, and turn on cost price averaging in Store Config.

When a delivery arrives, you check it into inventory through the Receivings module in the left menu. A receiving records what came in, from which supplier, at what cost — and it updates your stock counts and cost prices as soon as you complete it. If the delivery matches a purchase order you already created, unsuspend and complete that PO instead of building a new receiving — see purchase orders.

The screen works a lot like the sales screen, just pointed at the back door: scan or search items, adjust the lines, finish, and hand over (or email) the paperwork.

Choose a mode

The mode button next to the search bar (it reads Receive by default) switches what the document does:

• Receive — the default: stock coming in from a supplier. Completing it adds quantities.
• Return — stock going back to a supplier. Completing it deducts quantities and records the credit or refund you receive.
• Purchase Order — plan an order before it ships; see purchase orders.
• Transfer — move stock between your locations; only shown when you have more than one location. See transfers between locations.
• Store Account Payment — pay down a supplier's store account balance; only shown when Suppliers Store Accounts is enabled in Store Config and the employee has the Receive Store Account Payment permission. See suppliers.

Switching between Receive and Return with items on screen prompts you to convert the lines (quantities flip sign), so you never rebuild the list.

Receive a delivery

1. Open Receivings and make sure the mode is Receive.
2. Add items by scanning barcodes or typing in the Find/Scan Item field; you can also pick from the item grid by category, tag, supplier or favorites. If Choose Quantity After Adding Item in Receivings is on in Store Config, each scan asks for the quantity.
3. Attach the supplier in the Type supplier's name... field. Matching suppliers appear as you type. Click + next to the field to create a brand-new supplier without leaving the screen, click Detach under the name to remove them, and use the internal notes box plus Update Supplier to save special instructions onto the supplier record. If Capture Internal Notes During Receiving is enabled in Store Config, the supplier's internal notes display automatically when they are attached. A supplier is optional unless Require Supplier for Receiving is enabled in Store Config.
4. Adjust each line: Cost, Quantity, and Disc % for a per-line discount. For items that track expiration, enter the Expire days (the field shows for expiring items, or on every line when Always show Expire Date in Receiving is on). If the item has secondary suppliers, you can switch the line's supplier and its cost updates to that supplier's price. Picking an item with variations or secondary suppliers from the search suggestions first opens a popup where you enter a quantity per variation and choose the supplier for the line; check Disable Variation Popup in Receiving in Store Config to skip the popup and adjust quantities and suppliers inline on the lines instead.
5. To discount the whole order, use Discount all Items by Percent or Discount Entire Receiving (a fixed amount off the total). Both require the Give Discount permission for the Receivings module.
6. Enter the Shipping Cost if Track Shipping Cost For Receivings is enabled in Store Config, so freight is stored on the document.
7. If Charge tax on receivings is enabled in Store Config, taxes are calculated here — including any Override Default Tax for Receiving set on the supplier's profile. Editing or deleting the calculated taxes requires the Edit Taxes and Delete Taxes permissions.
8. Record the payment: Cash, Check, Debit, Credit, any custom payment types you have added, and Store Account when supplier store accounts are on. The pre-selected type follows Default Payment Type for Receivings in Store Config (Cash if unset).
9. Check the fields below the payment section:
   • Change receiving date — receivings are dated when submitted; tick the box to backdate or postdate one. (With Inventory Date for Receivings Is Always Receiving Date enabled, the inventory movement is posted on that date too.)
   • Comments — free-text notes stored on the receiving.
   • Custom fields — any receiving-level or line-item custom fields you have configured; required ones must be filled before finishing.
10. Click Finish and confirm. (The confirmation popup can be turned off with Disable Confirmation for Complete Receiving in Store Config.)

Stock counts update immediately at the location you received into, the receiving receipt opens, and if Print receipt after receiving is enabled the print dialog opens automatically.

Return stock to a supplier

When a supplier sends damaged or incorrect items, record the return so inventory and reports stay accurate:

1. Open Receivings, click the mode button and select Return.
2. Add the items being sent back and attach the supplier, exactly as above.
3. Record the payment method you are being refunded or credited by. Amounts show as negative, because money and stock are leaving your purchase history.
4. Double-check Change receiving date and Comments, then click Finish — or Suspend the return if the supplier has not credited you yet and you want to track it until they do.

Completing a return deducts the returned quantities from stock. A completed return leaves the queues and can only be found again by its Receiving ID (see finding completed receivings below).

Suspend a receiving

Real deliveries get interrupted. As soon as the first item is added, a Suspend button appears — click it to save the receiving without updating inventory or reports. Suspended receivings hold purchase orders, half-checked deliveries and pending supplier returns alike.

To manage them:

1. Open Receivings, click the ellipsis (...) and select Suspended Receivings And Purchase Orders.
2. The list shows every suspended receiving and PO. You can search it, choose which columns display, filter to only your own suspended receivings, and open each receipt (viewing a suspended receipt requires the View Suspended Receipts permission).
3. Click Unsuspend to load one back onto the receiving screen. Finish it to update inventory — or click Suspend again to keep holding it.
4. Click Delete to remove one, or tick several rows and delete them together. The Delete buttons only appear for employees with the Delete Suspended Receiving permission — a separate permission from Delete receiving, which the app also checks when the deletion is submitted. Deleting a suspended receiving cannot be undone.

Suspended receivings never affect stock. If you do not want them in reports either, enable Hide suspended Receivings in reports in Store Config.

Find, edit and delete completed receivings

Completed receivings leave the queues. To find one again, open Receivings and click the ellipsis (...):

• Show Last Receiving — opens the receipt of the last receiving you worked on.
• Lookup Receipt — enter the Receiving ID printed on the paperwork to open any older receiving.

To edit, click Edit in the top left of the receipt. A warning explains the edit will replace the current receiving — click OK, change anything on the receiving screen, and Finish to save the replacement. Inventory and reports adjust to the corrected values. Editing requires the Edit receiving permission; deleting a receiving (which reverses its stock movement) requires Delete receiving, and deleted receivings appear in the Deleted Receivings Report and can be undeleted from there.

Cost price averaging

Accurate profit depends on an accurate cost. When suppliers change prices over time, cost price averaging keeps each item's cost in step with what you have actually paid, instead of leaving it stuck at the first purchase forever.

Turn it on in Store Config

1. Open Store Config (search for "average cost" if you prefer not to scroll).
2. Check Calculate Average Cost Price from Receivings.
3. Choose an Averaging Method:
   • Moving Average (recommended) — blends the item's current cost and total on-hand quantity with the cost and quantity on this receiving: new cost = (current inventory value + received value) ÷ (current quantity + received quantity). Simple, and recent purchases pull the cost toward today's reality.
   • Historical Average — recalculates from all past receiving lines for the item (cost × quantity across every receiving, net of line discounts), so the entire purchase history counts toward the new average.
   • Don't average, use current received price — no blending: the latest receiving's cost simply becomes the item's cost.

Averaging runs each time a receiving with a positive received quantity is completed. Per-line discounts are factored in; variation items average per variation, and location-level cost prices are updated per location where they exist.

Related cost settings

• Update Cost Price On Transfer — also recalculates cost when stock moves between locations; see transfers between locations.
• Serialized items can always take the exact received cost per unit, so big-ticket profit reflects what that serial number cost you — see serialized and special item types.
• Always Enable Location Selling Price Update During Receiving — lets you adjust an item's per-location selling price while receiving, useful if you price by location and want to re-price while the stock is in front of you.

Profit and margin on reports are only as good as these costs — see inventory and purchasing reports.

The receiving receipt and its actions

Completing (or looking up) a receiving opens the receivings receipt, which summarizes the transaction and offers these actions across the top:

• Edit — replace the receiving, as described above (requires Edit receiving).
• Labels — print item labels for everything on the receiving: custom labels from the label designer, classic Barcode Labels, or QR code labels.
• Sheet — a Barcode Sheet or QR code sheet of every item received, for tagging stock as you shelve it. See barcodes and labels.
• Excel Export — downloads the receipt's item and price information as a spreadsheet.
• E-Mail Receipt — emails the receipt to the supplier's address on file (shown only when the supplier has an email).
• The download arrow — saves the receipt as a PDF.
• Clone — copies every line into a new receiving that you adjust and complete or suspend; the fastest way to repeat a regular order. (Cloning can be disabled in Store Config.)
• Print — prints a physical copy; New Receiving returns you to a blank screen.

Receipt content is configurable in Store Config: Hide ALL prices on receiving keeps costs off paperwork that travels, Show Selling Price On Receiving Receipt turns the receipt into a shelf-pricing checklist, and Show signature on receiving receipt adds a signature capture so there is a record of who signed off on the delivery. General receipt branding is covered in customizing receipts.

Batch import a receiving from Excel

For large deliveries, skip the scanning:

1. Open Receivings, click the ellipsis (...) and choose the Batch receiving import.
2. Click Download Excel Template for Batch Receivings and fill it in — one row per line with Item ID, Cost price, Unit price, Quantity and Discount percentage.
3. Upload the file. The import fails if any item in the file does not exist yet, so create items first (importing your data covers bulk item creation).

Where receivings show up next

Everything you receive flows into reports: detailed receivings, receivings by supplier, receivings taxes, payments on receivings, item cost history and the transfers report all build on these records — see inventory and purchasing reports. Store-account charges surface in supplier store account reports and invoices. And when the physical count still disagrees with the system, fix it with an adjustment, not a fake receiving — see stock levels, adjustments and damaged items.

Permissions

All in permissions and templates, on the Receivings module unless noted:

Common questions

Does a receiving update inventory as soon as I add items? No — nothing changes until you click Finish. Suspending saves the document with no inventory effect at all; only completing moves stock.

How do I fix a receiving I completed with the wrong quantity or cost? Find it with Show Last Receiving or Lookup Receipt (ellipsis menu), click Edit, correct the lines and finish again. The corrected version replaces the original and inventory adjusts accordingly.

Why can't I finish my receiving? The usual causes: a required receiving custom field is empty, Require Supplier for Receiving is on and no supplier is attached, or (for transfers) you lack the Complete Transfer permission.

What is the difference between Moving Average and Historical Average? Moving Average blends the current cost and on-hand quantity with just this receiving. Historical Average recomputes from every receiving line ever recorded for the item. Moving reacts faster to recent prices; Historical weights the whole history.

Why didn't the item's cost change after receiving? Check that Calculate Average Cost Price from Receivings is on in Store Config, and that the receiving had a positive quantity — averaging skips zero-quantity lines and returns. Also note the employee needs Items → See Cost Price to see cost values at all.

Can I keep costs hidden from the person doing the receiving? Yes — leave Items → See Cost Price off their permission profile, and enable Hide ALL prices on receiving so printed receipts carry no prices either.

How do I record damaged goods going back to the supplier? Switch the mode to Return, add the items and supplier, record the refund or credit method, and finish — or suspend the return while you wait for the supplier to process the credit. See the returns section above.

Can I re-order the same delivery every week without rebuilding it? Yes — open last week's receiving receipt and click Clone. Every line copies into a fresh receiving you can tweak and complete.