Receiving deliveries

Receiving is how your reports learn what a delivery actually brought. Managers can always mark what didn’t come. If you want, your team can also check deliveries off on their phones as the boxes arrive.

Turning receiving on

Staff check-off is off for every account. Nothing changes in your app until a manager or admin turns it on: no new buttons, screens, or reminders for your team.

Go to Settings. Managers find a Receiving card there. Admins find the same switch under Organization.
Tick Let staff check off deliveries.

Staff can then open today’s deliveries, see what was ordered (no prices), and check off what came. To stop, untick it. Whatever your team already recorded is kept and still counts in your reports.

Marking items not received without receiving

You don’t need the switch above for this. Managers and admins can tell the app what didn’t arrive whether receiving is on or off.

Closing an order is still one click, and it still means everything arrived. If every line on a sent order is Not received, the sheet also offers Cancel instead. When something didn’t, open the order and tap Mark what didn’t come instead. For each line, pick Received, Short, Not received, or Extra (more came than you ordered), then tap Close order.

Example. You ordered Easy-Off and the vendor was out. Open the order, tap Mark what didn’t come, set Easy-Off to Not received, and close. Easy-Off drops out of your purchases, usage and par suggestions for that order. The other lines count in full.

Closed an order and then found something was missing? Open it, find the Received section, and tap Edit. Changes update usage and costs from the day the order closed.

Closing several orders from the list. With receiving off, bulk close asks you to confirm: “This will mark every item on these orders as received. To mark something as not received, open the order first.” Use it only for orders where everything came. With receiving on, it says “Items nobody checked will count as received.”

How staff check in a delivery

This applies once receiving is on.

On the phone, open Receive from the menu, or tap the Deliveries row on Home. If only one order is due, Home takes you straight to it.
The list groups orders as Today, Not checked since an earlier day, Coming up, Not marked sent, and No date. When a vendor has two open orders, a banner reminds you to check the items to pick the right one.
Open the order. Each line has three buttons: Received, Short, and Not received. Not received also offers reason chips: “Out of stock”, “Damaged” and “Wrong item”. Tap the selected button again to clear the line.
Short opens a sheet. Enter how many came and say whether more is coming. If the rest shows up later, open the line again and tap The rest came or More came. You can pick a reason, such as out of stock or damaged, and add a note.
At the bottom, Also came is for anything that arrived but wasn’t on the order, such as 2 cases of lids instead of 1 of cups. It’s a note for your managers and isn’t counted in reports.
Tap Done. If lines are still unchecked, you can choose All of these came or Leave them unchecked.

Staff can enter up to what was ordered. If more came, the app says “Extra items need a manager. A manager can record more than was ordered.” Staff see vendors and quantities, never prices.

If the person can scan receipts, the order also has a Scan the invoice button that opens the scanner already linked to that order. See receipts and invoice scanning.

Orders that were never marked sent

A draft order with a delivery date of today or in the last week, such as one you phoned in, appears under Not marked sent and can be checked in. Once you check something off, it’s marked Sent. The vendor is not emailed. If nothing arrived, the app says so and records nothing.

No signal in the walk-in

If the phone is offline, checks are saved on this phone and sent when it’s back online. Stay on the page until the message clears. If someone else changed the same line first, you’ll see who and when, and you can check it again.

Shared staff login. If your team signs in with one shared staff account, every check shows under that account’s name, so you can’t tell who checked it. Each person needs their own sign-in to be named.

What managers see

Received section. The order page shows each line as received, short, or not received, with who checked it, when, and any note. A closed order has an Edit button for corrections. Orders closed before receiving existed show unchecked lines as “Not checked (counted as received)”.
Badges on the order list. With receiving on, orders show “3 of 7 checked” and “2 still to come”, and there’s an Arriving filter. A closed order with lines you marked not received shows “1 not received” whether receiving is on or off.
Deliveries on Home. A row for orders due today and for orders nobody has checked since an earlier day.
Sent to vendor. The send history on an order, with any note, such as “Marked sent when received”.
Daily recap. With receiving on, the recap email lists deliveries expected tomorrow and items not received today. The “Not ordered, vendor is out” section shows with receiving off too.
Home. The Below par row notes how many items are paused.

Once anything on an order has been received, it can’t be cancelled. The app says “Some items on this order were already received. Close it and mark the rest not received.”

Reminders and vendor-out pauses

Reminders. Open a vendor and tick Remind staff to receive. When an order to that vendor is sent, a task appears on its delivery day and clears when the items are checked. You can pick which role gets it. The box is off for every vendor until you tick it. While receiving is off it’s greyed out and says “Turn on receiving in Settings”. Without the reminder, staff still find deliveries on Home and under Receive.

Vendor-out pauses. When a line is Short or Not received in Mark what didn’t come, you can tick “Skip it on orders until” and choose 1, 2 or 4 weeks, counted from the order’s delivery date (or from today if that date has passed). Only managers and admins can set it. It applies to the item’s main vendor only.

While an item is paused, order suggestions, auto-orders and the cutoff sweep skip it. It’s listed under “Not ordered: vendor is out”, with another vendor named if the item has one, and your daily recap mentions it. To lift a pause early, open the item and tap Unpause on that vendor’s row. Pauses work with receiving off.

How reports use it

Purchases are what was received. Lines nobody checked count in full once the order is closed.

Actual cost of goods, usage variance, purchase history and par suggestions all use received quantities. If nobody marks anything, no number changes. Received goods count from the day they arrived. Orders closed before this feature aren’t recalculated.

What it does not do

Standing orders without a purchase order can’t be received. There’s nothing to check against.
It doesn’t change prices. Checking in or closing an order doesn’t update item costs. Scan the invoice for that.
It doesn’t catch counting mistakes. If a case is counted as a box, the app takes your word for it. If a delivery came in a different size, pick the reason “Came as a different size” on the Short sheet. The others are “Out of stock”, “Damaged” and “Wrong item”.
A late arrival keeps the first date. When the rest of a short line shows up days later, it’s dated with the first delivery.
If every line on an order is marked not received, the order stays Closed. It isn’t cancelled.