# Receiving Orders

**Receiving** is the process of confirming that goods have physically arrived at your location and recording them in the system. This updates stock levels and closes out the relevant Purchase Order or Transfer Order.

> **Note:** Receiving is a configurable module that works alongside Purchase Orders and Transfer Orders. It needs to be enabled by your Client Admin and is typically used in multi-location or warehouse operations. Always receive against an existing Purchase Order or Transfer Order — do not receive goods with no matching order in the system without consulting your manager.

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## When to Receive

* A delivery arrives from a supplier (receive against a **Purchase Order**)
* Stock arrives from another branch or warehouse (receive against a **Transfer Order**)

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## How to Receive an Order

### From the Receive Orders List

1. Go to **Receive Orders List** in your sidebar.
2. Find the Purchase Order or Transfer Order you are receiving against.
   * You can filter by status (**Open** or **In Transit**) to narrow down to orders awaiting receipt
   * Search by order number, vendor/location, or date
3. Click the order to open it.
4. Click **Receive** (or **Create Receive**).
5. For each line item, enter the **quantity actually received**.
   * If the full quantity arrived, enter the ordered amount
   * If only part of the shipment arrived, enter the partial quantity — the remaining quantity stays open
6. Check for any discrepancies between what was ordered and what arrived (damaged goods, wrong items, shortages).
7. Add a **note** if there are any issues with the delivery.
8. Click **Submit**.

Stock levels at your location are updated immediately.

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## Receiving Directly from Purchase Order View

You can also initiate a receive from inside the PO or Transfer Order record:

1. Open the **Purchase Orders List** or **Transfer Orders List**
2. Click the relevant order
3. In the order view, look for a **Receive** button
4. Follow the same steps as above

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## Partial Receipts

If only part of a shipment arrives:

* Enter only the quantities that physically arrived
* The order remains **Partially Received**
* When the rest arrives, repeat the receiving process for the remaining quantities
* The order closes automatically when all quantities are fully received

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## Handling Delivery Discrepancies

If the goods received do not match the purchase order:

| Situation                                     | What to Do                                                                                       |
| --------------------------------------------- | ------------------------------------------------------------------------------------------------ |
| **Short shipment** (fewer items than ordered) | Receive only what arrived; contact your manager or supplier about the missing items              |
| **Over-shipment** (more items than ordered)   | Receive only what was ordered; flag the extra items to your manager before putting them in stock |
| **Wrong items received**                      | Do not receive incorrect items — notify your manager immediately                                 |
| **Damaged goods**                             | Do not receive damaged goods into stock — set aside and contact your manager                     |

Always add a note in the receiving record when there is a discrepancy. This creates a paper trail for any disputes.

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## What Happens After Receiving

* **Stock levels** at your location increase by the received quantities
* The linked **Purchase Order** or **Transfer Order** updates its status to Partially Received or Fully Received
* A receive record is created and linked to the original order — you can always trace back what was received, when, and by whom

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## Related Pages

* [Purchase Orders](/end-user-guide/pos-overview/purchase-orders.md)
* [Transfer Orders](/end-user-guide/pos-overview/transfer-orders.md)
* [Item Fulfillment](/end-user-guide/pos-overview/fulfillment.md)


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