Receiving & purchasing

Receive a delivery

Book stock in on Receiving — scan each item and enter how many arrived, or open the purchase order and mark what came in.

A step-by-step walkthrough with real screenshots · FoolProof POS for alcohol retail

Steps

1. Open Receiving from the menu (under Inventory).
2. No order? Choose the Receive tab, scan the barcode (or type the name) and pick the item.
3. Type how many arrived in Quantity, pick Each or Cases under Units, then press Enter or click Receive.
4. Have a purchase order? Choose the Orders tab and open it.
5. Click Receive all if everything arrived, scan each box into Scan to receive one, or type a line's real count under Total received and click Save.
6. Vendor won't send the rest? Click Close as short: the order closes with each line's shortfall shown, and the missing units stop counting as on order.

Good to know

• Cases multiplies by the item's units per case — 2 cases of a 12-pack item adds 24. If the item has no units per case set, receive it in Each.
• Purchase order quantities are always counted in single units (bottles, cans, packs), not cases.
• If the item you scan on the Receive tab is on a placed order, it says so and receives against that order (so you can't book the same boxes twice). Tap Not on an order to put it straight on the shelf.
• Cost and Selling price on the Receive tab are optional. Change them only if the invoice or the shelf price changed. A suggested price from your markup appears with a Use button — nothing changes until you press it.
• An item's cost is the average of what's on the shelf, so a delivery at a new price moves it. Receiving says how: for example Cost $10.48 → $10.60.
• Made a mistake? Click Undo on the line under Received this session. It posts a correcting entry; the history is never rewritten.
• Receiving history at the bottom of the Receive tab lists everything scan-received, with who did it.

1. Receive without an order

On the Receive tab, scan or search for the item, enter how many arrived and whether that's single units or cases, then Receive. It goes straight onto the shelf count.

1234

1. 1Scan a barcode or type a name.
2. 2How many arrived.
3. 3Each or Cases.
4. 4Book it in.

2. Receive against a purchase order

Open the order from the Orders tab. Receive all marks every line as fully received. Or scan each box into Scan to receive one. If a line came in short, type what actually arrived under Total received and click Save on that line.

12

1. 1Everything arrived — receive the whole order.
2. 2Or set what really arrived for one line, then Save.

Related guides

• Create and place a purchase order
• Receive from a distributor invoice
• Transfer stock between stores
• Catch short shipments (PO vs invoice)