threadcount-community/docs/manual/stock/receiving-and-back-orders.md

title, section, order, summary, screen, role, keywords

title	section	order	summary	screen	role	keywords
Receiving and back orders	stock	6	Booking a delivery in against its order, recording the invoice, splitting short lines to a back order, and sending garments to the shelf or the pickup list.	Orders › an order › Receive delivery	Admin or Issuer	receive, delivery, goods received, invoice, back order, short delivery, partial delivery, pickup, shelf, invoiced cost, docket

Before a delivery can be received

Open the order from Orders. Receive delivery appears on an order that is Ordered, Shipped or Back Order. A draft has to be marked ordered first, and a received or cancelled order can't be received again. Mark shipped is optional and changes nothing about receiving.

The Units received tile shows how many units have arrived against how many were ordered.

Ticking the lines

The Receive delivery dialog lists each line of the order:

• Outstanding: ordered less already received.
• Arrived: filled in with the outstanding figure. Change it to what is in the box.
• Destination: Shelf, or Pickup when the order is for a staff member. A staff member's order starts on Pickup; an order for stock has only Shelf.
• Invoiced cost: the unit cost on the invoice, filled in with the catalogue cost.

Scan items off the box (camera) adds 1 to a line for each garment scanned, and names a garment that isn't on the order.

An arrived figure above the outstanding one is refused. Book surplus in with Adjust quantity › Receive on Stock › On hand, which records it as received without an order. At least one line needs a quantity.

Invoice, date and price

1. Enter the invoice number. It is kept on the delivery and on the order.
2. Check the arrival date. It starts on today.
3. Add a note if something was wrong, and Photo the invoice if you want the invoice on file.
4. Check any price flag. When an invoiced cost differs from the catalogue, the line shows both. Keep leaves the catalogue alone; Update catalogue cost (Admin) changes it and adds a price history entry.
5. Receive.

Delivered units are valued at the invoiced cost from then on, on the order and in the order's CSV; anything still outstanding is valued at the catalogue cost.

Short lines become a back order

Receiving closes the order as Received, whatever arrived. Anything short is moved onto a new order:

• Status Back Order, for the same supplier, person, cost centre and supplier reference.
• Its note reads Back order — short on and the original order number.
• Its expected date is today plus the supplier's lead time, or 14 days when none is set.

The two orders link to each other: the back order says which order it came from, and the original lists its back orders. A back order is received the same way, and anything short on it goes to another back order. Cancel a back order the supplier won't fill with Cancel order (Admin).

Where the garments go

• Shelf lines are added to stock on hand for their sizes straight away.
• Pickup lines are not put on the shelf. They become one pickup for the staff member, which appears on the pickup call list. Marking it picked up records the garments as issued to that person.

The order's History panel adds a Delivery received entry with the invoice number, each line and where it went, and an Invoice photo button when one was taken. A received order's details are locked.

Careful There is no undo for a delivery once received; a wrong quantity is corrected on the shelf with Adjust quantity.

What is written

Action	Record · Change	Undo
Receive	A delivery record (date, invoice, note, photo) with a line per arrived size (quantity, destination, invoiced cost); the order set to Received with its invoice and received date, the note added to its notes	None; correct stock with Adjust quantity
Short lines	New Back Order order linked to the original	Cancel order (Admin)
Shelf lines	Stock on hand for those sizes goes up	Adjust quantity (Admin)
Pickup lines	A pickup for the staff member with those lines	None from this screen
Update catalogue cost	Catalogue unit cost; a price history entry	Change the cost on the product page