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Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from a113353 on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).
68 lines
4.3 KiB
Markdown
68 lines
4.3 KiB
Markdown
---
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title: Receiving and back orders
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section: stock
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order: 6
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summary: 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.
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screen: Orders › an order › Receive delivery
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role: Admin or Issuer
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keywords: receive, delivery, goods received, invoice, back order, short delivery, partial delivery, pickup, shelf, invoiced cost, docket
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---
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## Before a delivery can be received
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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.
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The `Units received` tile shows how many units have arrived against how many were ordered.
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## Ticking the lines
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The `Receive delivery` dialog lists each line of the order:
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- `Outstanding`: ordered less already received.
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- `Arrived`: filled in with the outstanding figure. Change it to what is in the box.
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- `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`.
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- `Invoiced cost`: the unit cost on the invoice, filled in with the catalogue cost.
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**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.
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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.
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## Invoice, date and price
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1. **Enter the invoice number.** It is kept on the delivery and on the order.
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2. **Check the arrival date.** It starts on today.
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3. **Add a note** if something was wrong, and **Photo the invoice** if you want the invoice on file.
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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.
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5. **Receive.**
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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.
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## Short lines become a back order
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Receiving closes the order as `Received`, whatever arrived. Anything short is moved onto a new order:
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- Status `Back Order`, for the same supplier, person, cost centre and supplier reference.
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- Its note reads `Back order — short on` and the original order number.
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- Its expected date is today plus the supplier's lead time, or 14 days when none is set.
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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).
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## Where the garments go
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- **Shelf** lines are added to stock on hand for their sizes straight away.
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- **Pickup** lines are not put on the shelf. They become one pickup for the staff member, which appears on the [pickup call list](/docs/counter/pickup-call-list). Marking it picked up records the garments as issued to that person.
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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.
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> **Careful** There is no undo for a delivery once received; a wrong quantity is corrected on the shelf with Adjust quantity.
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## What is written
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| Action | Record · Change | Undo |
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|---|---|---|
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| 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 |
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| Short lines | New `Back Order` order linked to the original | Cancel order (Admin) |
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| Shelf lines | Stock on hand for those sizes goes up | Adjust quantity (Admin) |
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| Pickup lines | A pickup for the staff member with those lines | None from this screen |
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| Update catalogue cost | Catalogue unit cost; a price history entry | Change the cost on the product page |
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