Checking in a received order

When to do this

When the goods for a SENT order arrive at your store, record the check-in to compare the quantities and prices actually received against what was ordered. Check-in automatically updates the catalog and warehouse stock: no manual update is needed afterwards.

Before you start

• The order must be in SENT status. If it is still in DRAFT or APPROVAL, send it to the supplier first (see the getting-started guide for your first order).
• You can start the check-in multiple times as goods arrive: until you complete it, the data you enter stays saved as a draft.

Steps

1. Open the order detail from the Orders list. If the status is SENT, you'll see the Check in and Cancel order buttons.
2. Press Check in. The check-in screen opens with a 3-step stepper: 1 Verify, 2 Summary, 3 Done, and a panel with the counters To verify, Verified, Intact, Discrepancies, Price alerts.
3. For each item in the order, enter the quantity actually received in the Quantity field (the product's unit of measure is shown next to the field). As soon as you leave the field, the item is saved automatically: you don't need to press anything to confirm a single row.
   • If the received quantity matches the ordered quantity, the item automatically moves to Intact status.
   • If the quantity differs (more or less) or the price invoiced by the supplier differs from the ordered price, the item is flagged as a discrepancy or price alert and must be explicitly confirmed before you can complete the check-in.
4. When all items have been verified (the Verified counter shows the total out of total, e.g. 1/1), press Complete check-in.
5. A confirmation window Complete check-in? opens with a summary: Goods received, Total document, Discrepancies, Updated prices. You can go back with Review again or confirm with Confirm and complete.
6. After confirming, the order moves to PROCESSED status and you'll see the Check-in completed screen, showing the total paid and the number of items received in good condition. From here you can go back to the orders list or reopen the order detail.

Effect on data

Completing the check-in automatically updates:

• the order status, which becomes PROCESSED (processed_at is recorded);
• the warehouse stock for the stores involved, with the quantities actually received;
• the product catalog, if during check-in you confirmed a price different from the one ordered (price alert).

These updates cannot be reversed from the interface: if a check-in was completed by mistake, contact support.

Frequently asked questions

Can I complete the check-in with zero quantity on an item? Yes, but the item will show a discrepancy (not received) that you'll need to explicitly confirm before proceeding.

What happens if I close the page halfway through check-in? Data for rows already confirmed stays saved; the order remains visible with a button to resume the check-in from where you left off.