Recording goods already received with a fast order

When to do this

Use a fast order when goods arrive without going through an order sent to the supplier (for example the morning milk or a direct purchase at the wine shop): record the already-received products in a single step, without sending anything to the supplier.

Before you start

• Fast order is available on the Standard and Pro plans; on the Free plan the Fast order tab is shown locked (label Standard) and opens the plan page.
• You need permission to create orders (the same permission required for a normal order).

Steps

1. From the Orders list, tap New order. This opens the New screen with the question "What do you want to record?" and two tabs: Order ("Pick products and send it to the supplier") and Fast order ("Record goods already received, without sending to the supplier").
2. Select Fast order. This opens the wizard in fast mode: the same supplier and product selection as a normal order, but without the sending channel or the budget summary.
3. Add the products and quantities actually received.
4. In the Delivery date field you'll find today's date already set, with the hint "When you received the goods": you can move it back in time, but you can't choose a future date — if you try, saving is blocked server-side with the error "The date cannot be in the future".
5. Tap the final button:
   • if the supplier does NOT require approval, the button is Save: the order is recorded immediately as received;
   • if the supplier requires approval, the button is Send for approval, with the note "The supplier requires approval: the order will be recorded as received once approved": the order stays pending until a manager approves it.

Recognizing and filtering fast orders

Every fast order shows the Fast order badge next to the status, both in the list and in the detail view. In the orders list you can filter by Type: All, Orders ("Sent to the supplier") or Fast order ("Goods already received"). If you don't have any fast orders yet and select the Fast order filter, you see the empty state "No fast orders" with the Record received goods button, which opens the fast wizard directly.

Detail of a recorded fast order

A recorded fast order (with no approval required, or after approval) shows the Received status, the note "Recorded as a fast order · not sent to the supplier", the Received on date and the Recorded by field showing who recorded it. From here you can:

• Correct receipt — corrects the received quantities using the same correction procedure as a normal order's check-in;
• Void fast order — opens a confirmation ("Void this fast order?" / "It will be excluded from spend.") and, if you confirm, voids the order: it's excluded from the spend calculation, the budget and the dashboards.

Fast order awaiting approval

As long as the supplier hasn't approved it:

• if you created it, you see the note "Recorded as a fast order · awaiting approval". You find two buttons, Recall to draft and Delete: an order in approval can't be deleted directly, so both bring the order back to draft; from there you can edit and resend it, or cancel it from the orders list with Cancel order;
• if you're an approver, you see the note "Goods already received · approving records them as received, nothing is sent to the supplier". Unlike a normal order, here Approve immediately records the order as received with a single tap, without opening the email/WhatsApp send confirmation; you can also Reject it, just like a normal order.

If your plan doesn't include fast orders

On the Free plan, the Fast order tab in the New screen is locked: it shows the Standard label and the Discover Standard button, which opens the plans page. A direct link to the fast wizard still takes you back to the choice screen. If your plan is downgraded below Standard, fast orders already recorded remain visible with their badge, and whoever needs to approve them can keep approving or rejecting them.

Effect on data

Recording or approving a fast order automatically updates the warehouse stock with the entered quantities, exactly like a check-in. Unlike the check-in of a normal order:

• no weekly or monthly budget cap is evaluated;
• the product catalog and price history are not updated;
• no message, email or notification is sent to the supplier.

Frequently asked questions

Can I record goods received yesterday or a few days ago? Yes: the delivery date can be any date up to and including today, not only today.

What happens if I void a fast order by mistake? The voided order is excluded from spend, budget and dashboards; if you need to recover it, contact support.

Does a fast order awaiting approval reach the supplier? No: neither saving nor approving ever sends anything to the supplier — it's always only an internal record.