Receiving a product order into inventory is the final step after a shipment arrives. The order must be in a Placed status, and totals should match the packing slip. Items are then received in full or adjusted for out‑of‑stock items, substitutions, or backorders. Once received, product quantities move from On Order to On Hand, updating inventory and completing the order.
Before proceeding, ensure that the order has been either manually added or imported from InTouch and that the totals match those on the packing slip received from the company (or Order History/Order Status page on InTouch), and that the order Status has already been set to Placed.
From the sidebar navigation, click
Products, then Inventory Orders.
- Select the applicable order from the main Inventory Orders screen, then select the receive button
from the toolbar. - If all items have been physically received, from the Receive Order screen, select Receive All.
- Make any necessary adjustments for out-of-stock, back-ordered, or substituted items. Optionally, if any items have a shelf life, enter the applicable date in the Expires field, then click OK.
All quantities marked as received will be moved from the On Order column to the On Hand field in the product list.
The following animated image shows the steps for placing and receiving the order into your inventory.
Handling Out of stock items and substitutions:
-
Out of Stock: For items that are out of stock and will not be shipped in the future, first click Receive All. Then, locate each out-of-stock item and click the delete button
to remove it from the order. When finished, select OK to receive all other items. - Substitutions: Locate and select the product originally ordered, then select Substitution.... From the Product Lookup form, search for the item that was shipped as a substitute. Once you find the correct item, click Add to include it in your order, then click Close. Next, in the Receive Order form, enter the quantity of the substituted item that was shipped in the Received field. Ensure all other quantities are correct for any other items shipped. When finished, click OK to receive all other items.
- Backordered Products: For items currently on backorder that are expected to ship, after clicking Receive All, set the quantity in the Received field to 0. Then click to receive all other items. The order will stay in a Placed status, with only the products pending receipt listed in the Receive Order screen. All other items will be removed, and the quantities will be added to your inventory. When finished, select OK to receive all other items.