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Receiving Purchase Orders

Record received goods against purchase orders with partial receiving support.

Open Purchase Orders

Receiving Purchase Orders

  • Record goods received against your purchase orders
  • Receive items partially or all at once — flexibility for your workflow
  • Automatically update ingredient stock when items arrive

What Happens When You Receive Items

When you record a receiving in BakeOnyx, two things happen automatically:

Quick demo
  • Your ingredient stock quantities update immediately
  • An inventory log entry is created to track the restock activity

You can receive all items from a purchase order at once, or split the receiving across multiple deliveries. BakeOnyx tracks your progress and updates the order status as you go.

How to Receive a Purchase Order

Step 1: Open the Purchase Order

  1. Go to Purchase Orders in the main menu
  2. Find the order you want to receive and click on it
  3. You'll see the order details and a list of all items
Purchase order detail view showing line items and receive button

Step 2: Click the Receive Button

  1. Scroll to the bottom of the purchase order or look for the Receive Items button
  2. Click it to open the receiving form

Step 3: Enter Quantities Received

  1. You'll see a form with each line item from the purchase order
  2. For each item, enter the quantity you actually received in the Quantity Received field
  3. If you're not receiving an item yet, leave the field blank or enter 0
Receiving form with quantity fields for each line item and notes section
Tip: You don't have to receive everything at once. If your delivery is split across multiple days, just enter what arrived today. You can create another receiving record later for the rest.

Step 4: Add Notes (Optional)

  1. In the Notes field, add any details about the delivery
  2. Use this space to flag issues like damaged goods, missing items, or quality concerns
  3. Example: 2 bags flour arrived with small tear in packaging

Step 5: Submit the Receiving

  1. Review your entries to make sure quantities are correct
  2. Click Confirm Receipt or Save Receiving
  3. BakeOnyx will update your ingredient stock immediately

Understanding Purchase Order Status

As you receive items, your purchase order status changes to show progress:

  • Pending: Order created but nothing received yet
  • Partial Received: You've received some items, but not everything
  • Received: All items from the order have been received
Note: You can create multiple receiving records against the same purchase order. Each time you receive items, they're added to your ingredient stock and logged in your inventory history.

Handling Discrepancies

If the delivery doesn't match your order, here's what to do:

  • Missing items: Enter only what you received. Leave the missing items for a future receiving record or contact your supplier
  • Damaged goods: Note the issue in the Notes field and enter the quantity you can actually use
  • Quantity mismatch: Enter the actual quantity received, not what the invoice says. Your notes will document the discrepancy
Warning: Only enter quantities you've physically received and verified. Entering incorrect quantities will throw off your ingredient stock counts and make it harder to track inventory later.

Next Steps

The summary, FAQ, and statistics in this section were compiled from public sources and reviewed by the BakeOnyx editorial team. AI-assisted research.

Frequently Asked Questions

What happens automatically when I record a purchase order receipt in BakeOnyx?▾

When you record a receipt in BakeOnyx, two key actions occur automatically. First, your ingredient stock quantities are updated immediately to reflect the items that have arrived. Second, an inventory log entry is generated, providing a clear record of this restock activity for auditing and tracking purposes.

Can I receive items from a purchase order over multiple deliveries?▾

Yes, BakeOnyx offers flexibility for split deliveries. You can receive all items at once or record partial receipts. The platform tracks your progress, updating the order status as you go. You can create multiple receiving records against a single purchase order, with each receipt updating your stock.

How do I handle discrepancies like missing or damaged items when receiving a purchase order?▾

If there are discrepancies, such as missing items or damaged goods, you should only enter the quantity of items actually received. For damaged items, use the notes section to detail the issue, like '2 bags flour arrived with small tear in packaging.' Missing items can be noted for a future receiving record or addressed with the supplier.

What are the different statuses for a purchase order in BakeOnyx?▾

BakeOnyx uses distinct statuses to indicate purchase order progress. 'Pending' means the order has been created but no items have been received. 'Partial Received' signifies that some items have arrived, but the order is not yet complete. 'Received' indicates that all items from the purchase order have been successfully received.

How does BakeOnyx update my inventory when I receive goods?▾

Upon submitting a receiving record in BakeOnyx, the system automatically updates your ingredient stock quantities in real-time. This ensures your inventory levels are always current, reflecting the actual amount of ingredients you have on hand, which is crucial for accurate production planning and costing.

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