Receiving Pending Orders

When a delivery arrives, head to the Receive page to check it in. This is the moment your inventory actually increases. Creating a purchase order alone does not add stock. You can receive everything on a purchase order at once, or just the items that actually showed up.

First Delivery

If this is your first delivery in Peasy, the Receive page is where you tell the system what actually came in. Until you receive, your inventory numbers do not change.

What You'll See

The Pending view shows a table of items waiting to be received, one row per line item across your open purchase orders. Each row shows:

You can filter by location, search by item name or PO number, and use the Due filter to show only items with ETAs that have passed.

Step by Step

1. Go to Receive > Pending.
2. Find the item that just arrived and click Receive. You can also click the item name.
3. The Receive panel opens on the right. Fill in:
   • Receive Date — defaults to today
   • Receiver — who is accepting the delivery
   • Purchase Order — pre-selected if you opened from a PO row
   • Item — pre-selected from the row
   • Qty Delivered — the actual quantity that arrived
   • Received Cost — optional, depending on your settings. Use the Per unit / Total tabs next to the field to switch between entering a per-unit price or the full line-item total — Peasy converts for you either way, and the helper text below shows both values based on the delivered quantity.
   • Vendor's Invoice · Bill # — select an existing bill or create a new one (see below)
   • Location — where the inventory should go
4. Optionally fill in Supplier Lot ID, Lot ID, and any notes.
5. Use the split button at the bottom to choose what happens next:
   • Receive & Next PO Item — save and move to the next item on the same PO
   • Receive & Close — save and close the panel
   • Receive & New Item — save and clear the form for a different item
   • Receive & Same Item — save and reset for another receive of the same item

Receiving Multiple Items from the Same PO

You do not need to close the panel between items. Receive & Next PO Item is the fastest way to work through a full delivery one line at a time.

For larger deliveries — a PO with many line items, or a vendor drop spanning multiple POs — open the Bulk Receive grid instead. Select the pending rows you want to check in, click Bulk receive in the floating toolbar, fill in quantity, supplier lot, and cost per row, and submit them all at once.

What Happens After You Receive

• Inventory increases immediately at the selected location by the quantity you entered
• The PO status updates automatically to Partial or Received
• The receive is logged in inventory history with details like who received it, when, from which PO, and any lot numbers
• A confirmation toast lets you know the receive was saved

How to Receive a Delivery

1. Go to Receive > Pending in the sidebar.
2. Select your receiving location using the location dropdown at the top — this is where the items are going.
3. Find the items or purchase order you want to receive.
4. Click Receive on an item (or select multiple items).
5. The receive panel opens on the right. Enter the quantity you actually received.
6. Choose what to do after receiving:
   • Close panel — Return to the pending list
   • Stay on same item — Receive more of the same item
   • Move to next item — Jump to the next pending item
   • Move to next PO — Jump to the next purchase order
7. Confirm the receive.

Your inventory updates immediately.

Partial Receives

Not everything always arrives at once. If you ordered 10 cases but only 8 showed up:

• Enter 8 as the received quantity
• A Remainder control appears next to Qty Delivered with two options:
  • Open (default) — the remaining 2 stay in Pending and the PO updates to Partial status. You can come back and receive the rest when it arrives.
  • Close — the line drops out of the receiving queue immediately. The PO line is marked Received and the remaining 2 are written off without crediting inventory. Same end result as the row-level Mark as done action.
• The Remainder control only appears when delivered is less than expected. Once delivered matches expected, it hides.

If the supplier flat-out shorted you and the missing units aren't coming, also open the Rejections + Shorts section (see Logging Shorted or Rejected Items below) and check Shorted so the reason is on the record.

Logging Shorted or Rejected Items

The receive panel has a Rejections + Shorts section for cases where some of what arrived was damaged, unusable, the wrong item, or short. Expand it to fill in:

• Rejection Reasons — pick one or more: Damaged, Unusable, Wrong Item, Shorted, or Other
• Quantity Rejected — how many of the delivered units you're rejecting
• Rejection Note — explanation to send the supplier
• Photos — optional JPG/PNG attachments

The reasons you check are saved on the receive log and visible in Receive History. Use Shorted when delivered < expected and you want a documented reason on the line — it's independent of the Remainder Open/Close decision above (Remainder controls whether the line stays in the queue; Shorted records why).

What You See for Each Pending Item

• Item name and unit
• Expected quantity — How much was ordered
• Vendor / PO number — Where it's coming from
• ETA — When it was expected to arrive

Receiving from the Item Detail Panel

You can also start a receive directly from the item detail panel on the All Items page. Click any item, then click Receive in the restock section. This opens the Receive page with the item and quantity already filled in, so you can check it in without searching for it.

Receiving from the Purchase Orders Page

You don't have to come to the Receive page to check in a delivery. The same receive panel is available on Buy > Purchase Orders:

• Click the truck icon on any PO row to open the panel for that order.
• Or open the PO's detail panel and use Receive Order (top of the items list) or the per-line Receive button.

The panel works identically wherever you open it — fill in the same fields, use the same split-button options, and your inventory updates the same way. After a successful receive, the Purchase Orders table and pending list both refresh automatically.

Receiving from a Co-Manufacturer

If a purchase order line is linked to a co-manufacturer work order — meaning you bought a finished product from a supplier who makes it for you — the receive panel changes slightly so you can receive the shipment and complete the work order in one step.

What's different

• The split button at the bottom is replaced with a single Receive & mark done button.
• The standalone Location field in the receive panel is hidden. Instead, you'll pick the destination in the next dialog.
• Clicking Receive & mark done opens the Mark as done dialog. Review the inputs, then pick an Output Location — the tooltip next to the label reads "Where the output will go into inventory." This is where the received stock lands.
• The dialog seeds Quantity Accepted (delivered minus any rejections you entered on the receive panel) and the Lot Number from the receive form, and both fields stay editable. Fix a typo there without cancelling back to the panel — any edits flow back into the receive log automatically.
• Submitting the dialog receives the delivery into that location and marks the linked work order complete in a single action. The ingredients consumed by the co-manufacturer are deducted from the work order's own location, which is separate from where you're receiving.

If the receive fails

If a receive can't save — for example, a network timeout — you'll see an error toast with a Retry button. Your form data is preserved, so you can click Retry to resubmit without re-entering anything. Retries are safe: Peasy won't create duplicate inventory entries for the same submission.

Receiving Without a Purchase Order

If items arrive without a purchase order — a walk-in delivery, vendor sample, or emergency restock — you can receive them directly using the + Receive Item button. See Receiving Without a PO for the full walkthrough.

Creating a Bill While Receiving

If you have a vendor invoice in hand but haven't created the bill yet, you can do it right from the receive panel without leaving the page.

1. In the receive panel, find the Vendor's Invoice · Bill # field.
2. Type the bill number and click Create New Bill.
3. A quick form appears with:
   • Vendor's Invoice · Bill # — pre-filled from what you typed
   • Date — defaults to today
   • Vendor — pre-filled from the purchase order
   • Freight Cost — enter the shipping cost from the vendor's invoice
   • Notes — optional
4. Click Create Bill. The new bill is automatically linked to the purchase order and selected in the receive form.
5. Continue receiving as usual.

This is the fastest way to capture freight when a delivery arrives with an invoice. The freight cost on the bill will be distributed proportionally across the items you receive. For more on how freight works, see Managing Bills — Freight Cost.

Common Questions

Can I receive more than the ordered quantity? Yes. Peasy allows over-receiving — just enter the actual quantity that arrived, even if it exceeds what the PO says. Your inventory reflects what you physically received.

What happens to inventory when I receive? Your on-hand quantity increases immediately at the receiving location by the quantity you enter. The change is logged in Inventory History with a full audit trail.

Can I create a bill while receiving? Yes. In the Vendor's Invoice · Bill # field, type the bill number and click Create New Bill. You can enter the freight cost and other details without leaving the receive panel. See Creating a Bill While Receiving above.

Can I undo a receive? There is no direct undo for a receive. If you entered the wrong quantity, you can edit the delivered quantity in Receive History or use an inventory adjustment to correct the count at that location.

Can I receive items to a different location than the PO? The receive goes to whichever location is selected in the location dropdown on the Receive page. This defaults to the PO's receiving location, but you can change it before receiving.

What does "Partial" status mean on a PO? It means some but not all line items or quantities on the purchase order have been received. The remaining items stay in the Pending view until you receive them.

Good to Know

• Location matters — Make sure you select the right receiving location before checking items in. Inventory goes to whatever location is selected.
• Receiving is logged — Every receive creates an entry in Inventory History so you have a full audit trail.
• The red badge on Receive > Pending tells you how many items are waiting to be received.
• You can receive against multiple POs in one session without leaving the page.
• Receiving is what updates inventory. A PO stays pending until you actually receive it.
• If you enter a different cost than what is on the PO, you may be able to update the item's base cost going forward depending on your settings.

Related

• Bulk Receiving — Receive many items at once in a spreadsheet grid
• Receiving Without a PO — Receive items that aren't on a purchase order
• Viewing Receive History — See what you've already received
• Creating Purchase Orders — How items get into the pending queue
• Inventory History — The full audit trail of changes