Receiving Inventory

When a shipment arrives from a supplier, you need to record the received quantities in StockrHub. This updates your inventory in Shopify and keeps your purchase order records accurate.

Prerequisites

• A purchase order in Sent status (only sent POs can be received against).
• Physical access to the delivered goods for counting.

Step-by-Step Guide

1. Open the Purchase Order

Navigate to Purchase Orders and locate the PO you want to receive against. You can filter by status (Sent) or search by PO number or supplier name. Click the PO to open its detail view.

2. Click Receive

On the PO detail page, click the Receive button. This opens the receiving form with all line items listed alongside their ordered quantities.

3. Enter Quantities Received

For each line item, enter the quantity received. The ordered quantity is shown for reference.

• If you received the full quantity, enter the same number as ordered.
• If you received a partial shipment, enter only the quantity that actually arrived.
• If an item was not included in the shipment at all, leave the quantity as 0.

Tip

Count your physical stock carefully before entering quantities. Accurate receiving is critical for maintaining correct inventory levels across your Shopify store.

4. Submit the Receive

Click Submit Receive to finalize. StockrHub will:

1. Update inventory in Shopify — quantities are adjusted at the relevant location automatically via the Shopify API.
2. Update the PO status — based on what was received:
   • Received — all line items received in full.
   • Partial — some items or quantities are still outstanding.
3. Record the receive event — a timestamped record of what was received, by whom, and when.

Note

Inventory adjustments happen immediately in Shopify. Your online store and POS will reflect the updated stock levels right away.

Partial Receives

StockrHub fully supports partial receiving. Common scenarios include:

• Split shipments — a supplier ships part of the order now and the rest later.
• Backorders — certain items are out of stock at the supplier and will arrive separately.
• Shortages — the supplier shipped fewer units than ordered.

When a PO is partially received:

1. The PO status changes to Partial.
2. You can perform additional receives against the same PO as more stock arrives.
3. Each receive event is recorded separately with its own timestamp.
4. The PO shows a running tally of ordered vs. received quantities per line item.

Once all items have been fully received across one or more receive events, the PO status automatically changes to Received.

Handling Discrepancies

If the quantities received do not match what was ordered, consider the following:

Situation	Action
Received less than ordered	Enter actual quantity; PO becomes Partial. Follow up with supplier.
Received more than ordered	Enter actual quantity received. Review with supplier for billing accuracy.
Wrong items received	Do not receive those items in the PO. Contact your supplier to arrange a return or exchange.
Damaged goods	Receive only the undamaged quantity. Note damages in the PO notes and contact your supplier.

Caution

Always enter the actual quantity you physically received, not the quantity you expected. Entering incorrect quantities will cause your Shopify inventory to be inaccurate.

After Receiving

Once inventory is received:

• Check your Shopify admin to verify that stock levels have been updated correctly.
• Review the Dashboard in StockrHub for any remaining reorder alerts.
• If the PO is partially received, set a reminder to receive the remaining items when they arrive.