Receiving stock

A delivery shows up, you scan it in, and your on-hand is right — no clipboard, no re-keying, no reconciling a spreadsheet later. Here's how receiving works, and how distributor feeds take the typing out of it entirely.

For store owners & staff · About 6 minutes

Purchase orders — order first, receive against it

You build a purchase order for a distributor — ABC and your beer reps ordered separately, the way you already do it — and send it. When the delivery arrives, you receive against that PO, so what shows up is checked against what you ordered.

1. Open Receiving in the sidebar and pick the purchase order for the delivery.
2. Scan each item as you unload it. FoolProof ticks it off the PO and counts the units.
3. Discrepancies stand out — short shipments, extras, or items that weren't on the order.
4. Receive to post the delivery. Every unit flows into the inventory ledger and your on-hand updates instantly.

Cases in, singles on the shelf

You buy by the case and sell by the single. Receive a case and FoolProof breaks it down so the math stays honest across every unit of measure — the case you received becomes the singles you sell. See Editing Products for how pack breakdowns are set up.

Distributor feeds — receiving with the typing removed

Hand-keying a distributor invoice line by line is the slowest, most error-prone part of receiving. FoolProof is built to take it in automatically: your distributor's invoice arrives as a feed, and the order is staged and ready to receive against — matched to your products, quantities and costs already filled in.

• The invoice arrives on its own — no PDF to retype, no portal to log into.
• Lines auto-match to your catalog, so you're confirming a delivery, not building one.
• You scan to confirm what physically arrived and post it — the ledger does the rest.

It reconciles, it doesn't drift

On-hand is derived from every movement — receiving, sales, refunds, adjustments — through one ledger. Receiving isn't a number you overwrite; it's an entry that adds up. That's what lets your count reconcile instead of slowly going wrong.