Buyers & receiving teams · Purchase order receiving software

Know what arrived. Keep what is still due visible.

Purchase order receiving software for retailers, kitchens, and stockrooms where the buyer and receiver need the same record. Check each delivery against the current approved order, record actual quantities, and give the next person the context to follow up.

Book a receiving workflow demo Try a sample order →

90-day free trial · No credit card · See pricing

Illustration of a warehouse team checking supplier cartons before stocking shelves — Check the PORecord the receiptFollow upIllustrative workflow

01Check units

Start with the approved purchase.

Show the receiver the item, supplier pack, destination, and expected quantity. A supplier message proposing a substitute or higher price still needs the buyer’s review; keep that distinction visible before accepting the delivery.

Keep the supplier pack explicit.
Show the ordered quantity in compatible units.
Use the buyer-approved record.

The receiving team checks against an agreed order.

LineNow

Six cases means twenty-four bottles

Fictional supplier order

6cases

4bottles per case

24 bottlesOrdered quantity

Illustrative workflow · Example quantities

02Receive the delivery

Record the goods that actually arrived.

Four of six cases arrive, with four bottles per case. Record the accepted sixteen bottles. Note damage, wrong items, or a quantity difference against the relevant line instead of marking the entire order received.

Count what arrived.
Record the accepted quantity.
Leave the rest visible.

Actual receipt and original commitment remain distinguishable.

LineNow

The first delivery is a partial receipt

Six cases ordered · Four bottles per case

6 cases ordered

Received4 cases16 bottles accepted

Still due2 cases8 bottles outstanding

Illustrative workflow · Example quantities

03Follow up

Keep follow-up and bill review connected.

Eight bottles are still due. Keep that balance visible to the next buyer, together with the supplier’s revised date and any invoice difference. Confirm who posts stock updates and who reviews the bill before connecting external systems.

Keep the remaining quantity open.
Review the confirmed arrival date.
Give finance receipt evidence.

The next order and the bookkeeper use the same receipt history.

LineNow

One order, two receipts

Illustrative confirmed delivery plan

Supplier confirmation

First delivery4 cases16 bottles

Next delivery2 cases8 bottles

Illustrative workflow · Example quantities

Inside LineNow

Try the delivery check your receiving team would use.

Open a fictional order and choose received, partial, not received, or a problem. The public demo lets you inspect the checklist without connecting an account.

Try the receiving checklist →

LineNow fictional receiving demo showing received, partial, not received, and problem options for a delivery item — Interactive demo screenshot. Fictional data; nothing is saved. It does not exercise supplier messaging, live inventory writes, or accounting integrations. View full size ↗

Make it work for your team

Set up receiving around the people doing it.

Use one real delivery during evaluation, with the buyer, receiver, and bookkeeper checking their part of the handoff.

Walk through your setup →

Cases, units, and item identity: Map supplier codes and purchase packs to the stock item. Test a case receipt when your team counts or sells individual units.
Mobile and printed checklists: Choose how staff check the delivery on the floor. Demonstrate the receiving checklist and how any paper notes return to the shared record.
POS inventory ownership: Confirm your supported integration, destination location, and which system records the receipt. Receiving independently in two systems can double-count stock.
Invoice review: Keep receipt evidence and approved changes with the purchase. Scope the supported accounting mapping and human review; a receiving record alone does not approve a bill.

Practical questions

Before you connect the workflow.

Understand the setup, the handoffs, and what your team reviews along the way.

Can we receive a purchase order in parts?

Does a receiving checklist replace our warehouse system?

Will receiving update our POS inventory?

Can we try this without sharing customer documents?

Connect receiving to the rest of purchasing.

Receiving software buying checklist

Evaluate partial receipts, packs, discrepancies, and accounting handoffs.

Supplier receiving process

Prepare a checklist and record delivery exceptions.

Shopify purchasing

Review the supplier order and stock-update workflow.

QuickBooks Online handoff

Agree how the reviewed purchase reaches finance.

Walk through your own workflow

Bring the delivery that is hardest to reconcile.

Test a partial shipment, supplier pack conversion, and invoice difference with the people who buy, receive, and keep the books.

Book a receiving workflow demo

90-day free trial · Guided setup · View plans and pricing

Know what arrived. Keep what is still due visible.

90-day free trial · No credit card · See pricing

Start with the approved purchase.

Keep the supplier pack explicit.

Show the ordered quantity in compatible units.

Use the buyer-approved record.

The receiving team checks against an agreed order.

Record the goods that actually arrived.

Count what arrived.

Record the accepted quantity.

Leave the rest visible.

Actual receipt and original commitment remain distinguishable.

Keep follow-up and bill review connected.

Keep the remaining quantity open.

Review the confirmed arrival date.

Give finance receipt evidence.

The next order and the bookkeeper use the same receipt history.