Receiving a purchase order (full receive)
When a supplier delivers your order in full, you receive the PO in Stash. This is the moment your inventory updates: every item on the PO has its received quantity added to stock, the PO status changes to Received, and a transaction is logged for each item with the unit cost from the PO.
If only part of the order arrived, see Receiving a partial shipment instead.
Who can do this
Only Admins can receive purchase orders.
How to fully receive a PO
From the sidebar, open Purchase Orders.
Click the PO you want to receive (it must be in Ordered or Partially received status).
Click Receive.
Click Receive all. Each item's Received field auto-fills with the full ordered quantity.
(Optional) For each item, add:
A quality rating: Good, Acceptable, Damaged, or Rejected
Receiving notes (e.g., "carton bashed but contents OK")
(Optional) Tick Has discrepancy on items that arrived in unusual condition or with the wrong count.
Click Confirm receive.
Inventory updates immediately. The PO status changes to Received, and the received timestamp is saved.
What happens to your inventory
For each item on the PO:
Quantity on hand increases by the received amount
A transaction is logged with type restock, source po_receive, and the unit cost from the PO
The item's audit trail shows which PO this stock came from
The unit cost on the PO is what's recorded — even if the cost differs from the item's saved cost price. To update the item's saved cost price (so future POs use the new price), edit the item.
Good to know
The Receive screen pre-fills with what's still outstanding
If you've already received some of the PO partially, the Receive dialog only shows the remaining quantity per item. Click Receive all to fill the rest in one go.
You can't receive cancelled or already-received POs
Stash blocks receiving on POs in any status other than Ordered or Partially received. If you need to add more stock from a closed PO, create a new one or do a manual stock adjustment. See Adjusting stock quantity manually.
Quality ratings are saved per line item
The quality rating you set during receiving is saved on the line item itself, so you can later report on supplier quality (which suppliers send the most damaged goods, etc.). This data feeds reports.
Receiving creates one transaction per item
If your PO has 10 items and you receive all 10, that's 10 inventory transactions. Look at the item's transaction history to see exactly which PO any stock came from.
What if I received more than I ordered?
Stash caps received quantities at the ordered amount. To record overage, do a separate stock adjustment for the extra units, with a note like Overage from PO #1234. This keeps your PO history clean while still capturing the extra stock.
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