Receiving a partial shipment
Often a supplier doesn't ship everything you ordered at once. Maybe one item is back-ordered, you got 80 of 100 units, or a case is damaged. Stash handles partial receives natively — you mark what came in now, and the PO stays open so you can receive the rest later.
Who can do this
Only Admins can receive purchase orders.
How to receive part of a PO
From the sidebar, open Purchase Orders.
Click the PO you're receiving (must be Ordered or Partially received).
Click Receive.
For each item, enter the actual quantity received in the Received field. Leave it at 0 for items that didn't arrive.
(Optional) Add a quality rating, receiving notes, or tick Has discrepancy on items that need attention.
Click Confirm receive.
Stash determines the new PO status automatically:
If everything was received → status becomes Received
If some but not all was received → status becomes Partially received
Inventory updates immediately for the items you received. The remaining quantity stays open on the PO. See Understanding PO statuses.
Receiving the rest later
When the rest of the shipment arrives:
Open the same PO.
Click Receive again.
The dialog shows only the outstanding quantities (what hasn't been received yet).
Enter the new amounts and confirm.
You can do this as many times as needed until everything is received or you close the PO.
What if the rest is never coming?
Two options:
Close the PO — marks it as final with whatever was received. Use this when you've decided to stop waiting. The PO total reflects the actual unit costs of what arrived.
Cancel the PO — only works if nothing has been received. If you've already received some, use Close instead.
Both Close and Cancel are final — you can't reopen a PO once it's closed or cancelled.
Good to know
Each receive creates its own transaction
If you receive 50 units now and 30 units next week, that's two separate inventory transactions on the item, both linked back to the PO. The audit trail tells the full story.
Costs can vary between receives
The cost recorded for each receive is the unit cost on the PO at that line. If the supplier sends a partial shipment with a different cost (e.g., they honored a price increase), the cost is locked at what's on the PO — to change it you'd need to cancel and re-create.
Pending stock vs received stock
The Order Planner subtracts the unreceived portion of open POs from your "needs reorder" calculation, so it knows you've got more on the way. Once you receive partially, the remaining unreceived portion stays counted as pending. See How Stash calculates when to reorder.
Discrepancies trigger reports
Items marked Has discrepancy during receive get flagged for review. They show up in the Purchases report and can be filtered to track recurring supplier problems.
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