Stock Receiving Orders

Last updated: 31 July 2026

A stock receiving order is the document you complete when goods physically arrive - counting what came against what was expected, before any of it becomes sellable stock. It is the gate between the supplier's promise and your balance.

Menu path: Inventories > Stock Receiving Orders

Screenshot from the live OSOSS Dashboard

Expected against received

The whole value of the page is in holding two numbers side by side:

The Related order links the receipt back to its source - a purchase order or a transfer - which is what lets you claim a shortage from a supplier with a document rather than a memory. Lines also carry the unit, unit ratio, price, subtotal and average cost, so the receipt is where your cost of goods is actually set.

Generate unique barcode for each item is worth understanding before you use it. Switched on, every received unit gets its own barcode - correct for serialised goods like phones or appliances where you must trace an individual item, and unnecessary overhead for anything you sell by the piece.

Receive a delivery

1. Open the receiving order created from the purchase order or transfer, or create one and link the Related order.
2. Count the goods physically before touching the screen. Entering the expected figure because it is already there is how discrepancies become invisible.
3. Enter the received quantity per line and let the quantity status flag the differences.
4. Check the price and unit against the supplier's invoice - the receipt sets your average cost, and a wrong price here quietly distorts margin on every subsequent sale.
5. Record expiry dates and shipment numbers where they apply.
6. Confirm. Stock becomes available and the movement appears in Stock Transactions.

Whether receiving is a separate step at all is controlled by stock receive mode in Operations Settings - direct receipt, or through a receiving order.

Full reference

Every option and control on this page, at a glance.

Filters (7)

• Identity and numbering: Branch ID, ID, Number
• Dates and periods: Created by, Date
• Status and flags: Status
• Other: Received by

Form fields (2)

Related order ID, Related order type

Standard list tools

Every list page in OSOSS shares these controls:

• Manage columns - the icon at the right edge of the header row: search columns, tick to show or hide, drag to reorder. Your selection persists for your user.
• Quick search - matches the page's primary field.
• Filter chips + More Filters - the chips are your defaults; More Filters exposes the full set below.
• Save Filter / Saved Filters - name a filter combination and recall it in one click; one can be your default view.
• Reset - clears filters back to defaults.
• Export All - downloads the current filtered rows with exactly the columns you have selected.
• Focus - hides the surrounding chrome for a full-width table.
• Row selection - the header checkbox selects the page or all matching rows, enabling bulk actions.
• Rows per page and page jumper - at the foot of the table.
• Custom fields - anything you define under Settings > Custom Fields appears here as both a column and a filter.

Related pages

• Purchase Orders - what the receipt is measured against
• Stock Transactions - the movement a receipt creates
• Operations Settings - direct receive or receiving order

What you can do on this page

Every action on this page, step by step. What you see depends on your role, so a control your account is not set up for simply does not appear.

Add a record

1. Click Add above the table - some pages label it New or show a + icon.
2. Complete the form. Required fields carry a red asterisk and the form will not submit until they are filled.
3. Click Save. Validation runs on submit; any field that fails shows its message directly beneath itself, and the form scrolls to the first problem.
4. You land back on the list with the new record in place.

Fields on this form: Related order ID, Related order type

Edit a record

1. Open the row's actions menu at the end of the row and choose Edit, or open the record and use Edit there.
2. The form loads with current values. Change only what you need.
3. Click Save.

Open and read a record

1. Click the row, or choose View in the row's actions menu.
2. The detail page shows the record's own fields, its related documents, and the actions that apply to it in its current state.
3. Use the breadcrumb or your browser's back button to return - your filters, sort, and page position are preserved.

Delete a record

1. Open the row's actions menu and choose Delete.
2. Confirm in the dialog. There is no undo from the interface.
3. If the record is referenced elsewhere - used on a document, tied to a transaction - the delete is refused and the reason shown.

Export the list

1. Filter and choose your columns first - the export mirrors exactly what is on screen, not the whole table.
2. Click Export All.
3. The file downloads as a spreadsheet: one row per record, your visible columns in your order.