As long as the order is in Delivery in progress status (before reception), all fields are editable:
- Click the Edit icon in the list, or the reference, to open the sheet.
- Edit the main information (payment, comment, tracking, certificate, storage…).
- On the products screen, you can add, delete, or duplicate a line, or edit its attributes (price, size, condition, VAT, tag, listings…).
Save button to confirm, or Save and return to go back to the list.
Once the order moves into reception, several fields become read-only (reference, date, supplier, company). This prevents editing an operation that's already being carried out.
Cancelling an order
In the list, the Cancel icon on the row. Confirmation: "Are you sure you want to cancel this order?". The order moves to Cancelled status; no stock unit is created.
Deleting an order
Only possible with sufficient permissions, and only for orders that haven't been delivered. Delete action from the list; a trash bin with the option to restore is available.
Duplicating an order
On an order's sheet (in Delivery in progress status), the Duplicate button: creates a new, empty order pre-filled with the original's information (supplier, company, payment, storage). Useful for recurring restocks.
Receiving a purchase order
When the parcel is physically delivered, you carry out the reception: this is the step that creates the stock units in the ERP. Each line of the order becomes one (or several) physical units, each with its own internal reference (barcode).
Starting the reception
On the purchase order list, the Receive action on an order with Delivery in progress status. The order moves to Reception in progress and the reception screen opens.
The reception screen
The screen shows:
- At the top: the order's main information (reference, supplier, company, payment method, totals, comment).
- A Storage section: lets you change the final location (city, location) if different from the one set at creation.
- Above the list: a Scan a GTIN field to tick a line by scanning the barcode on the box.
- At the bottom: the list of lines to receive, each with its model, size, purchase price, VAT, and a Received? checkbox.
Checking / confirming the received lines
For each line, the Received? checkbox means the product has arrived. A stock unit is created for every ticked line when you confirm the reception.
An unticked line is not received: the order can then move to partial delivery.
Ticking products by GTIN scan
The Scan a GTIN field is ready as soon as the screen opens: you can scan one box after another with a barcode scanner (or type the barcode and press Enter).
- Scan the barcode on the box.
- The ERP finds the product in the catalog and ticks Received? on the first matching line that is not ticked yet.
- A message confirms the tick. The field clears and stays ready for the next scan.
- If the order contains the same product several times, each scan ticks the next line.
Scanning does not create stock yet: it only ticks the line. Units are created with the Confirm reception button, the same as when you tick lines by hand. You can mix both: scan some products and tick the rest manually.
Good to know — A line whose barcode is not yet linked to a product (GTIN being searched, GTIN unresolved, GTIN resolved, SKU missing, or GTIN resolved, variant missing) cannot be ticked by scan. Resolve it first (see Adding products by GTIN scan).
Possible messages when scanning:
| Message | Meaning |
|---|---|
| Product checked successfully | The matching line is ticked Received?. |
| The scanned barcode is not in a valid format | The code is not an 8, 12, 13, or 14-digit GTIN. No line is ticked. |
| This GTIN barcode does not exist in the database | No catalog product matches this barcode. |
| This product exists in the database but is not part of this order, or has already been received | The product is known, but no line still waiting to be ticked matches it on this order (product missing, line already ticked, or already delivered). |
Confirming the reception
Confirm reception button at the bottom of the page. Upon confirmation:
- For each Delivered line, a stock unit is created:
- Status In stock.
- Internal reference (barcode) generated automatically.
- Purchase price, VAT, city, and location carried over from the order / the line.
- Automatically linked to the parent model and the size variant.
- If the e-commerce option was enabled: the unit is immediately available on the site / Shopify.
- If GOAT / StockX was enabled: the unit is automatically listed on the relevant marketplaces.
- The order moves to Delivered status (or Partially delivered if some lines weren't delivered).
- If a transfer certificate was planned, it becomes available for export.
- The units created appear under Product catalog > Stock.
Labels — After reception, you can generate a PDF of labels for the units created (barcode, model, size, city/location, price) directly from the list or from the order's sheet. If reception was confirmed in several passes, Export labels asks you to pick a batch (batch number, date, number of products). If the order is of the "Second-hand" type, a "Store"-type label is generated, giving you the selling price directly on the label along with the barcode.
A line that has already been received can no longer be deleted: the system answers "Cannot delete an item that has already been received."
Closing
Once the order has been delivered and all related operations are complete (supporting documents collected, any returns processed), you can move it to Closed via the Move to next status action. The order becomes locked and is eligible for automatic archiving.