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Receiving & suppliers

Record deliveries as stock receipts so on-hand quantities and the stock ledger stay accurate.

Last updated: July 17, 2026

What is receiving?

Receiving is how you log incoming inventory from suppliers. Each delivery becomes a stock receipt. When you post a receipt, Posh adds quantities to on-hand stock and writes receive rows to the stock ledger—one per line item.

Open Receiving from the Inventory menu (⋮) or the navigation path Receiving. Admins and inventory staff can create and post receipts; only admins manage supplier master records.

Creating a receipt

Tap New receipt.
Select a supplier from your saved list, or enter a one-off supplier name in the text field.
Optionally add a reference number (PO number, invoice ID) and notes.
Add line items: search for products or open Scan & Receive to scan barcodes and enter received quantity on the numpad (rescanning the same product adds to that line). Optional unit cost prefills from the product's cost price when set.
For products with lot tracking enabled, optionally enter Batch / lot # and an expiry date on each line.
Review totals, then post the receipt.

Receipt list and detail

The Receiving list shows all receipts with status, supplier, reference, date, and line totals. Receipts created from a purchase order receive show a From PO label in the subtitle.

Tap a receipt to view full detail including who posted it, per-line costs, lot/batch and expiry (when captured), and a link back to the source PO when applicable.

Receipt statuses:

Posted — stock was applied; receipt is active.
Voided — receipt was reversed; stock was removed via receive_void ledger entries.

Voiding a receipt

If you posted a receipt with wrong quantities or wrong products, void it instead of manually adjusting stock.

Open the posted receipt.
Choose void and enter a reason.
Posh reverses each line's quantity through the ledger. The receipt status becomes voided and cannot be voided again.

Void and correct

After voiding, you can start a corrected receipt pre-filled with the voided lines. Edit quantities or products, then post the new receipt.

Suppliers

Supplier master records let you reuse vendor details across receipts. Admins manage suppliers from the Inventory menu, the Receiving list, or the receipt form.

Each supplier has a name plus optional phone, email, and notes.
When you select a master supplier on a receipt, Posh links the receipt and snapshots the supplier name at post time.
Older receipts with free-text supplier names only (no master record) still display correctly.
Deleting a supplier clears the link on past receipts but keeps the name snapshot for history.

Suppliers sync to the cloud with your other store data so all admin devices see the same vendor list.

Receiving from purchase orders

When you receive against a PO, Posh posts a normal stock receipt linked to that order—same ledger entries as manual receiving. You do not create these from the Receiving New receipt button; start from Purchase orders → open the PO → Receive.

On receipt detail, the source shows as a purchase order with a View purchase order button. Void works the same as any receipt and reopens the PO for another receive.

Lot, batch, and expiry on receive

Products with Track batches / expiry enabled (see Inventory & products) show optional lot fields on receipt lines—manual receipts and PO receives alike.

Batch / lot # — supplier batch or lot code (optional).
Expiry — best-before or use-by date (optional).

Posted lot data appears on receipt line detail and on receive rows in stock history. It is advisory only—Posh does not pick lots automatically at checkout.

Receiving vs quick restock

Use formal receiving when you want a paper trail with supplier, reference, and line costs—for example, a distributor delivery. Use Restock from the product menu for informal shelf top-ups without a receipt record.