How can I receive orders in Apicbase?

Apicbase gives you a very clear overview of your inventory. It is important to register every received order for the inventory in Apicbase to be accurate. Read how to in this article.

If you want to receive an order in Apicbase, it is best to also create and send out the order using Apicbase. Learn about creating orders in this article. If you want to receive an external order that was not sent in Apicbase read this article.

ideaIt is very important to register every order that you have received prior to a certain stock count before you do this count. E.g., you are planning a stock count on Monday, all the orders you received before this Monday have to be registered in Apicbase before you start that count.

  • Click on "Sent Orders" in the "Procurement" module.
  • Select the outlet for which you want to receive an order.
Apicbase receive order 1
  • You see the sent orders in the "Sent orders" screen.
      • If you want to see the order, just click on the name of the supplier or the PO number.
      • You can make an export of this order in the following file types: CSV, Excel, PDF or make a copy/print of the order by clicking actions.
      • Push the "Receive" button for the order you want to receive.

Apicbase receive order 2-1

  • You can now enter the following information:
    • The invoice status
      • Not yet received
      • Received
      • Payable
      • Paid
    • Invoice #
    • Delivery date and Time

    idea This is only for your information, for example if you are registering an order that was delivered days ago. This will, however, not calculate the stock back in time. Even if this date is set before a count, you still can't register the delivery after this count if it was received before.

    Apicbase Receive order 3
      • The delivery details for every stock item:
        • Delivery state: select if all, part or none of this stock item was delivered.
        • Delivered Qt.: You can only fill in this amount if part of the order was selected in the delivery state.
        • Price paid: Enter the price paid in this order. This can differ from the expected price which was calculated using the price for the stock item in Apicbase.
        • Remarks (optional): You can add remarks per stock item. E.g. if the stock item was delivered damaged. Or you can choose from the options in the dropdown: 
          • Acceptance (accepted)
          • Wrongly delivered (accepted)
          • Wrongly ordered (accepted)
          • Delivered too much (accepted)
          • Late delivery (accepted)
          • Pricing issue (accepted)
        • Update price: If this box is checked the price you paid will be updated for this product in your Apicbase library. This is an easy way to keep your prices in Apicbase up to date. Uncheck this box if you don't want to update the price of the product, for example for one-time offers.

    receive order new-1

      • You can add extra stock items that were delivered, but not ordered through APICBASE. Fill in the following information on these items.
        • Name of the stock item.
        • Amount received.
        • Price paid.
        • Remarks (optional)
        • Update price
        • Press the "+ Add new item" button.

    Apicbase receive order 5

      • Subtotal: Sum of the price of the ordered items.
      • Total invoice Discount.
      • Incoming/Outgoing returnables: The amount for e.g. empty bottles, crates...
      • Discount, delivery and returnables remarks.

    save draft delivery

      Above the "Save Delivery" button, you have an "Update Stock" checkbox. Usually, you just leave this box checked. Only if there is an occasion that you want to register the order, without changing the stock, you should uncheck this box.

      eg. You have forgotten to register a delivery and you have done a stock count. In this case, the delivery is already added to your stock, because you have counted it. If you would add the delivery to your stock by saving the delivery, it would be added to your stock again. In this case, you uncheck the checkbox.

      • Click on "Save Delivery". Your outstanding order will now be filed under the "delivered" tab (the 3rd tab) and the goods will be added to your inventory.
        • You can also click "Save Draft" if you want to resume the receiving of this order at a later time without losing the information you have already entered. Your order will then still be in the "Send Orders" tab where you can continue the intake.
      • If you clicked "Save Delivery", your order can be found under the third "Delivered" tab. Here you can still register the invoice status, number a discount on your order, register returnables, etc.

      Apicbase receive order 6-1