Receiving helps your shop track incoming products and keep production moving by organizing what has been ordered, delivered, partially received, or flagged for issues. This article walks through how to manage incoming goods in Printavo, including receiving products, updating statuses, handling partial shipments, tracking issues, and organizing purchase order workflows more efficiently:
Here is a breakdown of what this article covers:
- Viewing Goods
- Selecting Goods
- Manage Goods
- Product Statuses
- Notes
- How to Bulk Receive Goods
- Search for Invoices and PO's in Receiving
- Tracking issues with received goods
Viewing Goods
You'll see that viewing goods that need to be received are grouped by PO (Purchase Order). When viewing the “Need to Receive” filter, an orange dot is displayed on the “Group by” filters to show there are goods that need to be received.
You'll also see that for viewing goods that need to be received will be grouped by invoice.
Selecting Goods
You can also select some goods to be received through Partial Receiving. Partial receiving can be completed by selecting the checkbox next to a good’s size or on a row, by typing the number of goods to be received in the number field (e.g. Small 0/8), or by clicking the up/down arrows to increase or decrease the number of goods to receive.
- Receiving cards are highlighted in yellow when goods are partially received, to provide a quick visual indicator that only some goods on a PO or invoice have been received.
- You'll also be able to perform a bulk action to mark goods as received. This is done by checking the box to select all goods on a line item or all goods within a receiving card for an invoice or PO.
- Receiving cards are highlighted in green when all goods have been received, to provide a quick visual indicator that all goods goods on a PO or invoice have been received. When goods have been received, refreshing the page will move the receiving card from the “Needs to Receive” filter to the “Received” filter.
Manage Goods
After goods have been received, they can also be edited to make adjustments as needed.
- When a PO or Invoice has a line item good that exists on multiple invoices or POs, the line item will indicate that multiple invoices or POs have the same line item. You can click on the Invoice or dropdown to expand the view to show both invoices.
- In the example below, a PO has a good that was ordered from multiple invoices and also has a line item added to a PO that does not belong to an invoice. In this case, the dropdown menu indicated that there is a row on a PO receiving card that has goods belonging to 2 invoices +1, with the “+1” indicating that the PO has a line item not assigned to an invoice.
- When viewing an invoice, line item goods that have a status of Ordered or Arrived will have a link on the line item to “View in Receiving”. Clicking on this link will take you to the Receiving section but not to the specific receiving card. Goods that are either partially or fully received will display their receiving status for each goods size, and clicking on any size will take you to the Receiving section of the app. If a line item is associated with a purchase order, the PO # and link to the PO will be displayed.
Product Statuses
You'll also notice for quotes/invoices that in addition to the regular Product Statuses associated with Purchase Orders, we've created some new ones to fit the new Receiving feature. Those statuses will show up in the drop-down box along with the others like this:
Unset
Need To Order (Send to Purchasing)
Ordered (Send to Receiving)
Arrived
Partially-Received
Received
When do goods appear in the Receiving section?
- On an invoice, line items need a product status of Ordered, Arrived, Partially Received, or Received.
- On a PO, the PO needs a status of Ordered, Partially Received, or Received.
How do links for ordered goods appear on a Purchase Order
When viewing a Purchase Order, POs that have a status of Ordered, Partially Received, or Received will have a link called “View in Receiving”. The link will take you to the Receiving section but not to the receiving card. Goods that are either partially or fully received will display their receiving status for each goods size, and clicking on any size will take you to the Receiving section of Manage Goods.
Notes
When viewing a receiving card, you will see a notes icon on the top row next to a Purchase Order or the Invoice number/Nickname. The notes icon can be clicked on to add new receiving notes, view existing notes, or edit/delete existing notes.
View PO notes on a receiving card
You can now view PO notes within the same notes modal that receiving notes are on. As a reminder that while receiving notes are editable, PO notes are view only and can only be edited on the Purchase Order itself. As with receiving notes, the notes icon is solid blue when notes exist, to provide a visual indicator that either receiving or PO notes exist.
- When grouping receiving cards by invoice, it is possible that an invoice has goods belonging to multiple POs, which are all visible in the notes modal.
How to Bulk Receive Goods
- If you have multiple pages of goods in the Need to Receive tab, you can scroll to the bottom of the page and find a “Bulk Receive Old Goods” button on the right side of this page. The page you are on when you click the button is the starting page from which goods will be deleted. For example: If your Printavo account has 40 pages of receiving cards and you want to clear out/receive pages 5 through 40, you will navigate to page 5 and click the “Bulk Receive Old Goods” button.
- Once you click that button, a confirmation box will appear to explain which pages you are selecting to mark goods as received. After confirming the action, all goods on the starting page through the last page of receiving cards will be marked as Received and can be accessed under the Received tab.
Bulk Update Goods statuses on Quotes and Invoices
When viewing a quote or invoice, the More Actions menu has an option called “Bulk Set Goods Status”. You will then see the following bulk actions can be applied to all line items on an order:
- Need to Order
- Ordered
- Received
- When selecting one of the bulk actions, a confirmation screen will pop up for you
Search for Invoices and PO's in Receiving
While in the Receiving section of Printavo, You can click on a Search icon to open up a search bar. There, you can search by invoice or by PO numbers. The search is made by selecting the necessary filters (for example: Group by PO allows for searching PO #s, Group by Invoice allows searching by invoice #s, and Need to Receive and Received filters to by those respective filters).
When a search has been performed and the receiving filters are changed, a search is performed again with the updated filters (For example, if you search for a PO # with the Need to Receive filter applied, then change the filter to Received, the search will be updated and applied to the Received filter).
Note: Searching must be an exact match. In the example below, invoice #352 can only be found by searching “352” on the Invoice grouping. Searching for “35” or “52” will not return invoice #352.
Tracking issues with received goods
On the Receiving page, you will see a “Flag” button that can be clicked to initiate the process of marking received goods as having issues. Clicking the “Flag” button will open the menu where you can can select what type of issue to flag received goods with.
Here, you can see what the menu will looks like when clicking on the Flag button:
The second way to access the flagging menu is after you make increments or decrements to any sizes of a good, next to the “Save goods” button will be a “Start flagging issues” button that you can click on to open that flagging menu.
After selecting which issue type to flag those goods with, you can then increment goods with the up/down arrows or input field like you would do for receiving, and a flag will be visible both in the top toolbar and on the size control for the good you've flagged.
In the example below, 2 goods are being received and 1 good is being flagged as damaged.
*Note: While in flagging mode, you can apply different flags to goods by changing the issue/flag type and incrementing goods.
Flagging issues on goods counts the goods in as received, but a receiving card will remain yellow while a card has unresolved issues.
Resolving issues
When viewing a receiving card that has been flagged with a receiving issue, you can hover over the red flag on a size and a display box will appear with the number and type of issues flagged.
While viewing the display box with receiving issues, you can resolve the issues by clicking up the arrows or typing into the input field.
Issues are considered fully resolved when all flags have been incremented up to the initial number of flags (for example, a Medium shirt was flagged with 2 damaged goods, hovering over the display box will show Damaged 0/2, and incremented up to 2/2 resolves the flags)
- When all issues on a size component have been fixed, the flag icon turns from red to green and will remain on the receiving card just in case someone in your shop needs to reference that issue in the future. The next 2 photos show the receiving card with the Flag issues and what it will look like once those issues have been fixed.
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