What is Receiving Orders?

The Receiving Orders (RO) module in OrderGrid is the first step for restocking. It allows users to manage inbound shipments, track delivery statuses, and verify inventory counts when shipments arrive at the warehouse. The Receiving Order serves as a tool for monitoring shipments, providing insight into when stock will arrive and offering visibility into purchase orders (POs) sent to suppliers for fulfillment. Once an RO is created, the corresponding PO is sent to the supplier, permitting them to review the order and dispatch items accordingly.

To access the Receiving Orders page, navigate to:

☰ > Purchases > Receiving Orders

Create Receiving Orders

There are three ways to create a Receiving Order (RO) in OrderGrid:

Manual Entry / CSV Upload
- Manual Entry: Users can manually add line items to the RO via the OrderGrid interface.
- CSV Bulk Upload: This option only allows importing line items; users must still follow the manual flow to create the RO before adding line items via CSV.
Creating Orders via Recommendations
This option allows you to generate Receiving Orders directly from the Recommendations module based on automated replenishment.
Creating Orders via API Call
For users who wish to integrate the receiving process with external systems, the Open API allows for the creation of ROs, including multiple line items, via an API call.

1. Creating Receiving Orders via Manual Entry or CSV Upload

When creating a new Receiving Order, you have two options to add line items:

Manual Entry: This allows you to add individual items by entering their SKUs.
CSV Bulk Upload: For faster processing, you can upload a CSV file containing multiple items at once.

Manual Entry:

Navigate to Purchases > Receiving Orders and click + New Order.
In the new order form, under the Items section, click + Add Item and enter the SKU for each item.
For each item, you can also input details such as the Quantity, Price, and Delivery Date.
Click Save to finalize the entry.

⚠️ Note: By default, the quantity will be set to 1 unless you have configured minimum quantities at the item level. The price will be based on the default price you've set for the item.

To check or edit this price, go to Inventory > Items > Click On Item > scroll down to the UOM section, and press the pencil (edit) icon. Here, you will be able to see and modify the price if needed.

CSV Bulk Upload:

To upload multiple items via CSV Import:

Navigate to Purchases > Receiving Orders and click + New Order.
Click Import Items at the top of the page.
Download the provided CSV Template and ensure you fill it out with the following required fields:

Fields	Example Values
OG Code	OG000177207
SKU	A021990010100
Item Name	SPAGHETTONI 500G
Supplier Qty	20
Price	5.99
Discount	0
Price After Discount	5.99
UOM Qty	1
System Qty	20
Received Qty	0
Warehouse Location ID	11
Delivery Date	2025-01-28
VAT	0
Min Shelf Life (Optional)	0
Order Category (Optional)	Secure

⚠️ Note: When creating a new RO, the Warehouse Location ID can be found by navigating to Warehouse > Warehouse, selecting the warehouse, and scrolling down to the Ship to Location ID field.

2. Creating Receiving Orders from Recommendations

If your warehouse utilizes automated recommendations for replenishment, you can create Receiving Orders (ROs) directly from the Recommendations module. Here’s how to do it:

1. Navigate to Replenishment > Recommendations.

2. View the recommendations for the selected time frame.

3. Check the box on the left side of each item you wish to include (select multiple items for a Purchase Order if necessary).

4. Once you have selected the items, click the "Generate PO" button that appears above the first item listed in the recommendations.

5. After receiving order is created, you can review and adjust quantities or other details as needed under Purchases > Receiving Orders.

⚠️ Please note that generating Purchase Orders via Recommendations requires you to set up the replenishment suite in advance.

3. Creating Receiving Orders via the Open API

For users who want to integrate the receiving process with external systems, OrderGrid provides an Open API for creating ROs.

Steps to complete this:

Navigate to the API Documentation to review the available API endpoints.
Obtain your API credentials by going to Settings > API Keys.
Use the sample Payload provided below and modify the details to fit your needs.
To create a Purchase Order (PO) with multiple line items, simply add additional items in the lineItems section.

Example API Payload (Expand me!)

{
  "referencePoNumber": "294829",
  "partner": "GP247",
  "warehouseCode": "901",
  "deliveryDate": "2025-01-29T09:30:00",
  "lineItems": [
    {
      "sku": "GF344",
      "qty": 2,
      "uom": "EA",
      "price": 0,
      "currency": "CAD",
      "deliveryDate": "2025-01-29T09:30:00"
    }
  ]
}

⚠️ Note: To add multiple line items, simply add additional objects within the lineItems array. Each object should specify the SKU, quantity, unit of measure (UOM), price, and delivery date for the individual item. Expand the example below:

Example Multiple Line Items API Payload (Expand me!)

{
  "referencePoNumber": "294829",
  "partner": "GP247",
  "warehouseCode": "901",
  "deliveryDate": "2025-01-29T09:30:00",
  "lineItems": [
    {
      "sku": "GF344",
      "qty": 2,
      "uom": "EA",
      "price": 0,
      "currency": "CAD",
      "deliveryDate": "2025-01-29T09:30:00"
    },
    {
      "sku": "GF345",
      "qty": 5,
      "uom": "EA",
      "price": 10,
      "currency": "CAD",
      "deliveryDate": "2025-01-29T09:30:00"
    },
    {
      "sku": "GF346",
      "qty": 3,
      "uom": "EA",
      "price": 15,
      "currency": "CAD",
      "deliveryDate": "2025-01-29T09:30:00"
    }
  ]
}

This approach allows you to add as many line items as needed by repeating the item object within the lineItems array.

Order Status Notifications

OrderGrid offers various notifications to keep you updated on the status of your Receiving Orders. These notifications include updates regarding the creation of purchase orders. You can adjust your notification preferences in Settings > Notifications.

The editable fields and available actions for each status in a Receiving Order (RO) are listed below, along with a brief description of each status.

Status	Description	Editable Fields	Available Actions
Draft	The Receiving Order is in progress but not finalized so the RO has not be created yet.	- Quantity - Price - Delivery Date - Item Details - Add/Delete Items	- View Order: Examine order details/Print RO - Edit Order: Modify any details (`quantity`, `price`, `delivery date`, `add/delete items`) - Delete Order: Deletes the Receiving order - Open Order: Move order to Open once finalized
Open	The Receiving Order is created and is ready to be processed depending on the delivery date.	- Delivery Date - Line Item Actions (e.g., close a line item)	- View Order: Check order details/Print RO - Edit Order: Modify delivery date and close line items You cannot add a new item to the Purchase Order(PO or GRO). - Cancel Order: Cancel the order - Complete Order: Finalize order if ready and move to Completed
Completed	The Receiving Order has been fully received. Depending on your `Auto Complete PO setting`, it will be marked as closed in a certain number of days.	- Delivery Date (only if reopened)	- View Order: Check details/Print RO - Cancel Order: If necessary, can cancel the order - Re-open Order: Open a Completed order again for editing
Cancelled	The Receiving Order has been cancelled.	- Delivery Date (only if reopened)	- View Order: Check details/Print RO - Open Order: Revert to Open status for further edits - Delete Order: If allowed, delete the cancelled order
Closed	The Receiving Order has been completed for a specific number of days based on your `Auto Close PO setting`.	This Receiving Order is now closed and can no longer be edited.	- View Order: Check details/Print RO

Auto PO Close Setting

The Auto PO Close setting enables automatic closure of purchase orders (POs) once all associated Receiving Orders are marked as "Completed." This helps streamline the order management process and ensures that POs are closed without manual intervention once the receiving process is complete.

To enable this setting, follow these steps:

Navigate to Warehouse > Settings.
Scroll down to the Auto Close PO section.
Enter the number of days you want to elapse before the status of the PO changes from "Complete" to "Closed."

The Auto Close PO setting is located under the Warehouse > Settings > Warehouse Settings > Purchases module under the warehouse company.

Import Line Items RO - PO_Line_Items_Upload_Template.csv