Receiving Goods

Starting a Goods Receipt

Goods receipts are recorded against an existing purchase order. The receipt process lets you confirm exactly what arrived and in what quantities.

1. 1Navigate to the purchase order you want to receive goods for.
2. 2The PO must be in ORDERED or PARTIALLY_RECEIVED status.
3. 3Click the 'Receive Goods' button on the PO detail page.
4. 4A receipt form opens showing all line items with their ordered and outstanding quantities.

Recording Received Quantities

For each line item on the purchase order, enter the quantity that was actually delivered. You do not need to receive all items at once.

1. 1Review the line items displayed in the receipt form.
2. 2For each item, enter the Quantity Received. This cannot exceed the outstanding quantity.
3. 3If an item was not included in this delivery, leave its quantity at 0.
4. 4Select the Branch where the received stock should be added.
5. 5Add any receipt notes, for example, condition of goods, missing items, or damage.
6. 6Click 'Confirm Receipt' to process the goods receipt.

Partial Receiving

Suppliers do not always deliver everything at once. Fixmo supports partial receiving, allowing you to record multiple deliveries against the same purchase order.

1. 1When you receive only some items from a PO, enter the quantities that actually arrived.
2. 2Confirm the receipt. The PO status changes to PARTIALLY_RECEIVED.
3. 3The PO detail page updates to show received quantities alongside ordered quantities for each line item.
4. 4When the next delivery arrives, click 'Receive Goods' again and enter the new quantities.
5. 5Once all line items are fully received, the PO status automatically advances to RECEIVED.

Stock Updates: Two-Phase vs Auto-Stock

Fixmo supports two modes for updating inventory after receiving goods. The mode is controlled by the auto-stock toggle in Settings > Inventory.

• Auto-stock OFF (default), receiving goods records the arrival and updates received quantities on the PO, but does NOT add items to your inventory. A separate Stock Items step is required to update stock levels, enter serial numbers, and trigger cost recalculation. The PO moves from RECEIVED to STOCKED once all items are stocked.
• Auto-stock ON, stock levels update immediately when you confirm a goods receipt: non-serial items stock automatically, and serialized items stock as soon as their serial numbers are entered during receiving. Weighted average cost is recalculated on the spot. The PO advances directly to STOCKED once every received unit has been stocked; if a serialized item is received without its serials, it stays in RECEIVED until you stock it with Stock Items.
• Items with Track Stock enabled see their counts update during the stocking step (or during receiving if auto-stock is ON).
• The inventory dashboard stats (Total Stock, Low Stock) refresh after stocking is complete.
• If an item was in low stock before stocking, it may be removed from the Low Stock count if the new quantity exceeds the minimum threshold.

Cost Recalculation (Weighted Average)

When goods are stocked at a unit cost that differs from the item's current cost price, Fixmo recalculates the cost using the weighted average method. This recalculation happens during the stocking step (or during receiving if auto-stock is ON). This keeps your cost data accurate as supplier prices fluctuate. For variable products, the weighted average cost is calculated per variation, each variation's cost updates independently based on its own stocking history.

• The weighted average formula is: ((Existing Qty x Existing Cost) + (Stocked Qty x Stocked Cost)) / (Existing Qty + Stocked Qty).
• The item's cost price is updated to the new weighted average after stocking is confirmed (or after receipt confirmation if auto-stock is ON).
• For variable products, each variation's cost is recalculated independently, stocking a Blue variation at a new cost does not affect the Red variation's cost.
• Sell price is not changed automatically, review your margins after receiving goods at a different cost.
• Historical transactions retain their original cost values. Only future sales and repairs use the updated cost.

Serial Number Assignment

For items with serial number tracking enabled, serial numbers must be entered for each unit before they can be added to inventory. The timing of this step depends on your auto-stock setting.

1. 1When auto-stock is ON, serialized items display a Serial Numbers text area during the goods receipt step. Enter one serial number per line for each unit being received, or leave it blank to stock those units later with Stock Items.
2. 2When auto-stock is OFF, serial numbers are entered during the Stock Items step, not during receiving. The receipt only records quantities.
3. 3Whenever you enter serial numbers, their count must match the quantity being processed exactly.
4. 4Fixmo validates that all serial numbers are unique within your shop.
5. 5Once confirmed, the new serial units appear with In Stock status and are linked to the receipt and stocking records.

Stocking Received Items

When auto-stock is OFF, received items must be manually stocked into inventory from the PO detail page. This two-phase approach gives you control over when items enter your available stock, useful when goods need inspection, sorting, or labeling before being made available for sale or repair use.

1. 1Navigate to a purchase order in RECEIVED status.
2. 2Click the 'Stock Items' button on the PO detail page.
3. 3A stocking dialog opens showing all received items with their ordered, received, and stocked quantities.
4. 4For each item, confirm the quantity to stock. The quantity cannot exceed what has been received minus what has already been stocked.
5. 5For serialized items, enter serial numbers in the text area, one per line, matching the stocked quantity exactly.
6. 6Click 'Stock to Inventory' to process. Stock levels update at the PO's branch, weighted average costs are recalculated, and serial units are created.
7. 7Once all items on the PO are fully stocked, the PO status advances to STOCKED and the stocked date is recorded.