Receiving stock

Receiving is the most-frequent operator action on POs in flight. This page covers the two ways to receive, what changes in Shopify, how to record discrepancies the right way, and how to print labels for the receiving station.

Two ways to receive

Receive Manually — opens a dialog with one row per line; enter the received quantity per line and save. Use for partial receipts, multi-day arrivals, or when you want operator control. This records the receipt in Logistified first. Shopify on-hand is updated only if Auto-sync is enabled, or when you later click Sync to Shopify.
Quick Complete — a single action that receives every confirmed quantity in full, syncs warehouse receipts to Shopify, and marks the PO Completed. Use when everything arrived exactly as confirmed and you want one click to close it out.

A third button — Sync to Shopify — appears separately on the actions menu in receiving statuses. Click it to push the current warehouse receipts to Shopify after a manual receive. This is the same sync step that runs automatically when Auto-sync is enabled.

The receive dialog

Opens via Receive Manually. Shows every line with its confirmed quantity and a Receive input. Enter the received quantity per line. Save.

Each save advances the line’s received quantity and, depending on whether other lines are outstanding, may transition the PO (see Automatic status changes below).

What happens to inventory

Receiving affects three inventory numbers in different ways:

Logistified received quantity updates when you save the receipt.
Shopify on-hand updates only through Quick Complete, Auto-sync, or Sync to Shopify.
Shopify incoming is reconciled when Logistified syncs with Shopify. Until then, Shopify may still show the earlier incoming amount even though the receipt is already recorded in Logistified.

Event	Logistified record	Shopify effect
PO moves to Sent	Ordered quantity is now expected from the supplier.	Incoming is pushed, if incoming tracking is enabled. On-hand unchanged.
Lines confirmed	Confirmed, cancelled, or rejected quantities are saved.	Incoming is reconciled to the remaining expected quantity.
Line received via Receive Manually	Received quantity is saved locally.	No on-hand push unless Auto-sync is on. Incoming is reconciled when Auto-sync or manual Sync to Shopify runs.
Line received via Quick Complete	Confirmed quantities are received in full.	On-hand is pushed and incoming is reconciled as part of the completion flow.
PO cancelled / line cancelled	Outstanding quantities are closed out.	Pending incoming is rolled back, if incoming tracking is enabled.
PO Reopened (from Completed)	The PO returns to the appropriate receiving status.	Outstanding incoming is pushed again if there are still units expected.

The difference between Receive Manually and Quick Complete is whether the Shopify sync happens as part of the action. The Auto-sync to Shopify on receiving preference makes Receive Manually run the same Shopify sync step after every save.

If Shopify’s incoming doesn’t match what Logistified shows, run Incoming reconciliation. Drift is usually caused by a transient sync failure.

The inventory effects table above describes the Deliver to warehouse fulfillment mode — the default and most common. Lines on other fulfillment modes behave differently; see below.

Fulfillment mode changes the receive behavior

Each line item carries a fulfillment mode. The receive step does different things depending on the mode:

Line mode	Where the receipt lands	Shopify on-hand pushed?
Deliver to warehouse	Warehouse stock at the PO’s destination location.	Yes — via Quick Complete, Auto-sync, or manual Sync to Shopify, when the destination is a Shopify-backed location.
Hold at supplier	Buyer-owned supplier-held stock position.	No. Shopify on-hand is not updated. To bring this stock into a warehouse later, create a Supplier Stock Release.
Warehouse consignment	Consignment stock position at the warehouse (supplier-owned, in your physical space).	No. The stock is yours to sell but not your inventory yet — Shopify on-hand should not reflect it.

Mixed-mode POs are supported: a single PO can have warehouse-delivery lines, supplier-held lines, and consignment lines side by side. Each line follows its own fulfillment mode when you receive it.

The Receipts sub-tab

Every receipt is recorded as its own row on the line item’s Receipts sub-tab (in the line-item table). Each row shows:

Receipt number and timestamp
Quantity received
Fulfillment mode of the receipt
Destination (warehouse location, supplier-held, or consignment)
Shopify sync status — pending, synced, not required (for supplier-held / consignment), or reversed (for an unreceive)

Use this view to audit when each unit arrived and where it landed.

Discrepancies on receipt

Under-receive. Enter the actual quantity. The remainder stays as pending — you can receive more later, or close out the difference by cancelling the missing quantity (see below).
Over-receive. Enter what actually arrived, even if it is more than the confirmed quantity. Logistified allows the receipt and flags the line as over-received so you can review the supplier invoice, cost, and follow-up decision. If the extra units should become part of the commercial order, adjust the confirmed quantity in Bulk Edit too.

Recording short shipments and refusals the right way

The cleanest way to close out a discrepancy is on the order side, not the receive side. Two operator-driven quantities exist for exactly this:

Qty Cancelled — set during the confirm flow or via Bulk Edit. Use when you decide not to take the rest of an order — the supplier delayed, you don’t need it any more, you found it cheaper elsewhere.
Qty Rejected — set during the confirm flow. Use when the supplier refused to ship the line — out of stock, MOQ not met, etc.

Both quantities subtract from “pending,” so once you’ve cancelled or rejected the difference, the PO can complete cleanly without artificially under-received lines lingering.

Labels for the receiving station

Print per-line labels for the boxes you’re receiving — barcode, SKU, variant title, quantity. From the PO Actions menu → Print Labels. The dialog supports:

PDF with two layout modes — Simple (rule-based, ships out of the box) and Designer (Beta) (template-based, defined in label-printing settings).
CSV / XLSX export of the same label data — one row per SKU (aggregated) or one row per label (expanded). Useful when feeding a label printer or warehouse system from a flat file.

The label sheet format is configured at Settings → Label Printing — see also Exports → Label sheet PDFs.

Useful for warehouses where receiving is barcode-scan driven — labels go on the boxes, the receiver scans them in.

Automatic status changes

Receiving the first line → PO moves to Partially Received.
Receiving the last line (full receipt) → PO moves to Received.
Received POs can still be corrected with Receive, Unreceive, or Bulk Edit for received quantities.
Marking Completed is an operator choice — you don’t have to. You can stay at Received indefinitely if that’s useful (e.g., before invoicing closes the loop).
Completed and Cancelled POs are locked. Reopen first if you need to continue working a Completed PO.
From Completed, you can always come back via Reopen Order — Logistified picks the right target status (Received / Partially Received / In Progress) based on what was actually received.