Documentation Index Fetch the complete documentation index at: https://help.mathership.com/llms.txt
Use this file to discover all available pages before exploring further.
Receiving Orders Receiving orders lets you confirm delivered quantities and add received products to inventory.
When an order is received, Bestellfix checks the product mappings and converts ordered products into ingredient stock.
What receiving means Receiving an order means:
Checking which products were delivered
Confirming the received quantity
Selecting the storage unit
Posting mapped products into inventory
Creating inventory ledger entries
Marking order items as received
Why receiving is important Receiving connects purchasing with inventory.
Without receiving With receiving Orders are only order records Orders update inventory Stock does not change Stock increases automatically Delivery differences are not tracked Variances can be recorded Inventory value may be incomplete Inventory value can be updated
Basic receiving flow
Open an order
Review all order items
Check whether each product is mapped
Select the storage unit
Enter the received quantity
Add notes if needed
Post the receipt
Receiving preview Before posting an order into inventory, Bestellfix can show a receiving preview.
The preview shows:
Field Meaning Product Ordered vendor product Ordered quantity Quantity from the order Price Product price from the order Mapping status Whether the product is mapped Ingredient Ingredient that will be updated Factor Conversion factor Total base quantity Quantity that will be added to inventory Already posted Whether the item was already received Last product cost Last known cost for the same product
Mapped and unmapped products Only mapped products can be posted into ingredient inventory.
Product status Result Mapped Can be received into inventory Unmapped Cannot be posted to ingredient stock Already received Will not be posted again
Products must be mapped before they can increase ingredient stock automatically.
How quantities are calculated When an order item is received, Bestellfix uses the received quantity and the product mapping factor.
Formula:
Received quantity × factor = ingredient quantity Example:
Received quantity Factor Ingredient stock added 1 box 10 kg 10 kg 2 boxes 10 kg 20 kg 5 packs 1.5 kg 7.5 kg
Example A vendor delivers tomatoes in boxes.
Field Value Ordered product Box of tomatoes Ordered quantity 3 boxes Received quantity 2 boxes Ingredient Tomatoes Factor 10 kg Storage unit Main kitchen Stock added 20 kg
Because only 2 boxes were received, Bestellfix adds 20 kg of tomatoes to inventory.
Ordered quantity vs. received quantity The ordered quantity is what was requested.
The received quantity is what actually arrived.
Ordered Received Variance 5 boxes 5 boxes 0 5 boxes 4 boxes -1 5 boxes 6 boxes +1
Variance Variance shows the difference between received quantity and ordered quantity.
Formula:
Received quantity - ordered quantity = variance Examples:
Ordered quantity Received quantity Variance 10 10 0 10 8 -2 10 12 +2
Use notes to explain differences such as missing items, damaged products, replacements, or overdelivery.
Storage unit Every receipt needs a storage unit.
The storage unit defines where the ingredient stock is added.
Examples:
Storage unit Typical use Main kitchen Fresh food and daily use Dry storage Dry goods Cold room Chilled products Bar storage Drinks and bar products Freezer Frozen products
If the wrong storage unit is selected, the stock will be added to the wrong location.
Inventory ledger entry When a mapped product is posted, Bestellfix creates an inventory ledger entry.
The transaction type is usually:
RECEIPTThe ledger entry can include:
Field Meaning Ingredient Ingredient that was received Storage unit Location where stock was added Quantity Converted ingredient quantity Unit cost Cost per ingredient base unit Value Quantity multiplied by unit cost Reference Related order item Date Time of receipt posting
Unit cost If a unit cost is entered during receiving, Bestellfix can calculate the cost per ingredient base unit.
Example:
Product price Factor Unit cost €20.00 per box 10 kg €2.00/kg €12.00 per crate 12 L €1.00/L €5.00 per pack 0.25 kg €20.00/kg
If no cost is entered, Bestellfix may use the weighted average cost.
Partial receiving You can receive less than the ordered quantity.
Example:
Ordered product Ordered Received Result Tomatoes box 5 3 3 boxes are posted Milk crate 4 4 Fully received Butter pack 10 0 No stock added
If the received quantity is 0, no stock is added, but the item can still be marked as received.
Notes Use notes to explain delivery differences.
Examples:
Situation Example note Missing product Supplier only delivered 3 of 5 boxes Damaged product 1 crate damaged, not accepted Replacement Replaced with similar product Price issue Price differs from order Quality issue Product accepted but quality lower than expected
Already received items Bestellfix checks whether an order item has already been posted to inventory.
This prevents duplicate stock entries.
Status Meaning Not received Can be posted Already received Should not be posted again Already in ledger Receipt movement already exists
This protects inventory from accidentally adding the same delivery twice.
Missing mappings If an item has no product mapping, it cannot be posted to inventory.
Common reasons:
The product is new
The ingredient has not been created
The product was replaced
The product was renamed
The mapping was deleted
The product should not affect inventory
Fixing missing mappings To fix a missing mapping:
Open the unmapped product
Select or create the correct ingredient
Enter the correct factor
Save the mapping
Return to the receiving page
Continue posting the receipt
Delivery date The delivery date can be stored on the order.
This helps with reports and delivery history.
Date field Meaning Estimated delivery date Expected delivery date Delivery date Actual delivery date Placed at Date when the order was created
Reports can use the delivery date to show when products actually arrived.
Receiving one item When receiving one item, check:
Product name
Ordered quantity
Received quantity
Mapping
Factor
Storage unit
Unit cost
Notes
Then post the item into inventory.
Receiving multiple items When receiving multiple items, Bestellfix can process several order lines at once.
Each line can have its own:
Received quantity
Storage unit
Unit cost
Note
This is useful when different items go to different storage units.
Example receiving table Product Ordered Received Mapping Storage Result Tomatoes box 5 4 Tomatoes, 10 kg Main kitchen +40 kg Milk crate 3 3 Milk, 12 L Cold room +36 L Butter pack 10 8 Butter, 0.25 kg Cold room +2 kg Cleaning tabs 2 2 Not mapped Dry storage No stock movement
Receiving and inventory value Receiving can update both quantity and value.
Example:
Product Received Factor Product cost Inventory effect Tomato box 2 10 kg €20.00 per box +20 kg at €2.00/kg Milk crate 3 12 L €12.00 per crate +36 L at €1.00/L
Receiving and reports Received order data can appear in reports.
Useful reports include:
Inventory movements
Ingredient ledger history
Delivery location reports
Inventory value reports
Vendor order reports
Untransferred order reports
Untransferred orders An untransferred order is an order that still has items not posted into inventory.
This usually means:
The order has not been received yet
Some products are unmapped
Some items were skipped
Some items still need confirmation
Common problems Product does not appear in inventory Check:
Product is mapped
Correct ingredient is selected
Received quantity is greater than zero
Correct storage unit was selected
Receipt was posted successfully
Stock quantity is too high Check:
Product was not received twice
Factor is correct
Unit conversion is correct
Received quantity is correct
Packaging level is correct
Stock quantity is too low Check:
Received quantity was entered correctly
Factor is not too small
Product mapping uses the correct unit
Partial delivery was not entered by mistake
Product is shown as unmapped Check:
Product mapping exists
Mapping belongs to the correct customer company
Product record is the same as the order item product
Ingredient still exists
Mapping was not deleted
Item cannot be received again The item may already have a RECEIPT ledger entry or a received quantity.
This prevents duplicate inventory posting.
Best practices Review mappings before posting Always check the mapped ingredient and factor before posting receipts.
Use actual received quantities Do not simply accept ordered quantities if the delivery differs.
Select the correct storage unit Choose the real storage location where the product was stored.
Add notes for differences Use notes for missing products, damaged products, price differences, or substitutions.
Review high-value products carefully Be careful with expensive products such as meat, fish, wine, spirits, and specialty goods.
Fix unmapped products early Unmapped products interrupt the receiving flow and reduce inventory accuracy.
Related pages
Product Mapping Connect vendor products to internal ingredients and conversion factors.
Ingredients Manage the ingredient master list used for receiving and stock tracking.
Storage Units Manage the storage locations where received stock is posted.
Inventory Ledger Review receipt movements and other inventory transactions.
Inventory Reports Analyze stock, movement history, costs, and ingredient activity.
Reorder Suggestions Use stock levels and mappings to suggest future orders.
