Receiving Orders
Receiving orders lets you confirm delivered quantities and add received products to inventory. When an order is received, Mathership checks product mappings and converts ordered products into ingredient stock.Confirm deliveries
Check what was delivered and enter the actual received quantities.
Post to inventory
Add mapped products into ingredient stock in the selected storage unit.
Create ledger entries
Create receipt movements with quantity, cost, value, and source references.
What receiving means
Receiving an order means:- Checking which products were delivered
- Confirming the received quantity
- Entering the unit cost
- Selecting the storage unit
- Posting mapped products into inventory
- Creating inventory ledger entries
- Recording variances and notes when deliveries differ
Why receiving is important
When receiving becomes available
The Transfer button on an order is only available once the order has been sent. Draft and scheduled orders cannot be received. Once sent, the order detail page shows:- Transfer all button to open the receiving sheet for all items
- Transfer selected button when one or more items are selected
- Transfer button on each individual item row
Basic receiving flow
1
Open an order
Open a sent vendor order from order history or the order detail page.
2
Start receiving
Click Transfer all, Transfer selected, or Transfer on an individual item.
3
Review mappings
Check which products are mapped and which products still need mapping.
4
Confirm received quantities
Enter the actual delivered quantity for each item.
5
Select the storage unit
Choose where the received ingredient stock should be added.
6
Review costs and notes
Check unit costs and add variance notes where needed.
7
Post the receipt
Post the mapped products into inventory.
The receiving sheet
The receiving sheet opens as a side panel from the order detail page.Status banners
The sheet shows a banner at the top when a relevant condition is detected.Item table columns
Items that are already transferred show an Already transferred label and all inputs are disabled.
Variance note
When the received quantity differs from the ordered quantity:- A variance badge appears in the To transfer column showing the difference
- Red indicates short delivery
- Grey indicates over-delivery
- A note textarea appears below the received quantity field so you can explain the difference
Below the table
Receiving preview
When the receiving sheet loads, Mathership fetches a preview for each order item. The preview includes:Mapped and unmapped products
Only mapped products can be posted into ingredient inventory.
If an item has no mapping, click the link icon on the item row to open the mapping sheet directly from the order.
After saving the mapping, you can return to the receiving sheet and transfer the item.
How quantities are calculated
Formula: received quantity × factor = ingredient quantity added
The calculated ingredient quantity is shown in the To transfer column of the receiving sheet.
Example
A vendor delivers tomatoes in boxes.
Because only 2 boxes were received, Mathership adds 20 kg of tomatoes to inventory.
Unit cost and inventory value
The unit cost field determines the value of the receipt ledger entry. Mathership pre-fills the unit cost in this priority order:- If the item was already posted — the cost used in that posting
- If a previous transfer of this product exists — the cost from the last transfer
- Otherwise — the product price from the order
Ordered quantity vs. received quantity
The ordered quantity is what was requested. The received quantity is what actually arrived.
When there is a variance, a note field appears in the receiving sheet.
Use it to explain what happened.
Variance
Variance shows the difference between received quantity and ordered quantity. Received quantity − ordered quantity = variance
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. The storage unit is pre-filled from the order’s delivery location if it has a linked storage unit. You can change it before posting.Partial receiving
You can receive less than the ordered quantity by entering a smaller number in the received quantity field.
If the received quantity is
0, no stock is added for that item.
Items with 0 received quantity are excluded from the posting.
Inventory ledger entry
When a mapped product is posted, Mathership creates an inventory ledger entry with transaction typeRECEIPT.
Already received items
Mathership checks whether an order item has already been posted to inventory. Already-transferred items are shown with an Already transferred label and their input fields are disabled. This prevents duplicate stock entries from the same delivery.Delivery date
The delivery date field in the receiving sheet records when the products actually arrived.Receiving and inventory value
Receiving affects inventory value because each receipt entry includes quantity and unit cost. The received quantity, conversion factor, and unit cost determine the stock value added to inventory.Example receiving table
Receiving and reports
Received order data appears in reports, including:- Inventory movements and 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
- The order was only partially received
Common problems
Product does not appear in inventory
Product does not appear in inventory
Check that:
- The product is mapped
- The correct ingredient is selected
- The received quantity is greater than zero
- The correct storage unit was selected
- The receipt was posted successfully
Stock quantity is too high
Stock quantity is too high
Check that:
- The product was not received twice
- The factor is correct
- The unit conversion is correct
- The received quantity matches the actual delivery
Stock quantity is too low
Stock quantity is too low
Check that:
- The received quantity was entered correctly
- The factor is not too small
Product is shown as unmapped
Product is shown as unmapped
Check that:
- A product mapping exists
- The mapping belongs to the correct company
- The ingredient still exists
Item cannot be received again
Item cannot be received again
The item already has a
RECEIPT ledger entry.Mathership blocks duplicate postings to protect inventory accuracy.Unit cost looks wrong
Unit cost looks wrong
Check the pre-fill source shown in the blue info banner.If cost was pre-filled from a previous transfer at the wrong price, update the unit cost field before 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 physically stored.
Add notes for variances
Explain missing products, damaged products, price differences, or substitutions.
Review high-value products
Be careful with expensive products such as meat, fish, wine, and spirits.
Fix unmapped products first
Use the map link on each unmapped item to create a mapping without leaving the order.
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.