Receiving a Shipment¶
When a shipment arrives at your store, you confirm the received quantities directly on the PO in Emersoft Books. Shopify inventory and product cost update automatically — no separate system, no manual entry elsewhere.
How receiving works¶
Once a PO reaches Shipped status, the PO detail screen breaks it down into individual shipments. Each shipment the publisher has sent appears as a separate entry, and each one is received independently.
When a physical delivery arrives, find the corresponding shipment on the PO, click Receive Shipment, confirm the quantities in the overlay that appears, and submit. Shopify inventory and cost sync immediately for everything you confirmed.
Receiving a shipment¶
- Go to Apps > Emersoft Books > Purchase Orders and open the PO.
- In the Shipments section, find the shipment that has arrived. Each shipment is listed separately with its expected contents.
- Click Receive Shipment on that entry. A receiving overlay appears on screen.
- In the overlay, you see each title in the shipment with its expected quantity.
- To accept everything as listed, click Accept All — the received quantities are filled in automatically.
- To adjust individual items, enter the quantity you actually received for each line.
- Click Confirm Receipt.
Shopify inventory increases at the PO's destination location by the confirmed quantities. The product cost is also updated to reflect the actual cost from the supplier — keeping your Shopify cost data accurate for analytics and reporting.
Multiple shipments per PO¶
A single PO may result in more than one physical delivery — for example, if the publisher ships available stock immediately and sends a second box when a backordered title becomes available. Each delivery appears as a separate shipment on the PO detail screen, each with its own Receive Shipment button.
Receive each shipment as it arrives. The PO remains open until all shipments are confirmed, then moves to Completed.
Backorders¶
When a PO is accepted, any titles the publisher could not fulfil immediately are listed in the Backorders section on the PO detail screen. These are titles the publisher intends to ship once stock is available.
When the publisher ships backordered items, those shipments appear in the main Shipments section — not the Backorders section. Receive them exactly as you would any other shipment: find the entry, click Receive Shipment, confirm quantities in the overlay.
The Backorders section reflects only what is still outstanding. As backordered titles are shipped and received, the section updates accordingly. If all backordered items have been shipped, the Backorders section disappears and only the Shipments section remains. Inventory and cost sync to Shopify on confirmation, the same as for any shipment.
Discrepancies¶
If the quantity you received does not match what was listed in the shipment, enter the quantity you actually counted. Always record what you physically received — do not adjust to match the expected.
The discrepancy is recorded against the PO. You may need to follow up with the publisher for any shortfall — whether to arrange credit or a replacement delivery.
Shopify inventory is updated only for the quantities you confirmed.
After receiving¶
Once you confirm a shipment:
- Shopify inventory increases at the destination location by the confirmed quantities
- Product cost is updated to reflect the actual supplier cost
- The shipment is marked as received in the PO activity log
- If all shipments (including any backorders) are confirmed, the PO status moves to Completed; otherwise the PO remains open
Receiving at the counter¶
The receiving overlay works on any device with access to Shopify Admin — phone, tablet, or desktop. Open the PO before the delivery arrives, count each box as you unpack it, and confirm when done.
When most quantities match
Use Accept All to fill in the expected quantities in one click, then adjust only the lines where your count differs. This is much faster than entering every quantity individually.