Overview
Receiving a Purchase Order lets you log when ordered items arrive and place them directly into inventory. Receive everything at once or in partial shipments — each entry records what arrived, how many, and where it was stored, keeping your inventory and PO status up to date automatically.
Accessing Receive Purchase Order
Tap the Inventory tab in the navigation
Tap Receive Purchase Orders
Tap the Purchase Order you want to receive against
How to Receive Items from a Purchase Order
Receiving items transfers them from the order into a stockroom location in your inventory.
Tap Receive Purchase Orders from the Inventory screen
Tap the Purchase Order you want to receive against — the receive sheet opens automatically
For each item you are receiving, enter the Received Qty
Tap the Region field and select the region where the items are being placed
Tap the Location field and select the specific stockroom location within that region
Repeat for each item being received in this shipment — leave items at 0 if they were not included in this delivery
Tap Save to record the receipt
Note: Each item shows a PO Amount indicator (e.g. "2 of 10") so you can track partial fulfillment at a glance. A location must be selected for any item with a quantity greater than 0.
How to Partially Receive a Purchase Order
If a shipment only includes some of the ordered items, you can receive what arrived and come back to receive the rest later.
Tap Receive Purchase Orders from the Inventory screen
Tap the Purchase Order you want to receive against
Enter quantities only for the items included in this shipment — leave all others at 0
Select the appropriate Region and Location for each item being received
Tap Save
When the remaining items arrive, repeat the process to receive the remainder
Note: You can receive against the same Purchase Order as many times as needed. Each submission is tracked separately.
Understanding Received Quantities
The receive screen shows running totals to help you track what has been accounted for. Each line item displays a PO Amount counter in the format received of ordered (e.g. "5 of 10"):
The first number reflects the cumulative quantity received across all prior submissions plus the current entry
The second number is the original quantity on the Purchase Order line item
When all line items have been fully received, the Purchase Order status will update to Completed.
Use Cases
Receiving Purchase Orders on mobile is designed for team members who are physically present when a delivery arrives. Rather than walking back to a computer to log what came in, field workers can pull up the Purchase Order on their device, enter quantities as they count items off the packing slip, and place them directly into inventory — all without leaving the receiving area.
This is especially useful for operations where deliveries happen in the field or warehouse, away from a desk. The mobile workflow keeps inventory counts accurate in real time and automatically updates the Purchase Order status so the broader team always knows what has arrived and what is still outstanding.
Best Practices
Receive Promptly: Log received items as soon as they arrive so inventory counts stay accurate and the team knows what is in stock.
Verify Quantities Against the Packing Slip: Count items before entering quantities to prevent discrepancies between your records and actual stock.
Use the Correct Location: Always select the location where items are physically being placed — this is what drives your inventory counts.
Check the PO Amount Before Saving: Confirm the running totals look correct before tapping Save.
Troubleshooting
Issue: Received Qty field shows a red border with the message "Can't receive more inventory than what was ordered"
Solution: The quantity entered exceeds the ordered quantity for that line item — reduce it to match the remaining amount on the order.
The quantity entered exceeds the ordered quantity for that line item
Reduce the quantity to match or be less than the remaining amount on the order
If you believe more items were delivered than originally ordered, contact your administrator to adjust the Purchase Order
Issue: Cannot select a Location
Solution: Ensure a Region has been selected first — the Location picker filters by region.
Ensure a Region has been selected first — the Location picker filters by region
If no locations appear, ensure your organization has stockroom locations configured in Redlist
Contact your administrator to add stockroom locations if none are available
Issue: Purchase Order status is not updating to Completed after receiving
Solution: Check that all line items show a received count equal to the ordered count — any remaining balance will prevent completion.
Check that all line items show a PO Amount where the received count equals the ordered count
If any item still shows a remaining balance, receive the outstanding quantity
Contact Redlist support if the status does not update after all items are fully received
Summary
Receiving Purchase Orders closes the loop between procurement and inventory — every item you log as received is placed into a stockroom location and counted in your inventory automatically. With support for partial shipments and running quantity totals, you always know exactly what has arrived and what is still outstanding.