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How do I import an order into Inventory?

Once the goods have arrived, you check the delivery and import it. Only then does FoodNotify book the products into your storage.

Every order you send through FoodNotify appears under Inventory › Orders. It only goes into your storage once you import it. This lets you enter differences first, for example missing goods or a different price.

In the app: How do I import a delivery with the FoodNotify app?

The list of orders in Inventory with order ID, shop name, delivery date, delivery notice, number of products, price and the Import button

Import an order

  1. For the order, click Import.
  2. At the top, click Delivery Note No. and enter the number from your delivery note. This way you can find the delivery later and match it to the invoice.
  3. Check every product. If the delivered quantity or the price is wrong, click the pencil next to the Quantity or the Price and correct the value.
  4. For each product, click Import.

An order being imported with Delivery Note No., quantity, price, status and the Import button for each product

In the Status column, you see what has changed, for example Delivered, Quantity change, Price change, Not delivered or Substitute product. At the top right of the table, you see how many products you have already checked.

Substitute products, comments and new products

  • Did you get a different product instead of the one you ordered? For the product, click ⋮ › Add substitute product.
  • With ⋮ › Comments/Tags, you note what was wrong with a product, for example damaged packaging. You write a comment on the whole order with the speech bubble icon at the top right.
  • Products that arrive for the first time are marked New. They don't have a storage location yet and end up in the storage [Area 51]. Afterwards, assign them to a storage location and a commodity group under Inventory › Products: Edit products

Finish the order

  1. When you have checked all products, click the status of the order at the top right, for example In Progress.
  2. Choose Finish & Confirm.

The open status menu of an order with Finish & Confirm and Cancel

The order first shows Importing and switches to Imported after a few minutes. Then the products are in your storage. At least one product must be imported. With Cancel, you cancel the order in Inventory.

View an imported order

In the list, click an imported order. You see every product with quantity, price and status. Crossed-out values show what was originally ordered.

An imported order with the statuses Additional product, Quantity change, Delivered, Not imported and Substitute product

Note and invoice details

With ⋮ in the list, you add an internal note with Add note, for example “Order for the wedding on Saturday”. Your supplier doesn't see it. Under Shop order details, you enter the invoice number and invoice date in the Invoice tab.

Import automatically

You can also have orders imported automatically, for example one day after the delivery day: How does the automatic order import work? If your supplier sends digital delivery notes, quantities and prices are already filled in: How does the automatic delivery note matching work?