Scan to Receive

Admin Manager

Scan to Receive is a fast, barcode-driven workflow for receiving inventory. Instead of navigating through purchase orders or editing products one by one, you scan each item as it arrives and the system builds a receiving list in real time. When you are done scanning, click Receive All to update stock levels in a single batch.

Feature flag required

Scan to Receive must be enabled for your store. Go to Settings > Products & Inventory tab, find the Stock Management section, and check Enable Scan to Receive. If disabled, the Scan to Receive link will not appear in the Products page dropdown.

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Accessing Scan to Receive

1. Navigate to the Products page.
2. Open the dropdown menu and select Scan to Receive.

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The Scan to Receive Workflow

Step 1: Link a Purchase Order (Optional)

If you are receiving a shipment against an existing PO, select it from the Link to Purchase Order dropdown at the top of the page. The PO reference is recorded on every stock adjustment created during the receive.

If you are receiving items without a PO (walk-in stock, samples, transfers), leave this set to — None —.

Step 2: Scan Items

1. Place your cursor in the barcode input field (it is auto-focused on page load).
2. Scan a product barcode or type a SKU and press Enter.
3. The system looks up the product by barcode or SKU (case-insensitive).

If the product is found:

• It is added to the receiving list below with a default quantity of 1.
• Scanning the same barcode again increments the quantity.
• A green status message confirms: "Added: Product Name".

If the product is not found:

• A red status message shows: "Product not found for: BARCODE".
• The Quick Create panel appears so you can create the product inline. See Quick Create below.

Weight Barcodes

Scan to Receive supports weight-encoded barcodes in the format {barcode}-{weight}G (e.g., 12345-3.5G). When a weight barcode is scanned, the system extracts the base barcode for lookup and uses the weight value as the receive quantity instead of 1.

Step 3: Review and Edit the Receiving List

The receiving list table shows all scanned items with:

Column	Description
Product	Product name.
SKU	Auto-generated or manually set SKU.
Barcode	The product's barcode.
Current Stock	Stock level before receiving.
Qty to Receive	Editable — change the quantity if the scanned count does not match.
Lot #	(Cannabis stores only) Editable lot/batch number.
THC%	(Cannabis stores only) Editable THC content percentage.
CBD%	(Cannabis stores only) Editable CBD content percentage.
Remove	Remove the item from the list.

• Click Clear All to reset the entire list.
• The header shows the total product count and unit count.

Step 4: Add Notes (Optional)

Enter any notes in the Notes field (e.g., "Shipment from Green Valley Farms, invoice #12345"). Notes are recorded on every stock adjustment in the batch.

Step 5: Receive All

Click Receive All to process the batch. The system:

1. Creates a stock adjustment (type: receive) for each product in the list.
2. Increments each product's current_stock by the received quantity.
3. Updates batch/cannabis data (lot number, THC%, CBD%) if provided.
4. Assigns a unique batch ID (format: RCV-YYYYMMDD-XXXX) to group all adjustments.
5. Redirects back to the Scan to Receive page with a success message showing the total units and products received.

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Quick Create: Inline Product Creation

When you scan a barcode that does not match any product in your catalog, the Quick Create panel appears automatically below the barcode input. This lets you create a new product and add it to the receive list without leaving the page.

Quick Create Fields

Field	Required	Description
Barcode	Pre-filled	Read-only. Pre-filled with the scanned barcode.
Product Name	Yes	The name of the new product.
Price	Yes	Retail price (pre-tax).
Unit Type	No	Defaults to "Individual Units". Options: Units, Grams, Ounces, Pounds, Kilograms, Weight, Box, Case, Pack, Litre, Gallon.
Category	Yes	Select one or more categories. Hold Ctrl/Cmd to multi-select.

How It Works

1. Scan an unknown barcode — the Quick Create panel appears with the barcode pre-filled.
2. Enter the product name, price, and select a category.
3. Click Create & Add.
4. The product is created in your catalog with:
   • The scanned barcode assigned.
   • An auto-generated SKU.
   • Stock set to 0.
   • Product type set to "simple".
5. The product is immediately added to the receiving list with quantity 1.
6. The Quick Create panel closes and focus returns to the barcode input for the next scan.

Click Cancel to dismiss the panel without creating a product.

When to use Quick Create vs. the full product form

Quick Create is designed for speed during receiving. It captures the minimum fields needed to get the product into your catalog and onto the receive list. You can always edit the product later to add images, descriptions, variations, cannabis details, or other fields.

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Cannabis Store Features

When cannabis features are enabled for your store, Scan to Receive includes additional columns in the receiving list:

• Lot # — Enter the batch or lot number from the supplier's certificate of analysis.
• THC% — Enter the THC content percentage.
• CBD% — Enter the CBD content percentage.

These values are saved to the product when you click Receive All. If you leave a field blank, the product's existing value is preserved.

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Best Practices

1. Scan every item. Do not estimate quantities. Scanning each item ensures an accurate count.
2. Review before receiving. Check the quantities in the list before clicking Receive All. Once received, stock adjustments are final (you would need a manual stock adjustment to correct errors).
3. Link POs when possible. Linking a PO creates a complete paper trail from order to receipt.
4. Use Quick Create sparingly. If you are receiving a large shipment of entirely new products, consider using CSV Import first, then Scan to Receive for the stock update.
5. Update Quick Created products afterward. Products created via Quick Create have minimal details. Edit them later to add images, descriptions, and cannabis-specific data.

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What's Next?

• Purchase Orders — Create formal purchase orders for supplier shipments.
• Stock Adjustments — Correct stock manually when needed.
• Stock Transfers — Move stock between stores.
• Creating Products — Full product creation with all fields.