How to Check-in Purchase Order Items in Ficos: A Shopkeeper’s Guide

How to Check-in Purchase Order Items in Ficos: A Shopkeeper’s Guide #

Hey there! Running a retail shop means regularly receiving stock from suppliers. It’s essential to record goods accurately to keep your inventory and finances perfectly aligned. Thankfully, Ficos simplifies this with a handy feature called “check-in,” helping you confirm what you’ve received against your purchase orders.

In this easy-to-follow guide, we’ll show you exactly how to check-in your delivered items and manage your delivery notes effectively. Let’s jump in!

Why Checking-in Your Purchase Orders is Important #

Checking-in helps you maintain accurate stock levels and ensure you pay for exactly what you receive. It’s your first step in inventory accuracy, preventing mistakes like overstocking, understocking, or discrepancies with suppliers. Each check-in creates a clear paper trail called a Delivery Note (also known as a Goods Received Note or GRN), invaluable for audits and reconciliation.

What You’ll Need Before You Start #

Before you begin, make sure you have:

• Proper Permissions: Confirm your account is active and that you have permission to check-in orders.
• A Pending Purchase Order: Check-ins apply to orders marked as “Pending Checkin.”
• Understanding of Supplier Types: Not all suppliers need check-in. Typically, you’ll check-in items from inventory suppliers, especially local or international suppliers delivering physical products. Learn more from our Introduction to Supplier Management.

Step-by-Step Guide to Checking-in Items #

Step 1: Go to Purchase Orders Section #

• On your Home Screen, scroll down to find Business Manager.
• Swipe right to spot and tap the Purchase Orders button. You’ll land on the Purchase Orders Manager.

Step 2: Select “Pending Checkin” Orders #

• In the Purchase Orders Manager, tap the tab labelled “Pending Checkin.”
• This filters orders to show only those awaiting check-in, helping you quickly find the right order.

Step 3: Pick the Order You Want to Check-in #

• Browse through your list, then tap the purchase order you want to verify.
• This opens a detailed view, clearly showing supplier information, ordered items, and current status.

Step 4: Begin Checking-in #

• Scroll down to “Order Actions,” then tap “New Checkin.”
• A new page appears, listing every product in your order.

Step 5: Confirm Items Received #

• If all items arrived, tap the convenient “Mark All” button at the top. Quick and easy!
• If only some items came in, tap the edit icon next to each product and manually enter how many you’ve actually received. Accuracy here helps avoid future headaches!

Step 6: Finalize the Check-in #

• When you’re confident you’ve recorded correctly, tap the “Checkin” button at the bottom.
• Ficos automatically adjusts your stock levels—no manual counting required.

Understanding Delivery Notes (Goods Received Notes) #

Every time you check-in, Ficos creates a Delivery Note:

• Delivery notes are your official logs showing exactly what items arrived, how many, and the check-in date.
• If your order arrives in multiple shipments, you’ll see separate notes for each check-in—perfect for tracking partial deliveries!

Viewing Your Delivery Notes #

• In the order details, scroll down to “Order Actions,” then tap “Delivery Notes.”
• This opens a list of your delivery notes. Tap any note to see precisely what arrived and when.
• You can even print these notes, ideal for keeping records or exchanging with delivery drivers.

Handling Multiple Deliveries for One Order #

Sometimes, orders arrive in batches. No worries—Ficos makes this simple:

• When another shipment arrives, follow the same check-in steps again.
• Ficos will automatically display only items that haven’t yet been fully received, saving you valuable time.

After You’ve Checked-in: Best Practices #

After check-in, consider the following steps for smooth operations:

• Double-Check Your Records: Quickly review your delivery notes for accuracy.
• Communicate With Suppliers: If there’s a mismatch, alert suppliers immediately for fast resolution.
• Organize Your Records: Regularly print and file your delivery notes to simplify future audits.
• Review Inventory Frequently: Stay proactive to catch any discrepancies early.

Interesting Reads #

Boost your understanding even more with these handy guides:

• How to Create a New Purchase Order
• Introduction to Supplier Management
• Adding Payment & Attaching Supplier Receipts

Glossary: Quick Definitions #

• Check-in: Recording goods received against an existing purchase order.
• Goods Received Note (GRN): Official record of items delivered.
• Purchase Order (PO): Official document outlining items ordered from a supplier.
• Partial Check-in: Recording when only some items from your order arrive.
• Inventory Adjustment: Automatic inventory update after check-in.

Wrapping Up #

By mastering the check-in process, you’ll streamline your operations, ensure accurate stock management, and strengthen your supplier relationships. Remember, every check-in saves you future stress—making running your shop simpler, smoother, and more efficient.

Thanks for following along. You’re now a Ficos check-in pro! Happy selling!

What our clients say #

I have managed to track my expenses better and been able to budget and plan better

Nayebare Jenuario #

★★★★★

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★★★★★

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Christian TABARO #

★★★★★