When You Need to Adjust at Receiving
Deliveries do not always match the order. Quantities may differ, items may be substituted with similar products, or items may be missing entirely. When you receive the order, you can adjust each line so on-hand inventory and pricing records match what actually arrived.
Adjusting Received Quantities
Open the Orders page and find the placed order under the Placed panel.
Click Mark as Received (or Manage Order) to open the receiving dialog.
For each line, type the actual received amount in the Amount field.
If the cost differs from the ordered cost, type the actual amount in the Cost field.
If a line was not delivered, set the received amount to 0.
Adding a Substitute Product
If the vendor substituted a product (for example, a different brand of the same item):
In the receiving dialog, click Add Product.
Search for the substitute from the vendor's product list.
Enter the received amount and cost.
The substitute is added to the order so the on-hand inventory reflects what was actually delivered.
Adjusting Expiration Dates
If shelf-life tracking is enabled and an item arrived with a different expiration than the default, adjust the expiration date in the receiving dialog. The on-hand inventory record will use the adjusted date.
Marking the Order as Received
Once all adjustments are in, click Mark as Received. Gaia updates on-hand inventory with the received quantities, including any substitutes added.