How to Receive an Inventory from a Vendor

Modified on Mon, 12 Jan at 10:39 AM

This article outlines the steps to complete a Merchandise Receive (MR) in Flawless POS.

You may refer to this video for a step-by-step guide on receiving inventory from a vendor: https://www.youtube.com/watch?v=BvyTccYhCPQ

1. Access the Vendor Module

Open your left navigation menu.
Click on the Vendor menu option.
Select the vendor you want to receive merchandise from. For this example, we will be processing an MR for the vendor named Jov.

Click the Receive Merchandise button.
In the M R details section, choose where you want to receive items from.
You have the option to check a box for items to go through the Quality Control process. For this example, we will proceed with a Simple Merchandise Receive without the QC process.

Once you're happy with your selection, click Next.
In this section, you will select the products that you are receiving.
Items can be selected by:
- Scanning them with a barcode scanner
- Manually selecting from the list
- Uploading via a spreadsheet using the Select From Excel or CSV button.

Clicking Import From PDF/Excel opens the Review Import dialog, similar to importing products from the Product List.

In the Review Import window, you can configure the following options:

Vendor (optional)
Assign all imported products to a vendor.
Designer (optional)
Assign a designer to all imported products. This is useful for stores that track designers separately from vendors.
Title Capitalization
Choose whether product titles should be auto-capitalized or kept exactly as they appear in the file.
SKU White Space
Choose whether to keep or remove white spaces in SKUs.
Auto Generate SKUs (optional)
Automatically generate SKUs for products that do not already have one.
You may click View Master SKU Codes to review available formats.
Upload PDF or Excel File
Upload a PDF or Excel (CSV) file containing your product data.
Ensure required fields such as SKU (or auto-generate enabled) and Cost are included.

Mapping Product Fields

After uploading the file, you will be prompted to Map Product Fields.

Document fields from the file can be mapped to Flawless POS product fields.
Multiple document fields can be mapped into a single Flawless POS field, providing flexibility when working with vendor files that do not follow a standard format.
This is especially helpful when vendor price lists or PDFs only include cost or wholesale pricing.

Once mapping is confirmed, click Import Products to add the items to the Merchandise Receive.

After products are detected:

All imported fields become editable directly in the Review Import screen.
You can make last-minute adjustments to:
- SKUs
- Pricing
- Cost values
- Other mapped fields

Because PDF formats vary widely, a manual review is strongly recommended:

After selecting the items, click Next.
In this final section, you can make any last edits to the Merchandise Receive, including adding descriptions and various costs.
Once you are satisfied with your selections, click Complete.

The items will be received into stock and will now be available for sale through the POS module.
They will also be available for memoing or invoicing in the Wholesale Module.

Flawless POS includes admin-level settings that control how product pricing behaves during a Merchandise Receive:

Override Product Manufacturing Cost On Receive
When enabled, the product’s existing cost will be overridden by the new cost being imported or received.
Override Product Retail On Receive
When enabled, the product’s existing retail price will be overridden by the new retail price included in the import.

These settings are useful for stores that want their product pricing to stay in sync with vendor updates during receiving.

Troubleshooting
For any issues encountered while completing a Merchandise Receive, please contact Flawless POS support for assistance.