Orders
Track incoming stock from order to receipt.
Incoming orders help your team understand what stock is on the way, when it is expected, and how much remains outstanding. Create orders, receive deliveries in full or in stages, and keep purchasing activity connected to live inventory.
Overview
Understand incoming orders
Incoming orders give your team visibility of stock that has been ordered but has not yet been fully received.
Each order connects a part with an ordered quantity and expected delivery date. You can also associate a vendor, record a supplier reference, and add a note for additional context.
As stock arrives, the order tracks how much has been received and how much remains outstanding. This means incoming supply can be followed without treating expected stock as stock already on hand.
Ordered
The quantity originally placed on the incoming order.
Received
The quantity that has already arrived and been received into stock.
Remaining
The outstanding quantity still available to be received or cancelled.
Incoming stock is not current stock.
An open order tells you what is expected to arrive. SparesHaven does not treat that quantity as stock on hand until it is actually received.
Create
Create an order
Create an incoming order when stock has been ordered for a part and you want to track that supply through to receipt.
Choose the part, enter the quantity ordered, and record the ordered and expected dates. A vendor, vendor reference or quote number, and note can also be included where they are useful.
Part
Choose the active part that the incoming stock belongs to.
Vendor
Associate the order with an active vendor when appropriate.
Quantity ordered
Enter the whole number of units expected on the order.
Dates
Record when the order was placed and when the stock is expected.
Vendor reference
Optionally record a supplier reference or quote number.
Note
Add optional operational context that may be useful to your team.
Start from a part when it is convenient.
When an incoming order is created from a specific part, SparesHaven can carry that part into the order form and use its assigned vendor where one is available.
Status
Understand order statuses
An order's status tells you where it currently sits in the receiving workflow.
Open
The order has stock outstanding and no quantity has yet been received.
Partially Received
Some of the ordered quantity has been received while a balance remains outstanding.
Received
The ordered quantity has been fully received and there is no remaining quantity to receive.
Cancelled
The remaining balance has been cancelled and is no longer expected as incoming stock.
Status follows the order lifecycle.
Receiving part of an order leaves a balance outstanding. Receiving the final outstanding quantity completes it. Cancelling removes the remaining balance from incoming stock while preserving the order record.
Order details
Read an order
Order information is designed to show both the original purchase intent and the progress made since the order was created.
Alongside the part and vendor information, pay particular attention to the ordered, received, cancelled, and remaining quantities. Together they explain how much of the order has already been resolved and what is still outstanding.
Example
Ordered
50
Received
30
Cancelled
0
Remaining
20
The remaining quantity drives the next action.
A remaining balance can be received when the delivery arrives or cancelled when those units are no longer expected.
Find
Find and filter orders
The Orders area helps you narrow a larger order history to the records that matter right now.
Search can help locate an order using order, part, vendor, or reference information. Date controls and order views provide additional ways to focus the list.
Open
Focus on orders that still require receiving or another decision.
Overdue
Surface expected stock that has passed its expected date while remaining outstanding.
Received
Review orders whose incoming quantity has been completed.
Cancelled
Review orders where the remaining incoming balance was cancelled.
Export the view you are working with.
The Orders area can export its filtered view to CSV when you need the current selection outside SparesHaven.
Expected stock
Track expected and overdue stock
Expected dates help turn incoming orders into something your team can actively monitor rather than a list of quantities waiting to arrive.
Use the open order view to understand outstanding supply and the overdue view to focus on orders whose expected date has passed while stock is still outstanding.
This makes it easier to identify parts that may require supplier follow-up before an incoming-stock delay becomes an operational problem.
Expected stock provides context, not availability.
A quantity on order can help explain future supply, but it does not increase the part's current stock until the quantity is actually received.
Receiving
Receive stock
When an ordered delivery arrives, receive it against the incoming order. SparesHaven shows the ordered, already received, cancelled, and remaining quantities before you confirm the receipt.
Enter the quantity that has actually arrived. The receive quantity must be a whole number greater than zero and cannot exceed the outstanding balance.
Once the receipt is recorded, the quantity is received into live inventory and the order's receipt progress is updated.
Receive ordered stock through the order.
Do not use a manual Add Stock movement for a normal order receipt. Receiving against the order keeps the incoming order and the resulting inventory change connected.
Partial deliveries
Work with partial receipts
A delivery does not have to contain the full outstanding order. If only part of the quantity arrives, receive the quantity you actually received.
SparesHaven calculates the remaining balance before you confirm the receipt. When a balance remains afterwards, the order can continue through the receiving workflow for a later delivery.
Example
Ordered
50
First receipt
30
Remaining
20
The 30 received units enter stock while the remaining 20 units stay outstanding on the order.
The final receipt completes the order.
When a receipt reduces the remaining quantity to zero, SparesHaven completes the receiving workflow for that order. A fully received order cannot receive additional stock.
Cancellation
Cancel remaining quantities
Sometimes the outstanding balance of an order will no longer be delivered. In that situation, cancel the remaining quantity rather than leaving it represented as incoming stock.
Cancellation applies to the unresolved balance. Quantities that have already been received remain part of the order history and stay in inventory.
Example
Ordered
50
Received
30
Remaining
20
Cancelled
20
The 30 units already received are preserved. The outstanding 20 are cancelled and are no longer counted as incoming stock.
Cancelling the remaining balance cannot be undone.
Use this action when the outstanding quantity is genuinely no longer expected. SparesHaven keeps the order history while removing that remaining balance from incoming stock.
Review
Review order activity
Use Order Details when you need the complete context for a particular incoming order. The order record brings its quantities, dates, status, part, and supplier information together.
For broader operational review, the Orders list helps you move between open, overdue, received, and cancelled work while search and date filters narrow the records you need.
Order receipts also form part of the wider inventory trail. This helps connect purchasing activity with the stock that eventually became available to your team.
Keep the order record as the purchasing history.
Receiving and cancellation change the progress of an order without removing the record that explains what was originally ordered and what ultimately happened to that quantity.
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