Receiving Inventory

Receivings let you record incoming stock at a specific warehouse location, keeping your inventory counts accurate as new supplies arrive. Each time a shipment comes in, you create a receiving to log what was delivered, where it went, and optionally which purchase transaction it corresponds to.

The Receivings List

Navigate to Inventory → Receivings to see all recorded receivings across your locations.

Each row in the list shows the date and time of the receiving, the items included (with a count of additional items if there are more than one), the destination location, unit cost, charge price, and total cost.

Filtering Receivings

Use the filters at the top of the page to narrow the list:

• Start date / End date — Enter a date range to show only receivings within that period.
• All Locations — Select a specific warehouse location to see only receivings at that location.

Filters apply immediately when you make a selection.

Unreceived Purchases

If any of your transactions are classified as Bill to Inventory but haven't been linked to a receiving yet, Topkey surfaces them in an Unreceived Purchases section at the top of the Receivings page. This section helps you stay on top of purchases that likely represent incoming stock.

Each unreceived purchase displays the transaction date, merchant name, amount, and card details. A receipt icon appears if a receipt file is attached to the transaction.

Receiving Stock from a Purchase

To record a receiving directly from an unreceived purchase:

1. Locate the purchase in the Unreceived Purchases section.
2. Click Receive Stock next to that transaction.
3. Topkey opens the Receive Stock form with the transaction pre-linked. The merchant name is automatically populated in the Notes field, and the linked transaction details are shown at the top of the form.
4. Complete the receiving form (see Creating a New Receiving below) and click Confirm Receiving.

Dismissing a Purchase

If a transaction categorized as Bill to Inventory was not actually an inventory purchase, you can remove it from the unreceived list:

• Click the × icon on the right side of the purchase row to dismiss it.
• To confirm, Topkey will prompt you before completing the dismissal.

To dismiss multiple purchases at once:

1. Select the checkbox next to each purchase you want to dismiss, or use Select all to select all visible purchases.
2. Click the Dismiss Selected button that appears in the controls bar.

Restoring a Dismissed Purchase

If you dismissed a purchase by mistake, you can restore it back to the unreceived list:

1. Scroll to the dismissed purchases section below the unreceived list.
2. Find the purchase you want to restore and click Restore.

The purchase will reappear in the Unreceived Purchases section.

Creating a New Receiving

You can create a receiving at any time — with or without linking it to a purchase transaction. To start, click Receive Stock in the top-right corner of the Receivings page.

Step 1: Fill in Receiving Details

In the Receiving Details section:

1. Location (required) — Select the warehouse location where the stock is being received.
2. Received At — Confirm or adjust the date and time of the receiving. This defaults to the current date and time.
3. Notes — Optionally add a note about the shipment (e.g., "Monthly linen restock shipment"). If you started from an unreceived purchase, this field is pre-filled with the merchant name.

Step 2: Add Line Items

In the Items section, click Add Item for each product you are receiving:

• Item — Select the inventory item from your catalog.
• Quantity — Enter the number of units received.
• Unit Cost — Enter the cost per unit for this shipment.

Repeat for each distinct item in the shipment. You must add at least one line item before you can save.

Step 3: Link to a Purchase Transaction (Optional)

If you launched the receiving form from the Unreceived Purchases section, the purchase transaction is linked automatically and shown in a highlighted panel at the top of the form.

If you are creating a standalone receiving and want to link it to a transaction later, you can do so by starting from the Unreceived Purchases section instead.

Step 4: Confirm the Receiving

Click Confirm Receiving to save. Topkey immediately increases the stock level for each line item at the selected location.

What Happens When You Confirm a Receiving

When you confirm a receiving, Topkey:

• Increases stock levels at the selected location for each item in the receiving, by the quantity recorded.
• Links the receiving to a purchase transaction, if one was specified, so you have a clear audit trail connecting your spending to your stock.
• Records the receiving as Completed and logs which user confirmed it.

Viewing Receiving Details

Click any row in the Receivings list to open the Receiving Details panel.

The details panel shows:

• Received By — The team member who confirmed the receiving.
• Location — The warehouse where stock was delivered.
• Status — Either Completed or Pending Review (see Receiving Statuses below).
• Notes — Any notes recorded at the time of receiving.
• Linked Transaction — If a purchase transaction was linked, it appears here with the merchant name, amount, and purchase date. Click the transaction link to view the full transaction details.
• Items — Each line item with its SKU, quantity received, and line total. The panel also shows the overall Total cost of the receiving.

AI-Extracted Receipt Summary

If the linked purchase transaction has a receipt on file, a Receipt Line Items section appears in the detail panel. This summary is extracted automatically from the receipt and lists each item's description, quantity, and total amount. Use it to verify that your recorded inventory matches what was actually purchased.

Receiving Statuses

Each receiving has one of two statuses:

• Completed — The receiving has been confirmed and stock levels have been updated. This is the default status for all new receivings.
• Pending Review — The receiving has been recorded but may require additional review before it is considered final.

Frequently Asked Questions

Can I edit a receiving after it has been confirmed? No. Once a receiving is confirmed, it cannot be edited. If you made a mistake, contact Contact Support for assistance.

What does "Bill to Inventory" mean on a transaction? It is a transaction classification that indicates the purchase was made to restock inventory. Topkey uses this classification to identify purchases that likely need to be matched to a receiving. You can apply this classification when categorizing transactions in your accounts.

Can the same purchase transaction be linked to more than one receiving? No. Each purchase transaction can only be linked to a single receiving. If a purchase covers multiple shipments, create separate receivings and link the transaction to only one of them, using the Notes field to document the relationship.