This is the second stock-moving step of cutover, right after your stocktake. You bring in the purchase orders that haven’t fully arrived yet, without double-counting anything your count already includes.
See Cutover day, step by step for when to run this relative to your stocktake and your open sale orders.
Open purchase orders and stock in transit
A purchase order still awaiting delivery, in full or in part, is stock in transit. It isn’t in Qoblex until you receive it.
Bring these in with the bulk purchase order CSV import from the Purchases list. It creates a full purchase order per Order Number you group rows under. See Import purchase orders and line items for the column reference and file limits.
Received Quantity creates a real receipt
A row’s Received Quantity isn’t just a note: Qoblex creates and authorizes a goods receipt note for it the moment you import the row.
Set Track Inventory by how much has arrived
| How much has arrived | Track Inventory | Received Quantity | What Qoblex does |
|---|---|---|---|
| Fully delivered | false |
As delivered | Records the order with its full Quantity and creates the goods receipt notes for its Received Quantity, without changing your on-hand quantities or stock value. |
| Nothing delivered yet | true |
Blank | Shows the order’s quantities as Incoming until you receive them. |
| Partly delivered | false on the delivered order, true on the copy |
See Split a partly delivered order | Two orders: see below |
For a fully delivered order, your stocktake already includes those units. So nothing is counted twice, and the order keeps its delivery history.
Split a partly delivered order
Split it into two purchase orders in your file, line by line. Use the same supplier and Shipping Location on both.
| Order number | Lines to list | Quantity | Received Quantity | Track Inventory |
|---|---|---|---|---|
The original number, for example PO-1001 |
Each line where something arrived | The delivered amount | The delivered amount | false |
A numbered copy: PO-1001.1, then .2 and so on if you need more |
Each line where something is still to come | The undelivered amount | Blank | true |
Leave out any line whose quantity would be 0: a single zero-quantity line makes Qoblex reject the whole file.
That’s because the setting also keeps the order out of Incoming. When the units arrive and you receive them, Qoblex still takes them off Incoming. That lowers that product’s Incoming at that location, so it under-counts what your other open purchase orders are still bringing in.
How Track Inventory is read
- Track Inventory needs a
trueorfalseon every row. - Qoblex uses only the order’s first row, and applies it, with Shipping Location, to the whole order.
- The setting only applies to the import itself. When the rest of an order arrives, receive it as usual with Receive goods and manage GRNs. That receipt adds the new units to your stock.
Billed, refunded and returned quantities
Billed Quantity, Refunded Quantity, and Returned Quantity also create and authorize a real bill, refund, or supplier return when you import the row, whatever Track Inventory is set to.
If your accounting integration is connected and those documents already exist in your accounts, leave these columns blank (or 0) so they aren’t posted twice. See the accounting callout in Set up Qoblex before you switch.