Receiving Orders

When a supplier delivers your purchase order, you need to receive it in Butter to update your inventory. This process involves two steps: the outlet employee records the delivery, and a manager approves it.

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How Receiving Works

1. Outlet employee receives the delivery — Fills out the order receiving form in Outlet Manager, including taking photos of the delivery
2. Manager reviews and approves — Checks the delivery photos, verifies quantities, and approves the received order in Backoffice
3. Inventory is updated — Once approved, stock levels are automatically updated and a bill is created

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For Outlet Employees: Recording a Delivery

When a delivery arrives at your outlet:

1. Open Outlet Manager
2. Go to Receive Orders or Order Deliveries
3. Find the purchase order being delivered
4. Count the items — Verify what was actually delivered
5. Take photos — Photograph the delivery and any bills/receipts
6. Enter quantities — Record what you received (this may differ from what was ordered)
7. Submit the received order

Handling Discrepancies

Situation	What to Do
Short delivery	Enter the actual quantity received
Damaged items	Receive only undamaged items, note damages
Wrong items	Don't receive them, contact your manager
Extra items	Only receive what was ordered, contact your manager

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For Managers: Approving Received Orders

All received orders must be reviewed and approved by a manager before inventory is updated.

Step 1: Review the Approval Queue

Go to Operations → Receiving Orders → Pending Approval in the Butter Backoffice.

You'll see a list of received orders waiting for your approval, showing:

• Supplier name
• PO Number
• Outlet
• Date received
• Who received it

Step 2: Review Delivery Photos and Details

Click on a received order to review it. Check:

• Delivery photos — Do the photos match the items and quantities entered?
• Bill photos — Does the bill from the supplier match what was recorded?
• Quantities — Did the outlet team correctly count and enter the items received?
• Any discrepancies — Are there differences between what was ordered and what was received?

Step 3: Make Any Adjustments

Before approving, you may need to make adjustments (see the next section).

Step 4: Approve the Delivery

Once everything has been verified, click "Approve Now" or "Approve Delivery".

After approval:

• Inventory levels are automatically updated
• A bill is created in draft mode for the finance team to review

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Making Adjustments

During the approval process, you can make several types of adjustments:

Adding Delivery Fees

Some suppliers include a delivery fee on their bills. You can add this during approval:

1. Find the Delivery Fee field
2. Enter the delivery fee amount
3. The fee will be automatically added to the total

Rounding Adjustments

Sometimes the calculated total doesn't match the bill exactly due to rounding. To fix this:

1. Click "Add Rounding"
2. Enter the Expected Total from the supplier's bill
3. The system will automatically calculate and apply the rounding adjustment

Example: If the bill shows Rp 1,252,800 but the system calculates Rp 1,252,800.01, enter the expected total and the system will add a -Rp 0.01 rounding adjustment.

Price Adjustments

If the supplier's bill shows a different price than what's in the system (e.g., the supplier increased their prices), you can update it during approval:

1. Click the pencil icon next to the item price
2. Enter the new price per package
3. Click "Save Changes"

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After Approval

Bill Review by Finance

Once you approve a received order, a bill is automatically created in Draft mode. The finance team will:

1. Review the draft bill
2. Verify all data is accurate
3. Submit the bill for payment

Since you've already verified the delivery, there should be minimal errors at this stage. If the finance team finds any issues, they should report them to the person who approved the order.

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Important Notes

Separation of Duties

The person who receives an order should ideally be different from the person who approves it. This separation helps prevent errors and abuse.

Warehouse Deliveries

Reviewing and approving received orders from the warehouse (internal supplier) is especially critical. This ensures outlet teams are correctly counting and recording stock received from your central kitchen or warehouse.

Why This Matters

Accurate receiving ensures:

• Correct inventory levels — Your stock counts will be accurate
• Proper billing — You pay for what you actually received
• Accountability — Photos and approvals create an audit trail