The Receive Inventory (Scan In) feature in Appliance.io helps you quickly add incoming products to your inventory, link them to purchase orders, and maintain accurate, traceable stock records. Whether you’re scanning deliveries, importing inventory in bulk, or reviewing goods receipts, this tool ensures smooth warehouse operations and reliable inventory tracking from start to finish.
📍 Accessing Receive Inventory
To get started, open the sidebar and go to Purchase Orders.
In the top-right corner of the page, click Receive Inventory.
You’ll see five different options for receiving inventory, depending on how your stock arrives and how you want to track it:
By PO# (FIFO)
By PO#
By Single Item
Import by CSV
Goods Receipt
Each option is designed to support a different inventory workflow.
🧾 Receive Inventory by PO# (FIFO)
This option uses the First In, First Out (FIFO) inventory method, ensuring the oldest purchase orders are received and processed first.
FIFO is especially important in appliance retail because it:
Keeps inventory fresh
Prevents outdated models from being sold
Helps manage warranties and promotions accurately
Supports clean and reliable financial tracking
How it works:
Locate your PO numbers from either the Inventory page or the Purchase Orders – Open tab.
Copy the PO numbers and paste them into the Search PO# filter.
Once the orders appear, select the checkboxes.
Orders will automatically display in the order they were received — FIFO in action.
(Optional) Rename the report for easier tracking later.
By default, it’s named using the creation date.
Click Create Goods Receipt.
Confirm by selecting Yes, Continue.
You’ll see a confirmation pop-up letting you know the inventory was scanned successfully.
📦 Receive Inventory by PO Number
This option is ideal when you’re receiving inventory tied to a specific purchase order.
Steps:
Copy the PO number from the Inventory page.
Paste it into the Search PO Number filter.
Select the PO.
(Optional) Rename the report.
Click Create Goods Receipt.
Confirm with Yes, Continue.
Once completed, the inventory is received and recorded under that purchase order.
🧩 Receive Inventory by Single Items
Use this option when:
Adding a new model that doesn’t exist in inventory yet
Increasing the quantity of an existing model
This method bypasses purchase orders and adds items directly to inventory.
Required details:
Inventory Location
Storage Location (optional)
Model Number
Condition
In the Stock section, enter:
Quantity
Cost per unit
If the item is not brand new, you can also add:
Price
Serial number
These details will appear automatically on digital price tags.
You can also include a description and images if needed.
Choose a stock type:
Available – Ready to sell immediately
Ordered – Inventory is on the way
For Ordered stock, you’ll also need to provide:
Purchase Order Number
Estimated Availability
Scheduled Arrival Date
Click Add Inventory to finish.
To verify, go to the Inventory page, search for the model number, and check:
Available column for in-stock items
Available on Order for ordered inventory
📁 Import Inventory by CSV
The Import by CSV option allows you to upload a large amount of inventory at once. This is especially useful for new clients onboarding existing inventory.
Before uploading:
Select:
Inventory Location
Storage Location (optional)
Condition
Download and use the provided CSV template.
Do not modify column headers.
Fill in inventory data exactly as shown.
Save the file as .csv.
Upload one condition per file (use separate files for different conditions).
Following these rules ensures a smooth and error-free upload.
Once uploaded, you can click Preview File to review:
Model numbers
Brands
Quantities
Costs
Click Import to begin adding the inventory to your system.
🧾 Goods Receipt
A Goods Receipt is automatically created whenever inventory is received from a manufacturer, distributor, or another store location. It serves as a confirmation of what was actually delivered and is critical for accurate inventory tracking.
Click the Expand button on any goods receipt to view full details, including:
Model
Order number
Serial number
Customer name
PO number
Cost and quantity
Salesperson
User who scanned the inventory
This makes it easy to audit, verify, and track inventory activity at any time.
🎉 You’re All Set!
With Receive Inventory (Scan In), managing incoming stock is fast, accurate, and fully traceable. From scanning purchase orders to importing inventory in bulk and reviewing goods receipts, Appliance.io gives you the tools you need to keep your warehouse running smoothly.