Check the delivery against the order you sent.
Review a purchase order for each supplier. When it arrives, record the quantities and prices you received, then save the delivery. Shortages stay visible for follow-up.
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Illustrative purchase record
Ten cases ordered. Nine at the back door is not ten in the walk-in.
A tidy purchase order describes the promise. Receiving records the delivery as it is: short, over, substituted, missing, or unexpected.
Start with the promise the supplier actually received.
Confirming an event offers a purchase order for each supplier. Review the exact email, print a stable PO, or record that you handled it yourself.
Please deliver the lines below to CostCook Catering. PO-1048 must appear on the delivery slip.
- Email supplier
- Print PO
- Handled by me
Once it is sent, those same lines are ready at the door.
A sent purchase order creates the receiving checklist. Change ordered to arrived without building a second record from the delivery slip.
The actual delivery becomes the buying fact.
Save the reviewed delivery once. Its quantities and prices update purchases and ingredient prices together. Unresolved shortages stay on the follow-up list.
A problem at the handoff keeps a recovery path.
Send failures, short lines, and unexpected items do not collapse into one warning. Each one says what happened and what you can do next.
The complete Purchasing & receiving list.
Open the full shipped list when you want the details.
9shipped capabilities
See all 9 shipped capabilities
- Per-vendor POs. Confirming an order offers purchase orders per supplier: email, print, or handled by you.
- The email you saw. Review the exact supplier email before sending. Check the order record for whether it was sent or needs a retry.
- Printable POs. Signature lines and stable PO numbers.
- Receiving follows sending. A sent PO creates its receiving checklist for you.
- Deliveries as they are. Short, over, substituted, missing, and unexpected lines each have their own handling.
- All-or-nothing posting. Committing a delivery writes real purchases, and current prices update from what actually arrived.
- Automatic rebuy list. Short and missing lines become a durable follow-up list with handled and reopen states.
- Receive from the purchase order. Receive against any sent purchase order from its own screen.
- Retryable sends. A failed PO send can be retried, with the failure kept on record.
Frequently asked questions
The practical questions behind moving a supplier order through the back door without losing the differences.
Does CostCook send one purchase order to every supplier?
CostCook offers a separate purchase order per supplier. You can review the exact email body, then email it, print it, or mark it as handled by you.
What happens if the supplier email fails?
The purchase order is recorded as queued before CostCook attempts the email. If the send fails, that same record keeps the failure and remains safe to retry.
Do I have to type the delivery again?
No. A sent purchase order creates its receiving checklist, so the lines at the back door begin with the order the supplier received.
How are shortages and substitutions handled?
Short, over, substituted, missing, and unexpected lines keep distinct receiving states. Short and missing quantities become a durable follow-up list.
When do ingredient prices change?
Committing the delivery posts the real purchases and updates current prices from what actually arrived. The posting is all-or-nothing.
Walk back into prep with one record.
Bring one real supplier order. Follow it from the message you send to the quantity, price, and shortfall you receive.