Check the delivery against the order you sent.
Look over one purchase order per supplier. When the truck shows up, put in what came and what it cost, then save the delivery. Anything short stays on a follow-up list until you deal with it.
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Illustrative purchase record
Ten cases ordered. Nine at the back door is not ten in the walk-in.
The purchase order is what they promised. Receiving is what showed up: short, over, subbed, missing, or something you never ordered.
Start with the order the supplier actually got.
When you confirm an event, CostCook offers a purchase order for each supplier. Read the exact email before it goes, print the PO, or mark 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
The order you sent is the checklist at the door.
Sending the PO builds the receiving checklist. At the back door you change ordered to arrived. Nobody rebuilds it from the delivery slip.
What actually came in is what gets recorded.
Save the checked delivery. Its quantities and prices go into your purchases and your ingredient prices together. Anything still short stays on the follow-up list.
When an order or a delivery goes wrong, there is a way back.
A failed send, a short line and a surprise item each get their own warning, with what happened and what to do next.
What is in Purchasing & receiving.
Open the full shipped list when you want the detail.
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.
- Follow-up 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
What people ask before the next truck pulls in.
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?
Saving the delivery records the purchases and updates current prices from what actually arrived. Every line saves together, or none does.
Walk back into prep with one record.
Bring one real supplier order. Follow it from the order you send to what shows up, what it cost and what is still short.