Remember to check the Knowledge Base for a solution before you enter a new ticket.

✕
HelpDesk
sign in

Receiving an Order

Creation date: 7/22/2026 5:03 PM    Updated: 7/27/2026 8:47 AM   delivery invoice oc pro optimum control orders purchasing receiving
Print...
Optimum Control Guide
Receiving an Order
When a delivery arrives from an order you raised, receive it — don't retype it.
ℹ
If the delivery came from an order you raised in Optimum Control, receive it rather than typing a new invoice. Everything pre-fills, which is faster and far less error-prone. Have the printed invoice in hand — you'll be checking the delivery against it line by line.
📦  Receiving the order
1
Click Invoices on the main toolbar.
2
Click New.
3
Click Receive Order on the invoice toolbar.
4
Pick the order you're receiving from the list of pending orders.
5
The supplier and all the items fill in automatically.
6
Enter the invoice amount from your printed copy.
7
Check the items received against the paper invoice — pay particular attention to quantity received and total price per item.
8
Add any expenses or taxes from the invoice.
9
Adjust until the invoice balances.
10
Click Save. The order flips from Pending to Received.
💵  When the price doesn't match
Prices change between ordering and delivery — that's normal. Enter the total from the printed invoice and the unit cost updates itself automatically. Don't leave the old price sitting there; the whole point of entering invoices is to keep costs current.
🔍  Check what actually arrived
The order tells you what you asked for. The delivery is what you got. They're often different. Before saving, confirm:
  • Short shipments — quantity received is lower than ordered.
  • Substitutions — a different product or case size sent instead. Change the invoice line to what actually arrived; if the substitute isn't in the system yet, ask your manager to have it added rather than recording it under the wrong item.
  • Items not delivered at all — remove them rather than leaving them on the invoice.
  • Damaged or rejected stock — this should come off, and may need a credit request.
✋
Enter what you actually received, not what you ordered
Receiving an order blind — just clicking through and saving — puts stock into the system that never arrived, and you'll see it as a phantom variance at your next count.
🆘  If something goes wrong
Program problem — errors, crashes, failed saves, a report that won't run → TracRite support at Support@tracrite.net (they know their software best).
"How do I / why does my data look like this?" — missing items, vendors, recipes, or numbers that look off → your F&B manager or executive chef. These are operational questions, not software faults.
Hardware, network, a lost license, or OC missing from a workstation → that's the short list Argus IT handles.
See Optimum Control — Common Issues and How to Get Help (KB-210001) for the full "who to contact for what" breakdown before reaching out.
ArgusIT KB# 210008 · Tags: optimum control · oc pro · receiving · orders · invoice · delivery · purchasing
Get help for this page Powered by Jitbit HelpDesk