---
title: receive/update inventory
description: "## A Step-by-Step Workflow for Creating Purchase Orders, Receiving Stock, and Maintaining Real-Time Inventory Sync with register Inventory accuracy starts with a well-run ordering and receiving process. In the *register* by ability business ecosystem, all ordering, receiving, and payment activity…"
url: "https://abilityregister.com/wiki-register/receive-items-update-inventory-quantities/"
updated: "2026-10-28"
category: workflows.
tags:
  - "account & sales"
  - "inventory & items"
---

# receive/update inventory

## A Step-by-Step Workflow for Creating Purchase Orders, Receiving Stock, and Maintaining Real-Time Inventory Sync with register

Inventory accuracy starts with a well-run ordering and receiving process. In the *register* by ability business ecosystem, all ordering, receiving, and payment activity is **initiated in QuickBooks Online**, then automatically synced to *register* to reflect current inventory levels.

This guide walks through how to generate a Purchase Order (PO), receive items securely, manage receiving exceptions, and leverage *register*’s real-time visibility while also highlighting important distinctions between **QuickBooks Online Plus and QuickBooks Online Advanced**, especially when delegating tasks like receiving inventory without exposing sensitive data.

## **Why This Workflow Matters**

Using QuickBooks Online to manage purchasing and receiving ensures:

- Real-time inventory updates synced directly to *register*
- Reduced risk of stockouts and over-ordering
- Secure workflows with permission controls (QuickBooks Online Advanced only)
- Full audit trail of what was ordered, received, and paid for

Inventory levels **can only be updated by receiving items into QuickBooks Online**. *register* displays quantities but cannot modify them directly.

### **QuickBooks Online Advanced Role for Receiving Only**

In **QuickBooks Online Advanced**, custom roles allow you to delegate specific tasks securely.

When it comes to inventory receiving, **QuickBooks Online Advanced offers three Bill-related roles**:

1. **Create bills only**
2. **Create and view bills**
3. **Full bill management (create, view, pay, and manage)**

The **ideal role for allowing staff to receive inventory without deeper access** is:
**"Create bills only"**

This role lets users:

- Open a **Purchase Order**
- **Convert it to a bill** to receive inventory
- **Save the bill**, which updates inventory quantities and triggers sync to *register*

But it **does not** allow them to:

- See reports
- Access vendor payment history
- View sensitive financial data
- Make or approve payments

This is the **perfect permission set for warehouse staff, receivers, or frontline managers** tasked with receiving shipments—but not overseeing payables or broader accounting.

## **10-Step Ordering & Receiving Workflow**

Use this 10-step workflow to streamline purchasing, manage staff roles securely, and ensure your *register* system is always up to date and accurate.

**1. Log into QuickBooks Online**

- Use an admin or purchasing role to access your company file.
- Navigate to **Expenses > Vendors**, or go to **+ New > Purchase Order**.

**2. Create the Purchase Order (PO)**

- Select the correct vendor.
- Add item details including SKU, quantity, rate, and category.
- Click **Save and Send** to email the PO directly to the vendor.

**3. Validate Item Details Before Sending PO** Before finalizing the order:

- Confirm each item’s SKU, description, and quantity are correct.
- Ensure **inventory items are properly mapped** to accounts in QuickBooks Online.
- Double-check that **item names** and **searchable field values** are spelled clearly for POS use in *register*.

**4. Assign the Right Roles for Receiving**

- **QuickBooks Online Plus:** Roles are preset and not customizable which impacts how securely you can delegate receiving tasks without also providing access to sensitive financial data. The roles that support receiving are:
  - Primary & Company Admin: Full access to financials and settings
  - Standard User (limited access): access to POs and Bills vendor balances, past bills, cost fields (item cost, historical transactions, etc.)

- **QuickBooks Online Advanced:** Supports **Custom Roles** which is ideal for secure delegation.

Use the **Create bills only**role which allows receiving inventory (via POs) but no access to historical reports, vendor payments, item pricing, etc..

**5. Receive Inventory by Converting PO to Bill**

- Open the PO and click **Copy to Bill**.
- Input actual received quantities.
- For partial deliveries, enter the correct amount and leave the PO open.
- Remove any incorrect items from the bill before saving.

**6. Save and Close the Bill** Saving the bill:

- Increases inventory in QuickBooks Online
- Creates a payable to the vendor
- Triggers **real-time sync** to *register*, updating quantities immediately

**7. Handle Exceptions**

- **Shorted Items:** Keep PO open and only bill received units.
- **Wrong Items or Unordered Stock:** Omit from bill; coordinate return.
- **Returns or Damaged Goods:** Issue a **Vendor Credit** to offset future bills.

**8. Confirm register’s searchable field reflects the best smart search seat up**

- **Barcode**(scanning)
- **Number** (e.g., “Aisle 3 – Bin 12”)
- **Text** (e.g., “Promo Endcap Only”) Confirm accurate stock count and field visibility.

**9. Add to Quick Pick (Optional)** If the item is frequently sold:

- Go to *register > Items*
- Toggle **Quick Pick Item** in the item's settings
- This places the item on the [checkout](https://abilityregister.com/encyclopedia/checkout/) screen for one-tap access

**10. Monitor & Repeat**

- Review open POs, bills, and inventory using QuickBooks Online reports.
- Reinforce this process as the standard for all staff receiving shipments.
- Regularly clean up old POs and verify correct vendor mapping.

## **Summary: Order & Receive Workflow Snapshot**

| **Step** | **Action Summary** |
| --- | --- |
| 1. Log into QuickBooks Online | Access vendor and product lists |
| 2. Create Purchase Order | Add item details, searchable fields, and send to vendor |
| 3. Validate Item Details | Confirm item mapping, SKUs, and clear descriptions |
| 4. Assign Roles (Plus vs. Adv) | Use QuickBooks Online Advanced’s "Create bills only" role for receivers |
| 5. Receive Items into Bill | Convert PO to bill and enter received quantities |
| 6. Save to Trigger Sync | Syncs inventory updates to *register* in real time |
| 7. Manage Exceptions | Handle shortages, wrong items, and returns cleanly |
| 8. Confirm searchable field | Assign a searchable field in register (barcode, number, or text) |
| 9. Add to Quick Pick (Optional) | Enable fast access to top-selling items |
| 10. Monitor and Repeat | Standardize and repeat for every order cycle |

## **Why It Matters: Features & Benefits Recap**

**Centralized Vendor Workflow**QuickBooks captures orders, receipts, and payments—register shows real-time stock.

**Controlled Access with QuickBooks Online Advanced**Create secure workflows for receiving staff with no access to financials.

**Real-Time Inventory Visibility**No manual updates—every item received updates *register* instantly.

**Flexible, Search-Optimized Inventory**Leverage barcode, aisle/bin, or tags to quickly locate items at [checkout](https://abilityregister.com/encyclopedia/checkout/).

**Error-Proof Receiving Process**Eliminates guesswork and ensures financial accuracy.

## **Final Thoughts**

A stable inventory process records the order and the receive/bill date and associated quantities. When you combine QuickBooks’ financial structure with *register*’s real-time performance, your systems are reconciled, your shelves are stocked, and your data is clean.