Purchase Order Check In

Speed Operations & Reduce Paperwork

Instant digital notifications eliminate delays and keep everyone informed in real-time.

Key Benefits

Check-in completed on mobile device in real-time
Instant automated notifications to AP and/or Purchasing
See exactly what was received vs. what was ordered
Issues and photos immediately visible to the proper stakeholders
Process invoices same day (capture early payment discounts!)
Complete audit trail with timestamps and user tracking

See It In Action

Real mobile screens from the actual system

1. Today's Deliveries

See all POs scheduled to arrive with vendor, pallet count, and SKU totals. Progress indicators show what's not started, in progress, or complete.

2. Smart Color Coding

Green boxes show matches, yellow shows shortages. Live progress bar updates as you work. Instant visual feedback prevents errors.

3. Document Issues

Report damaged goods or wrong items with text and photos. Document problems while the driver is still there for fair resolution.

4. Complete & Notify

Summary shows ordered vs. received. Upload paperwork, then hit "Check-In Finished" to instantly notify AP and/or Purchasing.

No Training Manual Needed

The interface is so intuitive that warehouse staff can start using it immediately. Color coding makes errors obvious, and the workflow matches how operators naturally think about receiving.

How It Works

Simple, fast, and designed for real warehouse operations

1

View Today's Expected Deliveries

Dashboard shows all POs scheduled to arrive today with vendor, pallet count, and SKU totals. Visual progress indicators show which POs are not started, in progress, or complete.

2

Check In Products with Smart Color Coding

Enter received quantities for each product. The system provides instant visual feedback:

Green: Received quantity matches ordered quantity ✓
Yellow: Received less than ordered (shortage) ⚠️
Red: Received more than ordered (overage) 🚨

Auto-saves as you go—no manual save needed. Come back later if interrupted.

3

Track Expiration Dates for Perishables

Date picker automatically appears for products with expiration tracking. System highlights expired products and stores dates for inventory management and compliance.

4

Report Issues with Photos

Found damaged goods? Wrong expiration dates? Tap the issue button to document problems with text descriptions and photos. Issues are flagged for immediate attention and become part of the permanent record.

5

Upload Delivery Paperwork

Camera integration lets you photograph packing slips and delivery receipts directly from your phone or tablet. Paperwork is automatically linked to the PO for easy retrieval.

6

Mark Complete—Notifications Sent Instantly

Hit "Check-In Finished" and the system immediately notifies AP and Purchasing with complete details of what was received, any discrepancies, and links to all documentation.

Real-Time Features

Built for speed and accuracy in busy receiving operations

Live Progress Tracking

Summary totals and progress bars update instantly as you enter quantities. Always know exactly where you stand.

Automatic Saving

Every quantity change saves automatically. No lost data if you get interrupted or need to step away.

Mobile Optimized

Designed for phones and tablets. Works great on the warehouse floor with gloves or wet hands.

Add Unlisted Products

Vendor sent something not on the PO? Add it on the fly. Delete items that weren't received. Full flexibility.

Smart Search

Autocomplete search for POs by number, vendor name, address, city, state, or zip. Find what you need fast.

Date Picker

Change receiving dates to check in early arrivals or late deliveries. System tracks everything accurately.

The Game Changer: Instant Notifications

Turn a multi-hour (or multi-day) process into minutes

For Accounts Payable

Process Invoices Same Day Capture early payment discounts and improve vendor relationships
Catch Discrepancies Before Paying See exactly what was received vs. what's on the invoice
No More Chasing Paperwork Everything is digital and organized—no calling the warehouse

For Purchasing

Address Shortages Immediately Reorder same day instead of discovering problems days later
Handle Issues While Driver is Still There Get photo documentation of damaged goods for fair resolution

Works Standalone or With Your Existing ERP

Already have an ERP or VMS? No problem! The MDS Insight PO Receiving module can be used independently to gain efficiency in your receiving process. You get instant notifications, photo documentation, and mobile convenience while keeping your current accounting system. Many operators use MDS Insight modules to fill gaps where their primary system falls short.

Measurable Benefits

Real efficiency gains that impact your bottom line

Save Hours Every Week

Eliminate the back-and-forth between warehouse and office. Warehouse staff stays in the warehouse doing their job, not delivering paperwork.

Capture Early Payment Discounts

Many vendors offer 1-2% discounts for payment within 10 days. Process invoices faster and your savings add up quickly.

Reduce Payment Errors

Stop paying for products you didn't receive or paying wrong amounts. Discrepancies are caught immediately, not weeks later.

Improve Vendor Relationships

Faster payment, fair resolution of issues, and professional documentation make you a preferred customer.

Complete Audit Trail

Every action timestamped and user-attributed. Never lose paperwork, never wonder what happened to a delivery.

Better Inventory Accuracy

Expiration date tracking, immediate quantity updates, and photo documentation keep your inventory data reliable.