Hi. How can we help?

Receiving stock orders with Lightspeed Scanner (X-Series)

The Lightspeed Scanner app can be used to count products when receiving stock orders and transfers. Multiple users can receive stock at the same time while on the app making your inventory count efficient. 

Scan barcodes directly from your mobile device and ensure that you received what you ordered, catch supplier or outlet errors sooner, and keep your inventory quantities accurate.

Counting products for an existing stock order or transfer

  • Counting products for an existing stock order or transfer on iOS

    1. Navigate to Receive.

      Main receive page with a list of orders to receive.

    2. Select the open or sent purchase order that you wish to count. Review the order preview to ensure it is the correct order, then tap Receive.

      Receive inventory screen showing the order to be received.

    3. Use your iOS device's camera to focus on the barcode to automatically scan each product you are counting, or use the Search or add products field to search for products by keywords.

      You can tap on a product to expand and manually increase or decrease the quantity.


      Invoice being received showing the manual product count feature.

      If a barcode is scanned that doesn’t match a SKU recorded for any existing products in your catalog, you will be prompted to add the SKU to an existing product or to add a new product. Tap Add SKU code to an existing product and select one of the products from the list or search for a product in your catalog using the Search product name field; tap Add as a new product and follow the steps in our Adding, viewing, and editing products in Lightspeed Scanner (X-Series) guide; or tap Search B2B Catalog for "X" to add the product using the B2B Catalog.

      Prompt to add the scanned SKU to an existing product, add a new product with the SKU, or search for a product in the B2B Catalog

    4. Once all products have been scanned, tap Done.
    5. Review the counted quantity and tap Save.

      Invoice being received with the count complete.


      If the counted quantities do not match the order, the Scanner app will alert
      you to this. To proceed with the counted quantities tap Save, or to recount the products, tap Resume counting.
    6. On a desktop computer, log into your Retail POS account using your credentials.
    7. Navigate to Inventory > Stock control.
    8. Identify the order you are receiving, using filters if necessary, and click Receive.

      The order in Retail POS. The Receive button highlighted.

    9. Confirm that the received amounts and supply prices are correct, then click Receive to complete.

      Details of the order to be received in Retail POS. All products are counted and order is ready to be approved.

  • Counting products for an existing stock order or transfer on Android

    1. Navigate to Receive.

      Main receive page with a list of orders to receive.

    2. Select the open or sent purchase order that you wish to count. Review the order preview to ensure it is the correct order, then tap Receive.

      Receive inventory screen showing the order to be received.

    3. Use your Android device's camera to focus on the barcode to automatically scan each product you are counting, or use the Search or add products field to search for products by keywords.

      You can tap on a product to expand and manually increase or decrease the quantity.&nbsp


      Invoice being received showing the manual product count feature.

      If a barcode is scanned that doesn’t match a SKU recorded for any existing products in your catalog, you will be prompted to add the SKU to an existing product or to add a new product. Tap Add SKU code to an existing product and select one of the products from the list or search for a product in your catalog using the Search product name field; tap Add as a new product and follow the steps in our Adding, viewing, and editing products in Lightspeed Scanner (X-Series) guide; or tap Search B2B Catalog for "X" to add the product using the B2B Catalog.

      Prompt to add the scanned SKU to an existing product, add a new product with the SKU, or search for a product in the B2B Catalog

    4. Once all products have been scanned, tap Done.
    5. Review the counted quantity and tap Save.

      Invoice being received with the count complete.


      If the counted quantities do not match the order, the Scanner app will alertyou to this. To proceed with the counted quantities tap Save, or to recount the products, tap Resume counting.
    6. On a desktop computer, log into your Retail POS account using your credentials.
    7. Navigate to Inventory > Stock control.
    8. Identify the order you are receiving, using filters if necessary, and click Receive.

      The order in Retail POS. The Receive button highlighted.

    9. Confirm that the received amounts and supply prices are correct, then click Receive to complete.

      Details of the order to be received in Retail POS. All products are counted and order is ready to be approved.

Creating and receiving a new stock order

  • Creating and receiving a new stock order on iOS

    1. In Scanner app, navigate to Receive.
    2. Tap the + (plus) button to open a new stock order.

      Receive page showing existing orders to receive and the new order button.

    3. Enter the stock order details:
      Supplier: Select the supplier for the order, although the order can be created without choosing a specific supplier if you desire.
      Deliver to: Select the outlet you wish to deliver the stock to. It is mandatory to choose an outlet.
      Supplier invoice number: When you order stock your supplier may include an invoice number. If you already have the invoice number, you can input this here for your supplier's reference. This field is optional.
      Delivery Date: This is the expected date of delivery for the order.
      Order Number: The order number is generated by Retail POS when you select the outlet on the basis of the outlet settings. You customize this to your preference.
      Note: Add custom information to your orders, like personal reminders or approval notes - the free-form Notes field lets you add these to your orders and search them for future reference. This field is optional.

      Page showing the details of a new stock order with fields to fill in information.

    4. Tap Start.
    5. Use your iOS device's camera to scan the product's barcode, or use the Search or add products field to search for products by keywords.

       New stock order page with the rear camera actived to scan barcodes.

      Note: You can tap on a product to expand and manually increase or decrease the quantity. 

      New stock order page with the product expanded to show how to manually increase or decrease the quantity.

    6. Once all products have been scanned, tap Done.
    7. Review the counted quantity and tap Save. If you want to add more products, tap Resume count and repeat steps 6 and 7.
    8. On a desktop computer, log into your Retail POS account using your credentials.
    9. Navigate to Inventory > Stock control.
    10. Identify the order you are receiving, using filters if necessary, and click Receive.

      The order in Retail POS. The Receive button highlighted.

    11. Confirm that the received amounts and supply prices are correct, then click Receive to complete.

      Details of the order to be received in Retail POS. All products are counted and order is ready to be approved.

  • Creating and receiving a new stock order on Android

    1. In Scanner app, navigate to Receive.
    2. Tap the + (plus) button to open a new stock order.

      Receive page showing existing orders to receive and the new order button.

    3. Enter the stock order details:
      Supplier: Select the supplier for the order, although the order can be created without choosing a specific supplier if you desire.
      Deliver to: Select the outlet you wish to deliver the stock to. It is mandatory to choose an outlet.
      Supplier invoice number: When you order stock your supplier may include an invoice number. If you already have the invoice number, you can input this here for your supplier's reference. This field is optional.
      Delivery Date: This is the expected date of delivery for the order.
      Order Number: The order number is generated by Retail POS when you select the outlet on the basis of the outlet settings. You customize this to your preference.
      Note: Add custom information to your orders, like personal reminders or approval notes - the free-form Notes field lets you add these to your orders and search them for future reference. This field is optional.

      Page showing the details of a new stock order with fields to fill in information.

    4. Tap Start.
    5. Use your Android device's camera to scan the product's barcode, or use the Search or add products field to search for products by keywords.

      New stock order page with the rear camera actived to scan barcodes.

      Note: You can tap on a product to expand and manually increase or decrease the quantity. 

      New stock order page with the product expanded to show how to manually increase or decrease the quantity.

    6. Once all products have been scanned, tap Done.
    7. Review the counted quantity and tap Save. If you want to add more products, tap Resume count and repeat steps 6 and 7.
    8. On a desktop computer, log into your Retail POS account using your credentials.
    9. Navigate to Inventory > Stock control.
    10. Identify the order you are receiving, using filters if necessary, and click Receive.

      The order in Retail POS. The Receive button highlighted.

    11. Confirm that the received amounts and supply prices are correct, then click Receive to complete.

      Details of the order to be received in Retail POS. All products are counted and order is ready to be approved.

Additional information

  • The purchase order and/or stock transfer must be finalized using Retail POS on desktop.
  • Orders containing composite products cannot be counted in the app.
  • When receiving using the Scanner app, only the product quantities can be adjusted, supply prices cannot be edited. This must be done in Retail POS on desktop.
  • Multiple users can receive at the same time, but only via the Scanner app (do not add quantities via web and the Scanner app simultaneously).

Was this article helpful?