This article is about Rheaply's inventory management app, Inventory (root.rheaply.com). It may not apply if your organization doesn't use Inventory.
When you order items from another organization on Circulate, you no longer have to re-enter them by hand when they arrive. Match each incoming product to one in your inventory, scan the QR labels that are already on the items, and they're added to your inventory with their new location and status.
The transactional side of the order, such as payment and messaging the seller, stays in Circulate. This article covers receiving the items into Inventory.
This functionality is not available for all organizations. If you want this enabled but do not see the Inbound tab on root.rheaply.com/orders, then please email help@rheaply.com.
This article is helpful if: your organization ordered items from another organization on Circulate and you need to add them to your inventory.
Who can do this? Anyone in your organization can view inbound orders. To scan and receive items, you need permission to create both products and items in Inventory.
Where is it done? Inventory > Orders > Inbound
How receiving works
Receiving an order takes three steps:
Match products: tell Rheaply which product in your inventory each incoming product should become, or create a new one.
Scan items: scan each item's existing QR label as it arrives.
Confirm receipt: set a location and status, and the items are added to your inventory.
You don't need new labels. Each item keeps its QR label from the seller's organization, and that label works in your inventory once the item is received.
Orders appear on the Inbound tab when you order from an organization that manages its Circulate listings in Inventory.
Find your inbound orders
From root.rheaply.com, click Orders in the left navigation.
Click the Inbound tab.
Search by Order ID, or filter by status or Recipient to narrow the list.
Sort by Newest, Oldest, Seller Org A-Z, or Seller Org Z-A.
Click View order on the order you're receiving.
The order details page shows the seller's organization under From, along with the target delivery date, delivery location, and delivery instructions. Items are split into two sections:
Received: items already added to your inventory, shown as "X of Y items."
Expected: items on the order that haven't been received yet.
Match incoming products to your inventory
Before you can receive an item, its product needs a match in your inventory. You can do this before the delivery arrives.
On the order details page, click Add product next to a product in the Expected section, or click Add products.
Review the Incoming from seller card to see the seller's product details.
Choose Find existing to match a product you already have. Search by text or image, and the results show a match percentage.
Or choose Create new to add a new product. The form is pre-filled with the seller's product details, so review and edit as needed.
Click Save.
The product now shows Matched with and the name of your product. Click Change to pick a different match.
💡 Pro tip: Rheaply remembers your matches. The next time you order the same product from the same organization, your earlier match is suggested.
Scan and receive items
On the order details page, click Open scanner.
Scan the QR label on each item you received. Scanned items appear in the list as you go.
When you're done scanning, click Confirm receipt.
Choose an Intake location. This field is required.
Choose a Status: Available (the default), In use, or Reserved.
Choose who to Share with, and add a note if needed.
Review the Receiving now list, then click Confirm receipt.
You'll see "Items successfully received," and the items move to the Received section of the order. Click any received item to open it in your inventory.
While scanning, you may see these labels on an item:
Needs product: the item's product hasn't been matched yet. These items appear under Still needs product and aren't received until you match their product.
Unexpected: the item wasn't on the original order. It's added to the order and can be received like any other item.
💡 Pro tip: Your scan list is saved in your browser on that device, so you can close the scanner and come back to it later. It doesn't carry over to other devices.
Mark the order received
Marking an order received is for record-keeping on the Orders page. It doesn't change any item details, and it doesn't happen automatically when you scan items.
Open the order, or find it on the Inbound tab.
Click Mark received.
Click Yes, mark received.
The order status changes from Active to Received. To undo, open the order and click Unmark received.
What carries over to your inventory
Data | What happens |
QR label | The existing label stays on the item and scans in your inventory. |
Product | The item belongs to the product you matched or created. |
Condition | Carried over from the seller's item. |
Location, status, sharing, and note | Set by you when you confirm receipt. |
Custom fields, attachments, cost, and history | Not copied from the seller. Add these to the item after it's received. |
The seller's record | Stays in the seller's inventory and is managed by the seller. |
If something goes wrong while scanning
"Could not identify this item": the label couldn't be read or doesn't match a Rheaply item. Try scanning again with better lighting, or check that the label isn't damaged.
"This item has already been scanned": the item is already in your scan list. No action needed.
"This item has already been received": the item is already in your inventory from this order.
"Some items weren't received": the items that didn't go through stay in your scan list. Correct any issues and click Confirm receipt again.
If a problem keeps happening, contact us through the chat in the bottom corner of the app.
Frequently asked questions
Why don't I see the Inbound tab?
Inbound orders may not be turned on for your organization yet. Contact your Customer Success Manager to learn more.
Why isn't my order on the Inbound tab?
Only orders from another organization that manages its Circulate listings in Inventory appear here. Orders within your own organization, and orders from sellers who don't use Inventory, aren't listed. Track those in Circulate.
Why is Open scanner unavailable?
You need permission to create both products and items in Inventory. Ask an admin in your organization for access.
Do I need to print new QR labels?
No. The seller's labels work in your inventory once the items are received. If a label is damaged, click the Print QR codes icon next to a product in the Received section to reprint labels.
What if an item used to be in our inventory?
If an item comes back to your organization, Rheaply restores its existing record instead of creating a duplicate.
Will I get an email when items are received?
No. Receiving doesn't send new notifications. You'll still get the usual Circulate emails about the order itself.
Can I export the order?
Yes. Click Download CSV on the order details page.