Recording Receipts for an Order or Standalone Delivery
How to record what arrived on an event, from an order or on its own, fill serialized slots with people and units, and swap in a replacement for a no-show.
A receipt records that something arrived on the event. You record it against an order when a delivery or a crew call fills lines you ordered, and standalone when something arrives that nobody ordered. Either way, the receipt is where the real quantities, and for people and serialized gear the real names, are written down.
Receive Against an Order
Use the order's Fulfillment tab when what arrived belongs to an order. The receipt starts with one item for every line on the order, at the ordered quantity, so you only change what differs.
Open the order
Receive from order
Select Receive from order. The Receipt name starts as the order's name; change it if you expect several deliveries, and set Received to the date and time it arrived. Select Create receipt.
Correct each line
Each order line is now a row with Needed, Received and Coverage. For pooled and expendable types, select the received button in the Actuals column (it shows the current count, such as "10 received") to change how many arrived and, optionally, which inventory it was Drawn from. For people and serialized gear, expand the row to fill its slots (below).
Once a receipt exists, the button reads Receive more, which creates a further receipt for the next delivery. A row marked Unplanned in the Plan column is an item on this order's receipts that does not match any line on the order.
Record a Standalone Receipt
Use the event's Fulfillment page when something arrives with no order behind it: a vendor drops an extra case of cable, or a department brings gear nobody requested.
Open Fulfillment
Describe the receipt
Add the items
For each item choose the Type and enter the Quantity. For pooled and expendable types you can also choose where it was Drawn from (optional). Use Add item for more types, then select Record receipt.
A quantity of zero is allowed, which lets you record that a delivery was expected but nothing came. Items recorded here do not point at a need.
Fill Serialized Slots
People and individually identified units are filled one slot at a time. On the order's Fulfillment tab, expand a row to see its slots. Each filled slot shows who fills it and a status badge; each empty one reads Open slot.
- Assign on an open slot picks a resource, either one already On this event or one From the org pool.
- Fill remaining appears when more than one slot is open and lets you pick several at once.
- Change replaces the person or unit on a slot while it is still Tentative (on an unnamed slot the button reads Assign), without losing anything recorded for it.
- The calendar button opens the slot's Actual schedule, covered in plan versus actual.
- The trash button removes the slot's reservation.
You can leave a slot unnamed on purpose. An Unnamed slot holds the place when you know five stagehands are coming but not yet which five.
Swap in a Replacement for a No-Show
When the person on a slot does not come, or comes off it partway through, swap rather than delete. A swap keeps a record of who was supposed to be there and who actually covered it, and the slot still counts once.
Select Swap on the slot
Say what happened
Choose They never arrived to record a no-show, or They came off the slot to record them as released (pulled, cancelled on you, or left mid-show).
Pick who is taking the slot
The slot now shows the replacement, with the person they replaced listed beneath and marked as a no-show or released. That earlier record keeps its own actual schedule and cost, so a call-out fee or partial shift still counts toward what the show cost. A slot that has replaced someone has no remove button, because removing it would break the link back to the person it replaced.
Deleting a receipt also deletes its items, their reservations, and the actual schedule recorded on them. Use it to undo a receipt entered by mistake, not to correct quantities.