This guide gives a quick overview of how to receive purchase orders (POs) into Finale Inventory using the mobile barcode scanner. You’ll see how to prepare barcoded documents, sync the scanner, load eligible POs, scan storage locations, and sync your received items back to the cloud.
Purchase Orders in Finale
Go to the Purchase Orders screen to add or view POs.
Each PO shows a status (Editable, Committed, Fully Received, Partially Received, Not Received).
The mobile scanner only downloads eligible POs (see details in Section 4).
Prepare Barcoded Documents & Labels
To make receiving fast and accurate, use barcodes wherever possible.
Print a PO with Barcodes
From the PO, open the Action menu and choose Print Purchase Order with Barcodes.
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The printed document includes:
An Order ID barcode at the top (scan to load the PO).
Helper barcodes on line items (useful if products arrive without labels).
Print Receiving Labels (optional)
From the Shipment page’s Action menu, choose Print Receiving Labels.
You can generate multiple label types (thermal rolls or Avery-style sheets) to label items as they’re received.
Print Warehouse / Location Labels (optional)
Go to Reports > Labels > Other Labels to print warehouse/shelf/bin barcodes.
Affix these on racks/bays/bins so you can scan location barcodes during receiving.
Sync the Mobile Scanner
Install the Finale mobile app on your Android-based scanner.
On the scanner, run Sync to log in and download the latest data from your Finale cloud account.
After syncing, you can work offline in the warehouse—Wi-Fi is not required during receiving.
Which Pos Appear on the Scanner?
Finale intelligently limits what’s downloaded to keep the device clean and focused:
Committed POs that are Not Received or Partially Received will be downloaded.
Editable POs and Fully Received POs are not downloaded.
Result: The scanner’s PO list often shows fewer entries than the web view—this is expected.
Start a Receive Operation on the Scanner
On the scanner, choose Receive.
Scan the Order ID barcode from your printed PO (or select the PO from the list).
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Scan a storage location (e.g., the rack/bin where goods will be stored).
You can scan a printed location label, or pick the location on-screen.
From here, you’ll scan product barcodes and quantities to receive items into the chosen location. The scanner guides and validates each step.
Track Progress While Receiving
The scanner displays all PO line items, expected quantities, and your progress as you scan.
You can page through items to check what’s still outstanding.
Finish and Sync Back to Finale
Exit the receiving operation on the scanner.
Run Sync to upload your received items to the Finale cloud.
The PO status will update (e.g., Partially Received or Fully Received), and inventory levels will reflect your receipts.
Tips
Always sync before you begin receiving and again when you finish.
Use barcoded POs and location labels to speed up scanning and reduce errors.
If items arrive unlabeled, use the helper line-item barcodes or print receiving labels first.
Keep POs Committed (not Editable) to ensure they appear on the scanner.
Need Help?
For detailed, step-by-step receiving workflows (including variations), check out our other help articles and videos, or contact Descartes Customer Support.