SYMPTOM:
You may notice discrepancies in inventory when:

• Running an Inventory Variance Report (e.g., BOM + transactions ≠ current inventory)

• Comparing receiving values between Lightspeed and Retail Orbit

🧾 CAUSE

Lightspeed Retail uses a single Purchase Order (PO) document for both On Order and Receiving. This structure can create reporting discrepancies unless the PO is handled properly.

Key Behavior to Understand:

• When a PO is marked as “Finished”, Lightspeed sends all received items from that PO to Retail Orbit.

• The Received Date is critical — it determines when the received data gets sent to Retail Orbit.

• If the Received Date does not match the current date when the PO is marked as finished, data may not be captured in Retail Orbit for the correct reporting period.

⚠️ If receiving is spread over multiple months, you may see monthly variances unless handled correctly.

✅ SOLUTION: Best Practices for Accurate Receiving in Retail Orbit

To ensure that all receiving data is accurately sent to Retail Orbit:

1. Before Marking a PO as Finished

• Confirm that the “Received Date” on the PO reflects the current date (the date you're marking it as finished).

• Update the date manually if it still reflects a prior receiving date.

2. Why This Matters

Lightspeed updates the Received Date automatically when you receive items.
If you mark the PO as finished later, without adjusting the Received Date, Retail Orbit will not pick up that PO during data sync.

📘 Examples

Example 1 – Partial Receipts with Proper Finish Date

• PO total: $1,000

• $700 received on Jan 15 (Received Date = Jan 15)

• $200 received on Feb 5 (Received Date = Feb 5)

• Final $100 will not arrive → PO marked as finished on Feb 5

Result:

• Retail Orbit receives $900 as receiving on Feb 5

• No data shown for January

Example 2 – Received Date Not Updated Before Finishing

• PO total: $1,000

• $700 received on Jan 15 (Received Date = Jan 15)

• $200 received on Feb 5 (Received Date = Feb 5)

• Final $100 will not arrive → PO marked as finished on Feb 8, but the Received Date is still Feb 5

Result:

• Retail Orbit receives no receiving data at all
  (not in January, February 5, or February 8)

🛠️ Troubleshooting Tips

• Always check the Received Date before finishing a PO.

• If you plan to receive over multiple months, expect potential monthly variances unless you finish each PO per month and set the correct Received Date.

📩 Still Have Questions?

If you're unsure how Lightspeed receiving works or need help reconciling a variance:

👉 Reach out to our support team.
We’re happy to help clarify your data and ensure your reports stay accurate.