Lupa's new Process Order page turns receiving stock from a chore into a few clicks. Batch numbers, expiry dates, and quantities arrive pre-populated from your integrated wholesalers — open the order, tick off what's in the box, and you're done.
💡 In short: Inventory → Orders → Process → tick off each line (or select several and click Process Selected Items) → Complete Order.
A Tour of the UI
Everything you need is on one screen.
What you see | What it's for |
Header card | Order code, supplier, date, and an editable Order Reference field (drop the courier's delivery note number here) |
Summary bar | Live count of total items, pending, processed, and cancelled — updates as you tick lines off |
Search and filter bar | Type any product name or item code to narrow the list instantly. Use the Status filter to show only Pending, Processed, or other line statuses — handy on large deliveries |
Item table | Every order line at a glance — product, item code, pack size, quantity requested, processed quantity, and status pill. Orders with many lines page through automatically. The Unit Price, Mark Up, and Line Total columns are only visible to staff with the View order pricing permission — if you don't see them, ask your practice manager to check your role |
Inline batch row | Expands under each line — for integrated suppliers, batch number, expiry, and quantity are already filled and marked with a 📦 icon |
Tick (✓) and checkboxes | Tick a single batch, a whole line, or select several rows and use Process Selected Items at the bottom |
Top-right buttons | Order History for the audit trail · Export CSV for reconciliation · Complete Order when the delivery is fully received · Unlock on a completed order if you need to reopen it |
How to Process an Order
1. Open the order
Inventory → Orders → click Process on the row matching your delivery. If the order has already been completed, you'll see Unlock instead — click it to reopen the order (see Reopening a completed order below).
2. Link any unmatched products
If the supplier sent a code Lupa doesn't know, an amber row appears. Click Link to Existing Product to match it from your catalogue, or Create New Product — Lupa pre-fills the name, code, and cost so it's a few clicks.
3. Verify the batches (or fill them in)
For integrated wholesalers (NVS, Covetrus): each batch arrives pre-populated and tagged with a 📦 icon. Glance the batch number, expiry, and quantity against the physical packaging. If anything's wrong, click and overwrite — fields stay editable until you tick. For custom suppliers: type the batch number, expiry, and quantity in. Same row, same fields — just no pre-fill. Use the + button to add an extra batch row if a delivery splits a line across two batches or two locations.
4. Tick items off
Three ways — pick whichever suits the delivery:
Tick (✓) one batch — at the end of the batch row- This leaves the product available for extra batches to be added
Tick (✓) a whole line — at the end of the line row, processes every pending batch on it
Select multiple rows — tick the row checkboxes on the left, then click Process Selected Items in the bar that appears at the bottom Stock updates instantly. Processed batches lock with a 🔒 padlock and the line's status pill updates.
5. Complete the order
Click Complete Order in the top right when the whole delivery has been received. Any unsaved unit-price or mark-up edits are saved at the same time.
⚠️ Think before completing. If a partial delivery is still arriving, leave the order open and process again later (see below). If you complete an order by mistake, you can reopen it — see Reopening a completed order.
Partial and Split Deliveries
Some deliveries arrive in waves — the new UI is built for it.
Open the order, tick off only what physically arrived today
Don't click Complete Order — simple exit the page
When the rest turns up, Inventory → Orders → Process on the same order again
Tick off the new batches, repeat until the order is fully received
Then click Complete Order The summary bar, status pills, and Status filter make it obvious what's still outstanding — filter by Pending to see only the lines still to come.
Reopening a Completed Order
If you click Complete Order too early — for example before the full delivery has arrived — you can reopen it from the orders list.
Go to Inventory → Orders
Find the completed order and click Unlock
Lupa reopens the order and takes you straight to the process page
Tick off any remaining items, then click Complete Order again when the delivery is fully received
💡 The Unlock button only appears on completed orders. Orders that are pending, in progress, or cancelled show the usual Process button (or no action if cancelled).
Order History and Export
Two buttons in the top right give you everything you need after the fact:
Order History — opens the full audit trail of stock movements created from this order: product, batch number, movement type, date, quantity change, stock quantity after, location, price, and the employee who processed it
Export CSV — downloads the entire order line by line, including processed quantities, batch and expiry data, and totals. Drop it next to the supplier invoice for reconciliation
Tips
✅
For integrated wholesalers, treat the 📦 icon as a starting point — always check the physical packaging before ticking
Drop the courier's delivery note number into Order Reference so you can find the order later
Use the search bar to jump straight to a product on large orders — type the name or item code
Use the Status filter to focus on what's still Pending — especially useful mid-way through a big delivery
Use Process Selected Items when a delivery is straightforward — tick a row of pre-checked batches and process in one click
Don't click Complete Order until everything has actually arrived — partial deliveries are easier to handle when the order stays open
If you complete an order by mistake, click Unlock on the orders list to reopen it
For mistakes on a processed batch (locked 🔒), make a manual stock adjustment — the original processing and the correction both stay in the audit trail